Use Case: Send Expiration Email Reminder

Generate Contract Expiration Reminder Emails

Desired Outcome: Send an email reminder one month prior to contract expiration. If no action is taken, send another reminder email 15 days prior to expiration. 

Steps:

1. Navigate to Menu > Platform > Workflow Automation.
2. Click Add. 

3. Select Autolaunched Flow. This trigger checks how many days until the end date is within 30 days of expiration.

4. Enter the Flow Label Name. Corresponding API names are auto populated.

5. Enter an optional Description. 

6. Click Next. 

7. Drag and drop an Assignment onto the canvas under the Autolaunched Flow icon. 

8. Populate the assignment Label Name. 

9. Click + Add New Variable under Set Variable Values. 

10. Add at least one Variable to the Assignment. 

11. Populate the Variable Values for the Assignment. 

12. Click Done when finished. 

13. Create a path from the Autolaunch Flow to the Assignment to the top of the Assignment. 

14. Next we retrieve all Subscription Contracts that are active and verify the number of days remaining before expiration. To do this, drag and drop Lookup Search interaction onto the canvas under the Assignment icon. Enter a Label Name and select the Object from the available drop-down menu.

15. Select the appropriate Filter from the Filter Tab. 

16. Select the order on the Sort Order tab. 

17. Click Done when finished. 

18. Create a path from the Assignment to the Lookup Search by pulling the open circle down to the top of the Lookup Search. 

19. Drag and drop a Loop onto the canvas under the Lookup Search icon.  

Populate the Loop. by entering a Label Name and selecting the Collection Variable from the available drop-down menu.

20. Click Done when finished. 

21. Create a path from the Lookup Search to the Loop by pulling the open circle down to the top of the Loop. 

22. Drag and drop a Decision onto the canvas under the Loop icon.  

Populate the Decision by entering a Label Name and selecting the Outcomes & Conditions. Multiple outcomes are possible. 

23. Populate the Condition for the selected Outcome. 

Example Shown: DIFFDAYS(date_vars.data.today, search_subs.data.current_term_end_date) == 15 (or 30)

24. Continue adding Outcomes as needed. Click Done when finished. 

25. Create a path from the Loop to the Decision by pulling the open circle down to the top of the Decision. 

26. Drag and drop a Send an Email communication type onto the canvas under the decision icon. 

Note: When multiple outcomes were entered in the step above, repeat this step for each possible outcome. 

27. Populate the email address. 

Note: Be sure to use single quotes for the email address. To add additional email addresses, separate each one with a comma or semi colon. 

Example: 

Recipients: 'Email@gmail.com' or when sending to more than one recipient ‘Email1@gmail.com, Email2@gmail.com'

28. Populate the Subject and email Body. Use the Insert Parameter option to customize the email with details regarding the specific refund being communicated.

29. Click Done when finished. 

Next add the 15 Day Expiration Email by following Step 26 above. 

30. Once all Outcomes have been addressed, Create paths from the Decision to each Email Communication by pulling the open circles down to the top of the appropriate Email Communication. Each Path is separately labeled for each outcome. 

31. Click Save. 

32. Click Enable when you are ready to run the Workflow.