Rock U - Workflows - Workflow Person Entry

Transcribed Video Content

Forms should feed your database, not fill it with duplicates. Using workflow person entry, you can add new people or new information to a person and Rock will make sure to match that information to a person record so that you don't have a bunch of messy data and instead you have a nice new way to update person records. So we're looking at this position approval workflow just as an example of how person entry can work. So let's click edit and we're going to go to an action that is using a form. So this form action type has a checkbox that says enable person entry. When you select that, a lot more is gonna show up. The first thing you can do is you can add some pre HTML to the form just for the person form itself, and there's quite a few settings. Basically, from here and up has to do with person entry. And, of course, the point of this is to get the information we need to add this person to our database. So we wanna make sure we get the right information and Rock has some information that's, required such as the record status, and this just depends on what you consider, the record status to be of the people who complete this form. Same with the record source. In this case, it's a workflow. Then connection status, let's just say, if you fill this out, you're a visitor and you're active. Then you can pick whether we auto fill the current person, and that means if Rock knows who the person is, we'll enter this information for them as much as we have, and they can basically go edit some of their information if they want. We can even select if we wanna hide if the current person is known. All you need to know is that all all of these form fields will be gone if this person is recognized within Rock. And we say hide if current person is known. So I'm gonna uncheck that. We can pick whether we show the campus or if we include inactive as well. And we can pick which campus types and statuses we wanna show. Then for a lot of these fields, you can pick whether to hide the field outright, make it optional or required. So some of these are pretty important, you probably wanna make them required gender or email. We'll also wanna select the address type and we can say that these will be home addresses. Then you can pick whether we want spouse entry to be added. And this is especially helpful if someone wants to add start adding their family essentially, and we can use spouse entry and we can either hide it or make it optional. I'll make it optional in this case. We can also say what we want the label to be called for a spouse, we could say partner, for example. And then regarding this workflow, we can actually select, how we want to add this person to the workflow. For example, in the case of this workflow, we could say the person we add here is going to be the requester. You could also separately add the spouse to an attribute as well, and you can even add a family attribute. So we have all these things added. Note, we have some other things in the form, but we're gonna go and save this. And then we're going to launch this workflow. So we have the form pulled up here and just disregard everything from position title down. Everything shown up here, it's the fields that we said we want to be shown. You can also see some of these have the red dot next to it because they're required and you need them to be able to move on. Because we're signed in as Alicia, a lot of this is populating automatically. So the system already knows a lot of stuff about Alicia. If we wanna say show spouse, which we actually have, her spouse in the system too, Bill Marple. If they weren't already in the system, this would be a great way for someone to pick if they want to go add their spouse as well. And there you go. It's really simple to use person entry and it's a great way to get people into Rock. Workflow person entry takes those person records and stores them cleanly in the database using matching so that you don't have any manual typing to enter stuff and you don't have any messy person records.