Creating workflows with data from all sections within the Report Builder
I would like to create a workflow based on a Due Date for a User Task (which I know you can do) but I would also like to be able to populate the template that gets sent, with fields from other reporting sections e.g. information about the assessments, classes, etc.
E.g. I have an assessment which is submitted and a Contact Note and User Task is created. I would now like to send out communication emails based on the Due Date of the User Task and when the template is sent, it needs to include information about the assessment that was submitted. Currently, I can't do this. I can only trigger the workflow at a User Task Level OR Report Row Event, not both. Obviously the User Task Level works but I can't pull any of the Contact Notes or Contact Task information into the template. And the Report Row Event being based on Contact Notes and Date Inserted, would also work, as it would give me the assessment name info, etc that I need but then I would need to delete the note in order for the workflow to stop. And this isn't an option as we need that submission note to stay in the system.
I can send a template via the User Task Level but without the assessment name in the subject of the email, the email is useless as the student may have submitted more than one assessment on the same day and if they receive a generic email, they will not know which assessment we are talking about.
If this can be done anyway, I would love to hear from someone.
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Hi Karen, I am also struggling with the limitations on assessment workflows linking to templates and excluding the options to include names of students or assessment names in emails without creating 1000's of user tasks weekly. Have you found any solutions since you added this request?
I'm really keen to find better solutions for my trainers and students.
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Hi Pip
As this was quite a while ago, I can't remember exactly but I believe I may have found a workaround as I did end up adding a number of nurture emails and assessment emails in. What exactly are you wanting to achieve? If you let me know, I may be able to double check what I have done in some of my workflows and provide you with some possible solutions.
I know I did create some workflows that added a Contact Note with the assessment name, etc and then I used that information to populate emails.
Cheers Karen
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Hi Karen, the main thing I really want is for the notification email that is sent to the assessor when a student submits an assessment for marking to include the student's name and the name of the assessment. At the moment I can only include links to the student page in aXcelerate and a link to the assessment to be marked based on the dynamic ID.
I guess I felt your idea was trying to achieve something similar by allowing more fields to be included in workflows relating to assessment fields. If this is possible from reports that might help me.
I got the idea from your post that perhaps by creating a workflow to add a contact note that I might be able to create a report that will trigger an email to go out, hopefully including the extra fields I need, but I am actually hoping to avoid creating user tasks because we would end up with so many due to the number of assessments we have per unit.
What fields do you include so the file note includes the assessment name, I can only seem to include ID's.
Are you using online assessments or still the legacy assessments?
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Ok, I am not sure they will be the same but basically, I set up a report based on "Assessment Submissions" in the Report Builder. Ensure you add the Display fields of "Contact ID" , "Full Name" and "Assessment Name" and any others you want, maybe assessor name as well.
Set up a workflow to add a Contact Note or send an email.
When you add a SUBJECT heading, ensure you use %fullname% and %assessment% and then that should pull through the name of the student as well as the assessment name into the Contact Note or email subject.
Hope this helps.
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