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Summary

Here are the workflows that execute at the beginning of each season and those that run continuously throughout the year.

What You Need to Know

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

General Data Rules

  • 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 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 incorrect data being entered into CIS.

School Officials

  • 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 ultimately 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.

Accounts Payable

  • This contact is the person ultimately responsible for paying for any fee charged to the school.
  • This is often 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

School Newspaper Contact

  • Please ensure that the newspaper name is not listed as the actual contact name.

Multiple Advisors / Lead Critics

  • 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.
  • It must REMAIN a single VALID e-mail account.

Background Screening / DocuSign Information (PAFs/WSAs)

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


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.


Data Workflows

Charter Application Status Change: PENDING to APPROVED (CIS)

  • New/Updated Row in view `ZAP-INC-SFDC-CreateRegions` checked every 5 minutes, if new/updated:
  • Find/Create SFDC Account
    • MATCHES AGAINST: Region Code
  • Update SFDC Account With Region Application Data
  • Update CIS Database with SFDC ID to REGIONschoolsYYYY
  • Update SFDC Account Status: “AIP”
  • TRIGGER: STEERING COMMITTEE DATA LOAD

Steering Committee Data Load

  • New/Updated Row in view `ZAP-<REGION>-SFDC-SteeringCommittee` checked every 5 minutes, if new/updated:
  • Find/Create Region SFDC Account Record
    • MATCHES AGAINST: <Region Code>-<School Code> (ex: SFC-JP).
  • If Program Chair:
    • Find/Create Contact Record
    • Populate Contact Record
    • Update CIS Database with SFDC ID of Contact Record
    • Update SFDC Account Record with “Last Program Chair” of SFDC ID of Contact Record
    • TRIGGER: DocuSign Written Charter Application Workflow (Account Status: “Pending WCA Send”)
    • TRIGGER: VerifiedFirst Background Check (User Status: “AIP – Processing”)
    • Sub Task: Update CIS Database with SFDC ID to REGIONusersYYYY
  • If Not Program Chair:
    • Find/Create SFDC Contact Record
    • Populate SFDC Contact Record
    • TRIGGER: VerifiedFirst Background Check (User Status: “AIP – Processing”)
    • Sub Task: Update CIS Database with SFDC ID to REGIONusersYYYY

School Application Approved

  • New/Updated Row in view `ZAP-<REGION>-SFDC-Schools` checked every 5 minutes, if new/updated:
  • Locate/Create/Update with Latest Information: School Record (account record)
    • MATCHES AGAINST: E-Mail Address
    • Sub Task: Stop automated tasks (Account Status: “AIP”)
    • Sub Task: Update CIS Database with SFDC ID to REGIONusersYYYY

School Information Account Populated – Create School Official Contacts

  • New/Updated Row in view `ZAP-<REGION>-SFDC-CreateSchoolOfficials` checked every 5 minutes, if new/updated:
    • Restriction – SFDC ID must be null/blank
  • Locate/Create/Update with Latest Information: School Official (contact record)
    • MATCHES AGAINST: E-Mail Address
    • Sub Task: Update account record field ‘Last School Official’ with contact record ID
    • Sub Task: Update CIS Database with SFDC ID to REGIONusersYYYY

School Official Contacts Populated – Create Advisor/Accounts Payable Contacts

  • New/Updated Row in view `ZAP-<REGION>-SFDC-CreateSubOfficials` checked every 5 minutes, if new/updated:
    • Restriction – SFDC ID must be null/blank
    • Restriction – must have School Official SFDC ID populated in CIS
    • Restriction – If a school has more than one School Official for the current season, the process will NOT proceed and error out.
  • Locate/Create/Update with Latest Information: School Advisor (contact record)
    • MATCHES AGAINST: E-Mail Address
    • Sub Task: Update account record field ‘Last School Advisor’ with contact record ID
    • Sub Task: Reports To Updated with ID for School Official
    • TRIGGER: DocuSign Written School Application Workflow (Account Status: “Pending WSA Send”)
    • TRIGGER: VerifiedFirst Background Check Workflow (School Adult Role)
    • Sub Task: Update CIS Database with SFDC ID to REGIONusersYYYY
  • Locate/Create/Update with Latest Information: Accounts Payable (contact record)
    • Sub Task: User Status: “Active”
    • Sub Task: Update CIS Database with SFDC ID to REGIONusersYYYY

Advisor/Accounts Payable Contacts Populated – Create Lead Critics/Mentors/Boosters/School Newspaper Contacts

  • New/Updated Row in view `ZAP-<REGION>-SFDC-CreateSubAdvisor` checked every 5 minutes, if new/updated:
    • Restriction – SFDC ID must be null/blank
    • Restriction – must have School Official and Advisor SFDC IDs populated in CIS
    • Restriction – If a school has more than one School Official or Advisor for the current season, the process will NOT proceed and error out.
  • Locate/Create/Update with Latest Information: Lead Critic (contact record)
    • Sub Task: Change contact record status to “Pending PAF Information”
      • ONCE COMPLETED: TRIGGER: DocuSign Parental Authorization Form Workflow (Contact Status: “Pending PAFLC Send”)
    • MATCHES AGAINST: E-Mail Address
    • Sub Task: Update account record field ‘Last Lead Critic’ with contact record ID
    • Sub Task: Request Parent’s Information
    • Sub Task: Update CIS Database with SFDC ID to REGIONusersYYYY
  • Locate/Create/Update with Latest Information: Mentors
    • MATCHES AGAINST: E-Mail Address
    • Sub Task: Reports To Updated with ID for Advisor Contact Record
    • TRIGGER: VerifiedFirst Background Check Workflow (School Adult Role)
    • Sub Task: Update CIS Database with SFDC ID to REGIONusersYYYY
  • Locate/Create/Update with Latest Information: Boosters + School Newspaper Contacts
    • MATCHES AGAINST: E-Mail Address
    • Sub Task: Reports To Updated with ID for Advisor Contact Record
    • Sub Task: User Status: “Active”
    • Sub Task: Update CIS Database with SFDC ID to REGIONusersYYYY

Lead Critics/Mentors/Boosters/School Newspaper Contacts Populated – Create Critics

  • New/Updated Row in view `ZAP-<REGION>-SFDC-CreateSubLeads` checked every 5 minutes, if new/updated:
    • Restriction – SFDC ID must be null/blank
    • Restriction – must have School Official, Advisor, and Lead Critic SFDC IDs populated to function
    • Restriction – If a school has more than one School Official, Advisor, or Lead Critic for the current season, the process will NOT proceed and error out.
  • Locate/Create/Update with Latest Information: Critic (contact record)
    • Sub Task: Change contact record status to “Pending PAF Information”
      • ONCE COMPLETED: TRIGGER: DocuSign Parental Authorization Form Workflow (Contact Status: “Pending PAF Send”)
    • MATCHES AGAINST: E-Mail Address
    • Sub Task: Reports To Updated with ID for Lead Critic Contact Record
    • Sub Task: Request Parent’s Information

Ongoing Automations

Critic (Lead + Regular) Contacts Populated – Complete Profiles in SFDC for Reporting

  • Updated Row in view `ZAP-<REGION>-SFDC-CriticInfo` checked every 5 minutes, if new/updated:
    • Restriction – must have SFDC ID populated to function
    • Restriction – must be a lead/critic
  • Populate SFDC with Critic Metadata (continually running, triggered by updated to ):
    • CIS Account Status (Active/Inactive)
    • Grade Level
    • MATCHES AGAINST: SFDC ID (populated in above tasks into CIS)
    • Update SFDC Contact Record Data:

Contact Records Updated in CIS (Contact Info)

  • 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

VerifiedFirst Background Check Workflow

  • Chair/Program Director/Program Manager/Steering Committee Member:
    • US Package: “INC-Standard”
      • Includes: Social Security Address Trace, Nationwide Criminal Database, Adjudication
    • Canadian Package: “INC-Canada”
      • Includes: Canada Criminal CPIC (Upload Forms), Adjudication
    • Expires: 90 days
    • IF: “Approved (per client specifications)”
      • Update Contact Record Status: “Active”
    • User Status “AIP - Processing”
    • TRIGGER: E-Mail to Contact With Link To Complete Required Information
    • Update Contact Record Status: “Pending VF Completion”
    • ONCE COMPLETED:
  • Treasurer:
    • US Financial Package: “INC-STDwithFIN”
      • Includes: Social Security Address Trace, Nationwide Criminal Database, Employment Credit Report, Adjudication
    • Canadian Package: n/a
    • Expires: 90 days
    • IF: “Approved (per client specifications)”
      • Update Contact Record Status: “Active”
    • User Status: “AIP – Processing”
    • TRIGGER: E-Mail to Contact With Link To Complete Required Information
    • Update Contact Record Status: “Pending VF Completion”
    • ONCE COMPLETED:
  • School Adult Role (Exempt: School Official, Accounts Payable, Newspaper Contact)
    • US Package: “INC-Standard”
      • Includes: Social Security Address Trace, Nationwide Criminal Database, Adjudication
    • Canadian Package: “INC-Canada”
      • Includes: Canada Criminal CPIC (Upload Forms), Adjudication
    • Expires: 90 days
    • IF: “Approved (per client specifications)”
      • Update Contact Record Status: “Active”
    • User Status “AIP - Processing”
    • TRIGGER: E-Mail to Contact With Link To Complete Required Information
    • Update Contact Record Status: “Pending VF Completion”
    • ONCE COMPLETED:


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