Creating an Integrated Workflow

Knowledge Level: 
Time: 25 minutes
Suggested Skills: Tessitura
Objective: A Tessitura-Integrated Workflow takes the power of a workflow and combines it with your data to provide an incredibly robust campaign engine. By utilizing custom views from Tessitura, you can create a custom workflow that will save you time and energy, while increasing engagement with your patrons! Integrated workflows can be simple or they can be quite complex. It is best to have an action plan established before working through the technical details of creating an integrated workflow. Contact us at mail2@lynch2.com should you have any questions about setting up your Integrated Workflow.

Before getting started, be sure these two items are prepared:

1. Your custom view

2. Your workflow

A Note on Custom Fields/Tokens with Integrated Workflows:

Any data within your custom view that is being utilized for the integrated workflow will have a nomenclature in the custom field of:

"TW" + "Workflow ID" + "__" + "customfieldname"

So for example, if you have a field called "donationamount" and it is being used for a workflow with the ID of 9, the custom field/token is going to appear as: [Contact.TW9__donationamount]. This nomenclature is exclusive to the columns in the custom view associated with the workflow.

To get started, go to Tessitura Integration > Integrated Workflows and click Create New Integrated Workflow.

1

Give your Integrated Workflow a Unique Name

2

Select the Custom View to Use with This Workflow

If your view doesn't appear in the list, you'll need to check the name of the view in your database to make sure it begins with "LV_M2" followed by the rest of your view's name. 

3

Select the Workflow to Associate with Your Custom View

This workflow should be set up before you begin integrating it with Tessitura. 

4

Give Your Temporary List a Name

When the integrated workflow runs and gathers contact data from your custom view, the contacts will be added to a temporary list to be used to trigger the workflow. 

5

Choose the Time of Day to Import Contacts

6

Choose a schedule

7

Set the Day of the Week or Month (if weekly or monthly schedule is chosen) 

8

Enter the email address(es) to receive summary emails

These email addresses will receive notifications regarding this integrated workflow. These notifications will either be summaries of how many contacts were retrieved and introduced into the workflow for a given attempt or an alert that there was an issue when the attempt was made.

9

Review/Test Your Integrated Workflow

You can  review your data and/or test your workflow. There are three ways to test your integrated workflow.

  1. Set "Trigger Workflow?" to "NO" and "Status" to "ON". Then, click "Trigger Now" with custom dates to pull the contacts into your temporary list to review contacts and data.
  2. Set "Trigger Workflow?" to "NO" and "Status" to "ON". Let the Integrated Workflow follow the schedule you have set up; it will only import contacts into the temporary list for your review. These contacts will not enter the workflow.
  3. The most accurate method to test your Integrated Workflow end-to-end is to insert test contacts inside your custom view. Set "Trigger Workflow?" to "YES" and "Status" to "ON". Then, interact with your workflow as needed and review the results.
10

Activate and Turn On the Integrated Workflow

Set "Trigger Workflow?" to "YES" and "Status" to "ON" to automate your workflow.

There are two elements to automating the workflow, "Trigger Workflow?" and "Status". "Trigger Workflow?" reflects whether or not contacts will actually be allowed into the workflow, and status reflects whether or not the schedule will be automated.

Trigger Workflow?
YES: Contacts will enter the workflow once the deployment occurs, whether manually via a "Trigger Now" or automatically, based on the schedule you've set up in Steps 5-7.
NO: Contacts will only be imported into the temporary list for your review. They will not enter the workflow.

Status:
OFF : The schedule is off and will not run automatically.
ON: The schedule is on and will run automatically. 

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