You are viewing an old version of this page. View the current version.

Compare with Current View Page History

Version 1 Next »

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

What you Need to Know

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)
    • 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: Change contact record status to “Pending PAF Information”
        • ONCE COMPLETED: TRIGGER: DocuSign Parental Authorization Form Workflow (Contact Status: “Pending PAFLC Send”)
    • 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)
    • MATCHES AGAINST: E-Mail Address
    • Sub Task: Reports To Updated with ID for Lead Critic Contact Record
    • Sub Task: Request Parent’s Information
      • Sub Task: Change contact record status to “Pending PAF Information”
        • ONCE COMPLETED: TRIGGER: DocuSign Parental Authorization Form Workflow (Contact Status: “Pending PAF Send”)

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 ):
    • MATCHES AGAINST: SFDC ID (populated in above tasks into CIS)
    • Update SFDC Contact Record Data:
      • CIS Account Status (Active/Inactive)
      • Grade Level

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
    • MATCHES AGAINST: SFDC ID (populated in above tasks into CIS)
      • Any updated contact info (no critic data)

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

DocuSign Parental Authorization Form Workflow

  • User Status: “Pending Parent Info”
    • Sub Task: Send E-Mail Alert Template With Survey URL Populated from SFDC Contact Record
    • ONCE COMPLETED:
      • 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:
        • If Lead Critic:
          • 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”
        • If Critic:
          • 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”
        • ONCE COMPLETED:
          • Update Contact Status: “Pending Training”

VerifiedFirst Background Check Workflow

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


Content by label

There is no content with the specified labels



  • No labels