Automate your business processes by using MICE workflows. Save time and prevent unexecuted processes. Set that tasks are created or internal 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:
An event has been requested or created manually.When an event is put in option*:
An initial quote has been offered or an event has been manually put in option.When an event is confirmed**:
A quote has been signed or an event has been manually set to confirmed.When an event is cancelled:
An event has been manually set to cancelled.When an event is completed:
An event has been manually set to completed.When a task is moved:
A task has been manually ticked off or moved to another stage.
*An unconfirmed event is automatically given the status ‘in option’ as soon as an initial quote has been offered for it.
**An event under option automatically gets the status ‘confirmed’ as soon as a quote has been signed by the client, or if the event has been accepted manually.
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.
Note: In a workflow, actions will only be carried out once all set criteria have been met.
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.
Inputs
The actions have different input fields to process information. Below is an overview with explanations for each input field.
Fill and/or link all input fields so that the action can be processed correctly.
ACTION: TASK
Input | Explanation |
Task | Title/name of task. |
Task stage | The task is placed in this task board and stage. |
Event | Link event to the task by default. |
Client | Link client/organisation of an event to the task by default. |
Contact | Link (primary) contact person of an event to the task by default. |
Due date | Set when the task should be executed.
|
Description | Textual content of the task, for additional information besides the title of the task. |
Assignee | User to perform the task. |
Reporter | Currently has no technical operation. |
ACTION: INTERNAL EMAIL
Input | Uitleg |
Subject | Subject of the email. |
Message text | Content of the email. |
Sender e-mail address | This email address is used as sender of the email. |
Sender name | This name is used as sender of the email. |
Recipient e-mail address | The email will be sent to this email address. |
Recipient name | Name of the person receiving the email. |
Copy recipient e-mail address | This email address is added to the CC and receives a copy of the email. |
Copy recipient name | Name of the person added to the CC who will receive a copy of the email. |
Examples
Task:
Internal email:
Enable workflow
Do not forget to enable the workflow. Otherwise, actions are not executed.
Tip! Make sure to test the workflow with a test event to confirm everything is set correctly.