Manual Process

In some scenarios, you may want to sent the visit itinerary email manually, for example, after the Visit Coordinator has scheduled the visitor to meet with a faculty member or to sit in on a class, and updated the Appointment record(s) accordingly. In this case, we recommend you create two workflows enabling the Visit Coordinator to prepare the itinerary and send the itinerary, simply by updating the “Itinerary Status” field on the Visit record.

First Manual Workflow: to Generate the Visit Itinerary

When the Itinerary Status field is set to “Prepare Email Template”, ERX Events inserts an HTML table (with a row for each Appointment) into the Visit record’s Table field. You control the formatting of this table in the Events Admin Panel under “Manage Visitor Lists” (see step 4, below). This workflow populates your choice of table configuration into the Visit record’s Itinerary Template field, thereby controlling the format of the table.

  1. Create a new workflow rule on the Visit object
  2. Set the rule to fire when the Itinerary Status field equals “Prepare Email Template”. (When the rule fires, ERX Events will generate the table and automatically switch the value of Itinerary Status to the next value: “Email Ready To Send”)
  3. Add a field update action on the Itinerary Template field
  4. The value to populate into the Itinerary Template field is the name of the email template that is used in the Visitor List record (created under “Manage Visitor Lists” in the Events Admin Panel) where Select Object is ERx_Events__Appointment__c and dynamic condition is ERx_Events__Visit__c. The email template name serves as a link to determine which table configuration to use. See the following section for instructions on setting up the table.

A generated itinerary table. Note that the value of”Itinerary” in the Itinerary Template field matches the name of an email template used in the “Manage Visitor Lists” configuration.



Second Manual Workflow: to Send the Visit Itinerary

  1. Create a new workflow rule on the Visit Object.
  2. Set the rule to fire when the “Itinerary Status” field equals "Email Sent."
  3. Add an email alert action to send your email template.
  4. Within this template, merge in the “Table” field which was previously populated, to show the recipient their itinerary.
  5. Add a corresponding task to this workflow in order to have a record that the email was sent.