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Here are the workflows that execute at the beginning of each season , as well as and those that run continuously throughout the year. If you have questions, please reach out to INTSupport.

What

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You Need to Know

Since we're integrated with Salesforce / DocuSign / VerifiedFirst for data workflows, here there are things you need to be looking for in each school application PRIOR to approving:

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• Ensure that the e-mail matches the name of the contact record. Example: Joe Theismann / awintour@vogue.com (clearly not the correct person is listed)
• "Coming Soon / TBA / Unsure" Contact Accounts - Please make sure that ensure everyone who fills out the online application knows that people can be ADDED AFTER the application is approved. Giving us the "fake" information just to complete the application breaks the process. We cannot continue with this bad incorrect data being entered into CIS.

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• This contact record is to be the principal/head of the school
• This is the person who is the authoritative contact within each school who signs the School Application.
• This person could be the Activities Director, Assistant Principal, etc.. - but they are ultimately the person that acts act as an agent for the school ABOVE the Advisor role in a supervisory/managerial capacity.
  • Please ensure that the e-mail addresses are UNIQUE PEOPLE to prevent any type of signature fraud on behalf of that school.

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• This contact is the person ultimately responsible for paying for any fee charged to the school.
• This is often referred to as called a Finance Technician, Bookkeeper, Treasurer, etc..
• It CAN be the booster treasurer - just understand that the person will be listed as responsible for any payment issues should they arise

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• This is a no-go.
• There can only be ONE advisor and lead critic designated at each school.
• Do not list multiple people in these roles, or Salesforce will break..

All other roles

• Please ensure that no "TBA" or "unsure" notes are added to the email field.
• Because of the integrations, we can NO LONGER support MULTIPLE e-mail addresses in the field.
  • Previous: email1@gmail.com, email2@gmail.com
• It must REMAIN a single VALID e-mail account.

Background Screening

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VerifiedFirst takes approx. 5 business days to fully process the background screening once it’s completed.  Even if they’ve submitted the information, it takes up to (generally) 5 days for the data to be gathered/reviewed/decided via the adjudication process to fully complete. It’s NOT an immediate decision and then posted to Salesforce for reporting.

DocuSign workflow has 3-4 individual e-mails that are sent throughout the life of its workflow depending if they’re a lead critic or not..

• If Lead Critic:
• Signer 1: Parent
• Signer 2: Critic
• Signer 3: Advisor
• If Critic:
• Signer 1: Parent
• Signer 2: Critic
• Signer 3: Lead Critic
• Signer 4: Advisor

Please monitor your daily reports (sent to the Program Director by default) for progress updates/decision outcome.

Warning
title Data Processing - Known Issues
Please remember that data anomalies can AND do occur from items entered into the school applications. You as the program admin need to be VERY aware while reviewing school applications PRIOR to approving them. The roles that can only have ONE e-mail address associated with them are: School Official Advisor Lead Critic If any of the above roles match another role in the school via e-mail address, data loss will occur and manual intervention will be required to correct. Make note of any records that are duplicated with e-mail address regardless of the name entered. Most of the matching is done via e-mail address - so if you have people adding the same addresses for multiple contacts, you need to correct that school's database IMMEDIATELY or there will be major breakdown in the automation.

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• Updated Row in view `ZAP-<REGION>-SFDC-ContactUpdate` checked every 5 minutes, if new/updated:
• Restriction – must have SFDC ID populated to function
• Populate SFDC with Contact Information Updated from CIS
  • Any updated contact info (no critic data)
• MATCHES AGAINST: SFDC ID (populated in above tasks into CIS)

Triggered Workflows

DocuSign Written Charter Application Workflow

• Account Status: “Pending WCA Send”
• Generate + Send DocuSign Item to:
• Signer 1: Last Program Chair (source: account)
• Update Account Status: “Pending WCA Completion”
• ONCE COMPLETED:
• Update Account Status: “Active”

DocuSign Written School Application Workflow

• Account Status: “Pending WSA Send”
• Sub Task: Execute Send of Written School Application (WSA)
• Sub Task: Change account record status to “Pending WSA Send”
  • Signer 1: Last School Official (source: account)
  • Signer 2: Last Advisor (source: account)
  • Send DocuSign Envelope
  • Change account status to “Pending WSA Completion”
• Sub Task: Generate + Send DocuSign Item to:
• ONCE COMPLETED:
• Update Account Status: “Active”

DocuSign Parental Authorization Form Workflow

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• New Submission Detected from JotForm
• Locate Critic SFDC ID
• Locate Account SFDC ID
• Find/Create Parent Contact SFDC Record
• Populate Parent Contact SFDC Record
• Update Critic SFDC User Status: “Pending PAF Send” (or “Pending PAFLC Send” if Lead Critic)
• Sub Task: Generate + Send DocuSign Item to:
  • Signer 1: Parent/Guardian SFDC ID (source: contact record - critic)
  • Signer 2: Critic  (source: contact record - critic)
  • Signer 3: Advisor (source: contact record – critic)
  • Send DocuSign Envelope
  • Change account status to “Pending PAF Completion”
  • Signer 1: Parent/Guardian SFDC ID (source: contact record - critic)
  • Signer 2: Critic  (source: contact record - critic)
  • Signer 3: Lead Critic (source: contact record – critic)
  • Signer 4: Advisor (source: contact record – critic)
  • Send DocuSign Envelope
  • Change account status to “Pending PAF Completion”
  • Update Contact Status: “Pending Training”
• If Lead Critic:
• If Critic:
• ONCE COMPLETED:

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VerifiedFirst Background Check Workflow

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