Creating Automations

Getting Started for Managing Your Applicant Pool

Automations Overview

WebAdMIT's Automation feature allows you to automatically move applicants into your Local Statuses based on criteria you set. You can then use the Local Statuses's automatic email and Decision Codes features to automatically email and update applicant accounts. You can set up your automations through the Automation Manager feature in WebAdMIT.

The automation feature simplifies your workflow so that you can perform fewer manual tasks in managing your applicant pool.

Note that while your automation configurations are included in Transfer Settings, they will be disabled in the new cycle. You can reactivate them as needed.

Example Scenarios

Consider these example scenarios for workflows that can save you time and effort. When building workflows that use multiple WebAdMIT features, consider using consistent naming conventions to map functionality across the system more easily.

Scenario 1: Finding recently submitted applicants and sending them a welcome email

You can set that when an applicant applies to your program, they automatically move into a Recently Submitted Local Status. Then, using the Local Status feature, you can program the Local Status to automatically send an email template that includes a welcome message and key details about your program and requirements.

Scenario 2: Organizing and emailing newly Verified applicants

Building off of Scenario 1 above, a next step you could take is then finding from your recently submitted applicants who have received your welcome email, those applicants who are now Verified and ready to enter your review process.

Scenario 3: Identifying potentially fraudulent accounts

You can build a field list to identify applicants whose Permanent Mailing Address State does not equal their State of Permanent Residence. Then, you can automatically move those applicants into a Potential Fraud Local Status.

Then, your team can review these applicants periodically and reach out to them to confirm if they're a real applicant. This workflow will help you identify potentially fraudulent applicants earlier in your review process, before you start a more formal review with them.

Key Considerations

Before building automations, you'll want to do a few things:

• Review in advance how your lists are built and map how applicants funnel through lists. Reviewing your current workflows will help you plan which automations may benefit your team.
• Confirm that you have the applicable programs included across Local Status, list, and email templates. For example, if your list only includes applicants in Program A, and your Local Status can only be used for applicants in Program B, the automation will not work.
• Consider building and testing your automations in the WebAdMIT sandbox environment first. This gives you a safe, protected environment to run workflows in. Then, once you're satisfied with how the automations are built, you can recreate them in the production environment.

Gaining Access to This Feature

The Automation Manager is available under the Management panel and access to this tool is controlled through Work Groups. You must have the Automation Manager permission to create and edit automations. While other users can view the number of automations on the Local Status Manager and List Manager pages (if granted access), only users with this permission can view specific automations and their details.

Configuring an Automation

You can create automations for only field lists you can view. Additionally, you must have all automation workflow components created in advance (e.g., Local Statuses, email templates, lists, etc.).

1. Using the Menu Bar, open the Reports & Exports panel, then click List Manager.
2. Click the calendar icon for the field list you want to create an automation for. Note that you cannot create automations for composite lists at this time.
3. Click the green plus sign to add a new automation.
4. Select the automation type. Currently, only Local Status automations are available.
5. Select the Local Status you want to move applicants into from this list. Once you select this, any Decision Codes and email templates tied to the Local Status will appear.
6. Select if you want to automatically send any attached email templates when the automation is run.
7. Select which programs you want to use this automation for.
8. Click Add Local Status.
9. Click Submit Changes.

Managing Automations

All automations associated with lists and Local Statuses are listed in the Automation Manager, List Manager, and Local Status Manager pages.

You can manage automations in the Automation Manager.

1. Using the Menu Bar, open the Management panel, then click Automation Manager.
2. Use the filter options to search for automations.
3. Click the pencil icon to view the automations.

Alternatively, you can manage automations in the List Manager.

1. Using the Menu Bar, open the Reports & Exports panel, then click List Manager.
2. Click the calendar icon.

Reviewing Automation Logs

You can view automation logs in the Automation Manager, List Manager, and Applicant Details page.

From the Automation Manager or List Manager page, click the eye icon. All applicants processed by the automation will be listed under the Logs section.

Alternatively, from the Applicant Details page, navigate to the History panel, then view the Automation Changes subpanel.