Configuring Missing Document checklists for TX Print and TargetX Email

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The best practice for making Checklist information available to students is to use the Applicant Dashboard as it provides the most up-to-date checklist item information. However, if you wish to create emails or TX Print letters to share with students, below is guidance on configuration.

DISCLAIMER: This configuration is not supported or maintained by TargetX and is meant as an example of how you might choose to configure products to display Missing Document checklists outside of the Applicant Dashboard. Some or all of the customizations provided may change or no longer apply to your instance at any time. If the configuration impedes expected functionality in the TargetX product at any time, we recommend removing it to regain functionality.

Note: You should complete these steps in a sandbox environment before pushing to production via an Outbound Change Set.

Step 1: Create a custom text field to display School Name and Recommender Name (Optional)

If you want to display the School Name and Recommender Name in the Incomplete Checklist Item list:

Create new custom text fields for a Custom Item Description on the Checklist Item (v2) object.
1. Create a text field to display a Custom Item Description for the Missing item.
2. Create a formula field to display the custom Checklist item Description for the Missing item if data exists in it (else, use the Checklist Item object delivered description field).

Step 2: Create a custom text field on the Application object

Create a new custom text field (Long Text Area) on the Application object to be used as a Merge field in Email or TX Print templates.

Using this field in TargetX Email

This field can be used in your Email Template as a merge field. The API field name may need to be pasted in as a merge field in TargetX Email (if it is not an option to select from the Application Object).
Include the Application ID as a column in the associated TargetX Email report when using this merge field.
The incomplete item list will display as a single line when used as a merge field:

TX email incomplete list example

Using this field in TX Print

Include the Incomplete Checklist Items field as a column on the associated Salesforce report to add it as a merge field.
The incomplete item list displays as a single line when used as a merge field:

TX Print example of incomplete item list

Using this field in Salesforce Email Alerts

The incomplete item list displays on separate lines when used as a merge field:

SF Email alerts missing items example

Step 3: Create a ‘Record Triggered Flow’ on the Checklist Item (v2) object

In this step, create a record-triggered flow on the Checklist Item (v2) object to populate the Incomplete Checklist item field on the Application. For details on creating Flows, see the Salesforce article Flow Builder.

Example configuration elements

Configuration element	Description
Start Element	Build off the Checklist Item (v2) object for when a record is created or updated.
Assignment Element	Connects the Start element to the Assignment Element. Assign Related to Values using a text variable field (only use this step if you plan to concatenate the Recommender and/or college name into the checklist item list).
Update Records Element	Connects the Assignment Element to the Update Records element. Concatenate Item with Related to Name. Specify only the Record Type IDs for Recommendation and Enrollment History record types on the Checklist Item (v2) object.
Get Record Element	Connects the Update Records Element to the Get Records Element. Get all checklist items that are in progress or not started, where the Application ID matches the application for the checklist item that triggered the flow. Store all records and store all fields.`
Loop Element	Connects the Get Records element to the Loop Element. Use the Collection variable that was created in the previous step (API Name).
Assignment Element	Connects the Loop to go through each Item and Add each checklist item to a variable text field (to hold the date for population onto the long text field).

Example of new resources to use within the assignment

Resource	Description
Text Template resource	fCurrentItem – text field to bring in the custom checklist item description (or just the description if not concatenating the values described at the start of this article).
Constant Resource	EmptyStringConstant (text) value uses the global empty string).
Text Template resource	CurrentItemlineBreak – text field to bring in line break for the list of outstanding items.
Update Records Element	Updates the Application record custom field custom_Incomplete_Checklist_Items__c with the assignment variable created via the above loop.

To Send the ‘Missing Checklist Items’ as a TargetX Email

See C reating and Updating Email Campaigns.

To Send the ‘Missing Checklist Items’ as a TX Print job

See Creating and Editing Print Jobs in TX Print.

To Send the ‘Missing Checklist Items’ as a Salesforce Email Alert

Note: Flow is limited to sending up to 200 email alerts at once. Using a Salesforce Email Alert may not be the best solution depending on the number of students necessary to communicate with.

Create an Email template and include the Incomplete Checklist Items merge field (can use the TargetX Builder for the template, paste in the merge field.)
Create an Email Alert on the Application Object grabbing the template created in step 1.
Create a Schedule-Triggered Flow to schedule the email delivery.

Start – set the schedule for when the flow will run through the application records
Add Start Conditions – add criteria for the Application object to grab only specific records that the flow will run through
Get Records Element – Get Records based on additional criteria on the Application Object (eg. Create a formula to specify the number of days ago the application was submitted). Store all records. Make sure to reference the $record that was grabbed in the initial start.
Decision Element – Determine records in the Get Records exist in order for the email to be sent.
Sent Email branch off to an Email Alert Action
Optionally, add a Task Action (TargetX_SRmb_NewTask) to indicate that an email had been sent. Create new Text Template Resources to store the Submit and Descriptions (tip: view text templates as plain text)

Step 4: Create a ‘Record Triggered Flow’ on the Application object

Create a Record Triggered Flow on the Application object to account for when the number of checklist items decreases (e.g., a checklist item is deleted or applies to requirement on an EH is removed, thus deleting it).

Example configuration elements

Configuration Element	Description
Start Element	Looks for ARM number of checklist items changing on a submitted app.
Get Records Element	Gets all checklist items In Progress or not started, where the Application ID matches the application for the checklist item that triggered the flow. Store all records and store all fields.
Decision Element	Looks to see if checklist items exist and that there is data already in the Outstanding/Incomplete checklist item field, and create a new resource to look for the number of checklist items decreasing. Then, copy into the Decision where it would equal True, the rest of the exact part of the initial flow (Loop/Assignment/Update elements).