Workflows for Enrollment Cloud

Workflows for Enrollment Cloud

Introduction 

Workflows are crucial for automating the assignment of application or token fees to applicants. They allow you to define various fee details, such as fee components and amounts, for applicants based on predefined rules or conditions. These conditions are typically based on the fields of the application form, ensuring that the right fees are assigned based on specific applicant information. You can apply multiple conditions and collect multiple types of fees, such as application fees and token fees, by defining different fee heads for each, ensuring a smooth and organized fee collection process.

This automation not only reduces manual effort but also guarantees consistency and accuracy. In this article, we will discuss steps to configure workflows for the enrollment cloud.

Navigation

  • Menu
  • Fee Setup
  • Manage Workflow

How to Create a Workflow?

To add a workflow in order to collect fees, follow these steps:

  1. Click on the Add Workflow button in the top right corner.

  2. Fill the fields as follows:

    • Workflow Title: Enter the display name for the workflow. The same name will appear when selecting the workflow to connect with Fee Connect in a later step.
    • Workflow Type: Select Collect Fees
    • Workflow For: Select Meritto. If 'Meritto' isn't visible, it means it's not yet connected to Collexo. Refer to this article to learn how to connect it.
    • Form: Choose the application form for which the fees need to be collected
    • Status: Use this to enable/disable the workflow

      Enrollment Cloud workflows in Collexo, screen 1 of 3

  3.  Click on Save & Continue.

  4.  Click on Add New Conditions.
     
    Enrollment Cloud workflows in Collexo, screen 3 of 3

    Enrollment Cloud workflows in Collexo, screen 2 of 3

  5. You would then be required to configure condition(s) and action(s) for the workflow.
  • Configuring Conditions:
    • Multiple conditions can be added within a single block. From the top, you can select one amongst "All" or "Any" which would play a role in deciding when actions get executed.

      • Use “All” to ensure the action takes place only when all the conditions hold true. 

        For example: To assign a fee only to students who are in the Computer Science branch and belong to the General category, choose "All" and set both these conditions.

      • Use “Any” to ensure the action takes place if at least one of the conditions is true. 

        For example: If you want to assign a fee to students who have chosen Marketing either as a Major or a Minor, select "Any" and define both these conditions.

    • Select field: Choose a field from the dropdown list against which the condition needs to be defined. This list displays the dropdown fields from the application form selected earlier.
    • Select Operator: Select one operator amongst the available ones in the dropdown.
    • Select Value: Choose a value from the dropdown list.
    • You can click on the “+” icon on the right to add a new condition.

    • Payment count cap: This allows you to set a limit on the number of payments allowed for a specific condition. This is useful when collecting fees with limited seats, such as events, hostels, or admissions. For more info, you can refer to the following article.

  • Configuring Actions: This gives you the option to configure the fee amount. There are currently five ways to configure fee amounts for workflows, which can be selected from the "Collect Fee Type" dropdown. These are: 

    • Fixed Amount: This will allow you to configure the fixed amount corresponding to the defined fee heads. The entered fixed amount will be showcased on the checkout page, and the applicants have to pay the same amount. For more details, refer to this article.
    • Applicant Input Amount: This will allow you to add an input field at the checkout page, which allows applicants to enter the amount they wish to pay. For more details, refer to this article.
    • Zero Amount: This will allow you to configure a zero amount. The applicant needs to hit the submit button to get the record captured in the backend. For more details, refer to this article.
    • Applicant-Wise Uploaded Amount: This will allow you to configure the amount corresponding to the applicants added to the applicant records. The applicants will pay according to the amount added to their record. For more details, refer to this article.
    • Bundled Fee Amount: This will allow you to group multiple product offerings into one or more packages and set specific conditions for each group. Applicants can then choose from various offerings within these groups and pay based on their selections.

    For instance, an edtech platform offering different learning packages—such as online lectures, offline lectures, recorded sessions, mock tests, and mock interviews—can use the bundled fee feature to enable applicants to customize their learning experience. Applicants can pick and combine different offerings from the available packages, and the total amount will be calculated based on their chosen selections. This provides flexibility, allowing users to pay only for what they choose. For more details, refer to this article.

Once you have successfully created and configured the workflow, the next step is to create Fee Connect and associate it with a workflow. Refer to this article to understand how to configure Fee Connect effectively.

Conclusion

So, by setting up workflows for enrollment cloud, you enable a streamlined approach to fee collection tailored to your institution’s needs. Once configured and connected to Fee Connect, the process flows smoothly, saving time, reducing manual steps, and ensuring that the applicants are eligible for the right fees.