We currently activate the workflows module only upon request and for MICE Pro users. You can find workflows in the setup menu.
Automate your business processes by using MICE workflows. Save time and prevent unexecuted processes. Set that tasks are created or emails are sent after certain actions are executed.
For example, it is possible to automatically create tasks for yourself or colleagues to have a follow-up call after an event is requested, or send a reminder email to event planners after an event is cancelled. The possibilities are endless!
In this article we explain the different workflow elements.
A workflow consists of 3 components:
1. Trigger
The trigger is the first step of a workflow. After the trigger is activated, actions are executed if the set conditions are met. At the moment, triggers are changes to the event status. The different triggers are:
When an event is created
When an event is placed in option
When an event is confirmed
When an event is cancelled
When an event is marked completed
When a task is moved
2. Conditions
Actions are executed after a trigger is activated. However, you can set whether certain conditions need to be matched. The action will only be performed if all conditions are met. You can add multiple conditions to further specify the trigger.
Think about conditions such the event type needing to be a meeting, a minimum number of guests attending the event, or an event organized by a specific client.
The different conditions that can be set are:
Event type
Event name
Group name
Noticeboard name
Number of guests
Client
3. Action(s)
The most important component of a workflow; actions. Actions are automated processes which are activated after a change to the event status of an event while set conditions are met simultaneously. Set a task to be created automatically or an email to be sent automatically.
Note: The emails work only for internal use. You can send the internal emails to email addresses of users from your system.
Example
Task:
Internal message:
Enable workflow
Do not forget to enable the workflow. Otherwise, actions are not executed.
Tip! Make sure to test the workflow to confirm everything is set correctly.