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HELP on Workflow design

Joanne Felci

Hi Community Gurus!

We are trying to plan out our first workflow and my head is about to explode so I'm hoping someone can help me figure this out.

This is what we are trying to do:

invite a list of donors to a launch event for our yearly 5K walk, when they register they get a confirmation email
Everyone that registers by June 1 will get an email reminding them the sign up for the walk is tomorrow. 7 days later they get an email reminding them the launch event is tomorrow. 2 days later they get a thank you for attending the launch.
People who do not register by June 1 would get an email about the walk registration starting tomorrow

Where my head is about to explode is if someone registers after June 1 how do you prevent them from getting into the registration workflow especially if dates have passed. For example if they register on the day of the event will they get something reminding them that you can sign up for the walk tomorrow even though that ‘tomorrow’ refers to June 2nd not June 10th

My thought is we are trying to do too much with this. Anyway ever do something similar or have any suggestions?

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Comments

Austen Brown

Hi @Joanne Felci - You have a great idea, but unfortunately the idea is a bit too complex for what RE NXT's workflow can currently handle. You would either need to utilize multiple workflows working in tandem with an understanding that it will likely not be automated due to the constraints available within Workflow and Constituent Lists, or look into a more powerful tool - Power Automate. I've included a few resources below that should help you determine the right path for your org.

Joanne Felci

@Austen Brown thank you so much for your reply and the information.

I was thinking we were trying to be too complex for the tool. I did already think this would need to be multiple workflows or decide on a more simplified stream.

Joanne Felci

@Austen Brown - I could not figure this out from the User Guide but once a constituent is in the workflow will it continue on the path of the workflow even if they do not meet the criteria in the list any longer? For example if part of my static query was excluding people that signed up for the event would they continue to get the next emails even if they signed up for this event? As I type this and say ‘static query' I'm thinking no that once they are in the list they go through the entire workflow cycle.

Austen Brown

@Joanne Felci - Once a Constituent qualifies for an NXT Workflow, they are in and will go through the entire workflow cycle; the initial query (static or dynamic) only serves as a ‘feeder’ and does not impact what happens with the constituent once they are in the flow. Additionally, there is no way to extract a constituent from the workflow cycle once they qualify.

Joanne Felci

Thanks @Austen Brown ! I appreciate the confirmation though not thrilled at the answer ? But not surprised. My VP asked me to look into a more robust tool so thank you for those other links. Hope you have a good weekend!