Recipe - Update the status of "Connected" Connection Requests to "Complete"

Skill level: Intermediate

Organization: Calvary Church (St. Peters, MO)

Requires Rock: 1.10.0

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In our organization, once a Connection Request is Connected, there is typically no further action that staff need to take. Unfortunately, this means that often the Connection Requests are left with a Status that is not "Complete" 

This is how we have the Connection Request Status automatically set to Completed when a Connection Request State is set to Connected. If your organization uses the Status function differently, you'll need to adjust this recipe.

This guide depends on using the Connection Type Id for filtering. Therefore, if new Connection Types are added, this workflow will need to be updated. To use this for multiple Connection Types, you can either duplicate the Workflow Type for each Connection Type, or modify the workflow to account for the 'selected' connection type (which is more advanced, and not covered in this recipe)

The workflow is attached at the end (you'll want to edit it...)

Tools used:

  • A simple workflow that sets the request to Completed
  • A workflow trigger that initiates the workflow

How this works:

For this to work, you'll need to configure 2 major components: The Workflow and The Workflow Trigger on the Connection Type

  • The Workflow Trigger on the Connection Type initiates the workflow when the Connection Request is connected
  • The Workflow sets the Connection Request Status to Completed

The workflow

If a setting isn't mentioned, it's stock (or not worth mentioning)

Use the sections below (Basic Settings, Advanced Settings, Attributes, and Activities) to build the workflow from this recipe. I have also attached the workflow export to this recipe (if you want to attempt importing and customizing instead of building it)

Basic Settings:

  • Automatically Persisted (Yes)
  • Description:
    • This workflow will parse the (initiating) Connection Request, set workflow attributes for the type, opportunity, request, and status. Then it will automatically change the Connection Request Status to the appropriate 'Completed' status for the Connection Type. This workflow is primarily initiated via workflow trigger, but can also be used from a grid.
      The workflow also has an attribute for "Debug Mode" which should have one of 2 values: a value of "Not_Debug" if you don't want to populate the "Debug Dump" workflow attribute, and a value of "Debug" if you do want to populate the "Debug Dump" workflow attribute.
  • Icon CSS Class:
    Select whichever icon you would like (or none). I went with a check-mark in a square using the 'light' style (we use FontAwesome Pro) 
    • fa fal fa-check-square

Advanced Settings:

  • Processing Interval (Minutes): 480
  • Logging Level: None
  • Completed Workflow Retention Period (Days): 3
  • Log Retention Period (days): 2

Attributes (7):

Connection Request

  • Key: ConnectionRequest
  • Field Type: Connection Request

Initial Connection Request Status

  • Key: InitialConnectionRequestStatus
  • Field Type: Connection Status

Debug Mode

This is used for enabling/disabling dumping debug data into a visible workflow attribute. To enable debug mode, use "Debug" as the default value for the workflow attribute. To disable debug mode, use "Not_Debug" as the default value for the workflow attribute

  • Key: DebugMode
  • Field Type: Text

Debug Dump

This is used for dumping debug data into a visible workflow attribute

  • Key: Debug
  • Field Type: Memo
    This field type also can be listed on the grid if you'd like (which adds it to the Details page, and should allow HTML in the Memo

Connection Type

This isn't actively used in actions, but is super helpful to have in place so you know what the request type is when looking at the workflow result

  • Key: ConnectionType
  • Field Type: Connection Type

Connection Opportunity

  • Key: ConnectionOpportunity
  • Field Type: Connection Opportunity

Initial Connection Type Id

  • Key: InitialConnectionTypeId
  • Field Type: Text

Activities

Activity: Set workflow attributes from Connection Request, Dump Debug

  • Active: Yes
  • Activated with Workflow: Yes
  • Description: Populate the workflow attributes, dump debug data (if debug is enabled), and move on to the activity that makes changes

Actions:

Set Connection Request Attribute to the Request of the initiating Request
  • Action is completed on success: Yes
  • Activity is completed on success: No
  • Action Type: Attribute Set from Entity
    • Attribute: Connection Request
    • Entity is Required: Yes
    • Use Id instead of Guid: No
    • Lava Template:
      • {{ Entity.Guid }}
Set Connection Request Opportunity Attribute to the Opportunity of the initiating Request
  • Action is completed on success: Yes
  • Activity is completed on success: No
  • Action Type: Attribute Set from Entity
    • Attribute: Connection Opportunity
    • Entity is Required: Yes
    • Use Id instead of Guid: No
    • Lava Template:
      • {{ Entity.ConnectionOpportunity.Guid }}
Set the Initial Connection Request Type Id Attribute to the Type of the initiating Request
  • Action is completed on success: Yes
  • Activity is completed on success: No
  • Action Type: Attribute Set from Entity
    • Attribute: Initial Connection Type Id
    • Entity is Required: Yes
    • Use Id instead of Guid: No
    • Lava Template:
      • {{ Entity.ConnectionOpportunity.ConnectionTypeId }}
Set Connection Request Type Attribute to the Type of the initiating Request
  • This action makes it much easier to know which Type was targeted (as it's more easier readable than an Id)
  • Action is completed on success: Yes
  • Activity is completed on success: No
  • Action Type: Attribute Set from Entity
    • Attribute: Initial Connection Type Id
    • Entity is Required: Yes
    • Use Id instead of Guid: No
    • Lava Template:
      • {{ Entity.ConnectionOpportunity.ConnectionType.Guid }}
Set Initial Connection Request Status Attribute to the Status of the initiating Request
  • Action is completed on success: Yes
  • Activity is completed on success: No
  • Action Type: Attribute Set from Entity
    • Attribute: Initial Connection Request Status
    • Entity is Required: Yes
    • Use Id instead of Guid: No
    • Lava Template:
      • {{ Entity.ConnectionStatus.Guid }}
Write Debug
  • Filter: 
    • Run If: `Debug Mode`
    • Equal To `Debug`
      This is a text workflow attribute, so you'll need to type this correctly
  • Action is completed on success: Yes
  • Activity is completed on success: No
  • Action Type: Attribute Set from Entity
    • Attribute: Debug Dump
    • Entity is Required: Yes
    • Use Id instead of Guid: No
    • Lava Template:
      Check the Lava documentation for info on using other entities, such as 'Entity.ConnectionOpportunity.ConnectionType'
      • {{ 'Entity' | Debug }}
Activate Activity Complete the Connection Request...
  • Action is completed on success: Yes
  • Activity is completed on success: Yes
  • Action Type: Activate Activity
    • Activity: Complete the Connection Request, Launch Complete Activity

Activity: Complete the Connection Request, Launch Complete Activity

  • Active: Yes
  • Activated with Workflow: No
  • Description: Modify the connection request Status to be 'Completed', then launch the activity Complete Workflow

Actions:

( Opportunity Type's Name ): Set Connection Request Status to Completed

For each of the Opportunity Type's you'll be using this workflow for, you'll need to create an Action (each with a unique filter)
There is a picture of my Workflow's Action Filters attached to this recipe... you probably want to download it to view the details if needed

  • Filters:
    Important!: this must be done for each Connection Type you want to enable this workflow for. Find the ConnectionTypeId for the type, and then use that as the value you're filtering on (as that value will be populated in the first activity of the workflow) 
    • Run If: Initial Connection Type Id
    • Equal To: ( a Text Value )
      Insert the appropriate Text Value into this field. You can look up the Id by going to the Connection Type edit page and looking at the query string parameter
      For example:
      • 1 = Ministry Involvement
      • 4 = Membership
  • Action is completed on success: Yes
  • Activity is completed on success: No
  • Action Type: Connection Request Set Status
    • Connection Request Attribute: Connection Request
    • Connection Request Status Attribute:
    • Connection Status: ( Completed )
      Select the appropriate 'Completed' status. You must select the Status that corresponds to the Type matching the filter for the action you're editing. Failure to select the appropriate Status may result in odd, abnormal behavior...
Activate Activity Complete Workflow
  • Action is completed on success: Yes
  • Activity is completed on success: Yes
  • Action Type: Activate Activity
    • Activity: Complete Workflow

Activity: Complete Workflow

  • Active: Yes
  • Activated with Workflow: No
  • Description:

Actions:

Complete Workflow
  • Action is completed on success: Yes
  • Activity is completed on success: Yes
  • Action Type: Workflow Complete
    • Status: Completed

The Workflow Trigger on the Connection Type

How to set the Connections Type to trigger the workflow when the Connection Request Status changes.

  1. Edit the Connection Type (such as Ministry Involvement)
  2. Select the Workflows accordion
    Screenshot_for_Connection_Type_Workflow_Reference_Step_2.png
  3. Add a new workflow
    Screenshot_for_Connection_Type_Workflow_Reference_Step_3.png
  4. Set the Workflow Trigger and Type
    Screenshot_for_Connection_Type_Workflow_Reference_Step_4.png
    • Trigger: Request Connected
    • Type: Auto-Complete Connection Request(s)
      Select the workflow you created


My workflow is attached (below, the Download button)

Download related file (Auto_Complete_Connection_Request_s__202103161540.json)

Screenshots

  • /GetImage.ashx?guid=4ccabb70-7f26-4a83-8645-543821398272