Blank Custom Fields Alert

The following is an example of a Custom Process used to send notifications to a specific user when Custom Fields are blank in FYI. You can use this process to maintain the data integrity for both your Client and Jobs lists.

Watch the tutorial and follow the steps below to get started with blank custom field notifications for your practice.

Step 1 - Create a View or Determine the View to use

Determine the Client or Jobs lists View that filter on your chosen Custom Fields with the value of 'Blank' and create the View. Review the View to check that it filters on the correct Custom Fields with a 'Blank' value. This View will be used to trigger the Custom Process.

This example uses the 'Missing Client Level' View, which displays all clients that don't have the Client Level Custom Field completed. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.

1. Include the Segmentation column in the view.
2. Filter the Segmentation column to include only "Blank".
3. Save the view, for this example as "Missing Client Segmentation".
   If required, you could save this as "Automations only" so it is not included in the available views for standard users.
   

Step 2 - Add the Custom Process

1. In Automation - Processes, click Add Custom Process.
   
2. Add the Name of the Process, in this example, this is "Clients Missing Segmentation".
3. If required, add any additional description of the Process in the Description.
4. The Custom Process can use the Trigger of "Scheduled". This will ensure FYI automatically alerts the relevant user to the missing data on a regular basis.
5. The Filter Type is set as "Client - View Filters" to filter jobs based on the pre-defined, saved Client view. In this example, the view is selected as the "Missing Client Segmentation" view.
6. Ensure Run Only Once Per Client is deselected for the automation to always alert you to any missing data.
   
   
   
   The following is an example of the Custom Process set up to run on a Scheduled basis.
   
   

Step 3 - Add the Step to Add the Summary Notification

1. Click Add Step and select Summary Notification.
2. Update the Notify User field to the user who will receive the notifications when there is missing data. For example, use Merge Fields to select the relevant User Role such as "Administration". Refer to Including Merge Fields in Automations.
3. Toggle the Custom Message to "Yes" and type in the message details to be sent to the user. For example, “There are clients missing a segmentation allocation. Please review and update".
   
4. Click Save.

Step 4 - Testing a Scheduled Custom Process

When setting up a Custom Process, it is very important to test it to ensure it is working as expected.

You can test a Custom Process directly from the Process itself and this can be done while the Process is still in "Draft".

1. Click Test.
2. The Select Test pop-up displays a list of the Clients based on the Filter that has been selected in the Process.
   Note: A test client is handy for testing automations.
3. From the Select Test, search and select a specific client to run the test for.
4. Click Run Test.

Refer also to Testing Custom Processes.

Step 5 - Reviewing the Process History

When a Process has run (from a Test run or at any other time) you can review the status and check what was processed. The Process can be reviewed from the History tab from the Process itself, or from the Client workspace for the relevant client.

Refer to Automation History, Client Processes and Process History and Client Process History Checklist.

Step 6 - Set the Status of the Process to "Active"

When you are ready, set the Status of the process to "Active".

Step 7 - Running Custom Processes

This is an example of a Scheduled Process. Once the Status is set as "Active", the Process will run automatically according to the schedule that is set. In this example, the process has been scheduled to run every four hours.

For details on the different ways to run a Custom Process, refer to Running Custom Processes.