Often regulatory training courses have a regular recertification requirement. The frequency can vary by course. In some cases the reminder might be a marketing effort ie if a student is interested in one course perhaps another? The following shows you how to set up reminders that are appropriate for your courses.

How to set this configuration up starts with timed process steps on the workflow. We then adjust what happens on a per course basis by using rules by specifying a location and/or course category so this means you could have a different reminder based on the location AND course. If you set up ‘default’ rules (with no category or location) then you will need to set up ‘blank’ rules on any category/location combinations that do not need emails to be sent. Finally make sure that the serviced ‘Automatic Workflow’ is configured and active.

Scenario: courses vary by category, single reminder

A Training Organization runs Cardio Pulmonary Resuscitation (CPR) and First Aid courses. While a CPR course can be attended separately if a First Aid course is attended the student is also considered to have completed CPR. First Aid recertification is required every 3 years and annual renewal is required for Cardio Pulmonary Resuscitation (CPR). We would like to remind students once on the anniversary of their accreditation of First Aid and CPR to resit their CPR course and once after 3 years to resit their First Aid certification.

Solution

First set up the paths and steps:

• Use the existing course categories for CPR and First Aid.

• Use the existing process steps ‘12 month reminder’, ‘24 month reminder’ and ‘36 month reminder’ that are included on the document process path with the expected number of days following the appropriate Time Triggered Rule eg course start date.

Next set up the rules (this will not yet send any emails):

Scenario: courses vary by category, single reminders

A Training Organization runs Cardio Pulmonary Resuscitation (CPR) and First Aid courses. While a CPR course can be attended separately if a First Aid course is attended the student is also considered to have completed CPR. First Aid recertification is required every 3 years and annual renewal is required for Cardio Pulmonary Resuscitation (CPR). We would like to remind students each year for 2 years after First Aid or CPR to resit their CPR course and once after 3 years to resit their First Aid certification.

Solution

First set up the paths and steps:

• Use the existing course categories for CPR and First Aid.

• Use the existing process steps ‘12 month reminder’, ‘24 month reminder’ and ‘36 month reminder’ that are included on the document process path with the expected number of days following the appropriate Time Triggered Rule eg course start date.

Next set up the rules (this will not yet send any emails):

Scenario: courses vary by category and location, multiple reminders

A Training Organization runs Cardio Pulmonary Resuscitation (CPR) and First Aid courses in New Zealand and Australia. While in Australia a CPR course can be attended separately if a First Aid course is attended in Australia the student is also considered to have completed CPR. Australia required First Aid recertification every 3 years, where as New Zealand requires recertification every 2 years. In Australia annual renewal for Cardio Pulmonary Resuscitation (CPR) is required. In Australia we would like to remind students each year for 2 years after their CPR or First Aid course to resit their CPR course and once after 3 years to resit their First Aid certification. In New Zealand we need to remind students just once after 2 years.

Solution

First set up the paths and steps:

• Use the existing course categories for CPR and First Aid.

• Use the locations Australia and New Zealand

• Use the existing process steps ‘12 month reminder’, ‘24 month reminder’ and ‘36 month reminder’ that are included on the document process path with the expected number of days following the appropriate Time Triggered Rule eg course start date.

Next set up the rules (this will not yet send any emails):

For all scenarios above

Finally set up the emails you wish to have sent, with the appropriate message:

• Create the emails

• Configure the process rules

Tips:

• Send a message to the student or if available a company contact, ie use the ‘invoice contact’ found on documents

• Send messages to your own sales staff enabling them to follow up on sales leads

• Provide a call to action: a link to your website, a phone number or email to respond to

• Consider using sms (text) messaging to mobile phones if you can

• Use the information you have already to do a search filter within a link eg locationId and/or CategoryId.

• Test your configuration by creating a course date and adjusting the date to be x months/days from todays date.