Processes
The Church Organiser contains a set of automated Processes that can remind us and our team to carry out certain tasks before, or after, an event.
For example, there is a Process for our Wedding services that includes a reminder to contact the couple to arrange a rehearsal prior to the event and a reminder to send an anniversary card on the couples’ first anniversary.
When we create a Banns, Baptism, Wedding or Funeral service, we will be able to see the process steps by clicking the To-Do List tab.
Edit Processes
If we wish to alter the process for an individual service, we can click the Edit button and click the pencil icon alongside the relevant step. This will allow us to change who the task is assigned to, the name of the task and the date it is due to be triggered. Once we’ve made our changes, click the Save button.
To make global changes to Processes we will need to click Settings and then click Processes.
We will see Processes for Banns, Baptisms, Weddings, Funerals, Burials and Committals, which are automatic Processes. These Processes will be triggered automatically by the corresponding events, as they are added to our Life Events Diary.
We can edit the automatic processes by clicking the pencil icon alongside the Process name. Changing the processes here will affect any new events we add to the Life Events Diary.
To add new steps, click the Before Event or After Event buttons and the new event will appear above, or below, the event, depending on the button we click.
When we add the step, we will need to give the step a name, add a message for the person who will be completing the step and set a delay. If we don’t want a delay for this step, enter zero in the box labelled Delay and select an option from the dropdown. We will also need to assign the step to a person in our TCO database. We can do this by clicking the Add Person link, we can then search for the person by starting to type the name. We will see any matches listed below and can select the correct one by clicking it.
We can then select an existing template, or create a new one, for an email that can be sent to the people involved in the Life Event this Process is attached to, by clicking the Template button. To select a Template to be used for this step, click the Template name and it will be added to the step. We can remove it by clicking the ‘x’ next to the name.
To edit an existing Template, before adding it to the step, click the pencil icon. To create a new Template, click the Add New button.
If we click the Toggle to allow Process Stopping, the person who that step has been assigned to will have the opportunity to terminate the process at that point.
Once all our steps have been created, we need to click the Save button at the top of the page, to save our changes.
Add New Processes
We are also able to create our own Processes which can be triggered manually.
To create a Process, click the New Process button, give the process a name and click the Save button. The new process will appear at the bottom of the list. Click the pencil icon and we will be able to add our process steps in the same way as described for the automatic processes. We are able to assign steps of a manual process to Set to Manual, this will allow us to choose who to assign the step to when we trigger the process.
If we add multiple steps, the steps that follow the first step will be triggered when the previous step is completed. If we don’t want a step to be triggered immediately, we are able to add a delay.
To trigger our own Processes, go to People, find the person we wish to trigger the process for, click the Process Progress tab, and select the relevant process from the dropdown menu. We will then need to click the Go Ahead button to confirm we wish the Process to start. If we have assigned the step to Set to Manual, we will need to choose who the step will be assigned to before clicking Go Ahead.
My To Dos
When a Process is triggered, the person who has been assigned to the first step will receive an email to let them know that they have a process step to complete. We are also able to check if there are any process steps assigned to us, by looking at My To Dos.
We will find My To Dos by selecting My To Dos from the dropdown menu at the top right of the page. Clicking this will take us to our My To Dos page where we can see any outstanding steps assigned to us.
We are able to add a note to an item, by clicking the Add Note button. This can be used for any additional information we wish to add.
If we complete a step, click the item and, in the window that opens, we will be able to mark the task as complete. If any notes have been added, we will be able to see them here. We can also add a note or contact the people involved in the event the task is attached to. If we have added a template to the step, it will be used when we click the Contact button.
If we chose to allow Process Stopping when we added this step, we will also see the Stop this Process button.
When we mark a task as complete, it will be moved to our Completed To Dos. If we want to check the steps we have completed, click My Completed To Dos.