Debtor level workflows: This will define events that will automatically happen to the Debtor, no matter what type of accounts they may have.

Step 1: Navigate to Administration < Workflow Rules

Step 2: Workflow dialog box will open up. 2 tabs are available for Debtor or Account.

Step 3: Select the Debtor Tab

Step 4:  Select the + to the right to add a new Event.  A listing of Events pops up, choose the Event and click OK.

Step 5:  Select your event options.  This varies depending on the type of the event selected.

Step 6: Exclusions- choose a debtor status that stops the event from happening to that debtor.

Step 7: Select Collector Bin Exclusions.  This would exclude any Debtors currently assigned to the Collector bin checked.

Step 8: Enter Conditions sets and attributes to qualify a debtor before the Actions trigger.
Attribute shows a drop down list of available fields, choose comparison and value.  Keep in mind only Debtor fields are available in a Debtor Workflow. There is no cross over between Debtor and Account fields in workflow, except for Custom fields.

Sets:  Sets 1- 6 are available to perform a different set of Actions depending on the Conditions met.  If a debtor does not meet attributes in Set 1, the system then looks at Set 2, then Set 3 etc. 
For example: Set 1 has Debtor Balance < $500 and the Action is Request a letter “Small Balance Letter”.  Set 2 has Debtor Balance > $500 and the Action is Request a Letter “Delinquent letter”. 
Having multiple sets allows you to trigger different actions for each one.

Step 6: Click the + sign to add an Action.  Select from a list of available Actions and click OK.

You may have multiple actions to one event.  Choose Action options.

  1. To email letters, select Email from the Printer drop down list. The Email subject field and From email address drop down menu appear. The default email subject is the selected letter name. The default email address depends on organization settings:
  2. If an organization-specific email account is defined in the Administration > Organization > Correspondence menu, the From email address pull down menu defaults to the organization-specific email address.
  3. If a user has appropriate permissions as defined in the Administration > Organization > Correspondence menu, the user can select their e-mail address if an address is defined in the user setup screen.
  4. If an organization-specific email address is not defined, the From email address populates with the user’s email address.
  5. If an organization-specific email address is not defined, and the user does not have an email account defined in the user setup, then the letter cannot be sent.
  6. Type a new subject into the Email subject box if the subject requires something other than the default.

Step 7: Click OK to save and close.             

Step 8: Click Apply if you would like to save an add another.
Tip:  A common event to use that can be helpful in many situations is “Check for a value in a field”.    This event allows you to look for values in custom fields you have created, or default fields.  It is often helpful if you cannot make a standard Event do exactly what you need. 

Remember: √ when you are ready to make “event active”.

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