Registration form

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

The workflow starts when a new attendee fills in this form with their personal details, selects which sessions they plan to attend, indicates their dietary requirements, and saves the form.

This is a 'published task' - anybody can view and complete this form, they do not have to be a logged-in user.

New registration

The administrator receives an email notifying them about the new registration and instructing them to move onto the next task. Kotive creates the content of the email by pulling in the registrant's details from the previous form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the administrator, it won't look like it does now, it will all be normal text, because the workflow will look at the previous forms and put the information from those forms into this email.

Workshop cost

The administrator reviews the attendee's details, and after working out what the workshop will cost for that specific attendee, they indicate the cost in the field provided before saving the form.

Registration confirmation

The attendee receives an email thanking them for registering, and informing them of the cost of the workshop, along with the company's banking details.

Payment status

The administrator is notified about an expected payment, and is instructed to update the payment status in the next task.

Update payment status

Admin reviews the attendee's details and indicates whether or not the payment has been received.

If admin says 'No', payment wasn't received, then the 'Payment reminder' email task will be activated next, along with the 'Paid' form task. However, if admin says that 'Yes', payment has been received, then these two tasks will be skipped and the 'Payment received' email task will be activated straight away.

This is possible because of conditions.

Payment reminder

This email task has one condition:

Activate this task when...
'Did you receive payment from the attendee?' IS 'No'

This email is only sent if the administrator indicated that the payment wasn't received in the previous form task.
The attendee receives an email reminding them that they can pay in advance of the day of the workshop.

Paid

This form task has the same condition as the previous email task:

Activate this task when...
'Did you receive payment from the attendee?' IS 'No'

This email is only sent if the administrator indicated that the payment wasn't received in the previous form task.
Once again, admin reviews the attendee's details. They indicate as soon as they've received payment - this doesn't have to be before the workshop, but could take place on the day of, or even after the workshop, depending on the company's policies.

If the conditions allow for it to be activated, then this task, and therefore the workflow, cannot be completed until payment is received.

Payment received

This email task has two conditions:

Activate this task when...
'Did you receive payment from the attendee?' IS 'Yes'
OR
'Payment received' IS 'Yes'

This email is only sent if the administrator indicated that the payment was received in EITHER the 'Update payment status' form task, OR the 'Paid' form task.
The attendee receives an email thanking them for making the payment, and reminding them of the workshop's date and venue.