IFS Workflow User Guide - IFS Mail Call Log

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1 Introduction
2 System Configuration
- 2.1 External API Table Configuration
3 Delivered Items
- 3.1 Full Map of the Workflow
- 3.2 User Groups
- 3.3 Tasks
- 3.4 Dynaforms
  - 3.4.1 Mail/Email/Log Mail
  - 3.4.2 Mail + Contact Log
  - 3.4.3 Analyst Review Form

Introduction

IFS Workflow has created a workflow designed to help users track mail and contact history of owners through the use of the IFS Mail Call Log workflow. This workflow is designed to capture information of various pieces of mail and then subsequently start a workflow based on the business/user needs. This user guide will help users come up to speed with the functionality of all forms and paths through this process.

System Configuration

This workflow can function out of the box with limited user input, however, to connect a sub process to the corresponding workflow is up to the user to configure. For Example, Ownership Change can be a different process based on the Accounting System being IFS Excalibur, IFS BOLO or IFS Enterprise Upstream. To configure this ownership change to actually start a workflow the user must configure the sub process.

1. Right-click the Ownership Change process and select Properties. This brings up the following:

2. In the Process field, select the process you want to start, this could be either the IFS BOLO Ownership Change or the IFS Excalibur Ownership Change.

3. Once the Process has been selected, select the default starting Activity as the first task in the Ownership Change workflow.

4. After the Starting Activity, Type is the next field. There are two options: Asynchronous and Synchronous.

Asynchronous is recommended as this will start the Ownership Change workflow and then the Mail Log case will close.
Synchronous is where the case will stop at the sub process task until the case has been completed in the sub process workflow.

Finally, the Variables need to be cross-referenced. Any variable stored in the IFS Mail Call Log can be cross-referenced to the variable in the destination workflow. For Example, to take the owner name in the IFS Mail Call Log and send that to the Ownership Change sub process, that would look like the following:

Simply continue to cross-references of any data you want to send to the starting case by applying this cross-reference. It is recommended to set up the following for IFS Excalibur Ownership Update:

@@ownerName → @@oldOwnerName

@@uploadFile → @@sourceDoc

While for IFS BOLO Ownership Change that would be the following:

@@ownerName → @@oldOwnerName

@@ownerNumber → @@oldOwnerNo

@@uploadFile → @@sourceDoc

External API Table Configuration

Please refer to Environment Configuration .

Delivered Items

Full Map of the Workflow

This workflow mainly has two manual tasks, starting with the Mail and Call Log task which has two steps associated. The first step in this task is the Mail/Call/Email Log Form where the user puts in the details of the contact that occurred. The user then has the option to select Yes on the View Contact Log, and if selected the next step is the Mail Log + Contact Log which will display any prior contact history of the given user. This is possible via a Report Table that was delivered with this workflow.

The second task is the Analyst Review, where if the case needs to be sent to an analyst to review, then this is where the user can do that. The analyst at this step has the option to send the case to a different analyst if needed.

Finally, the Ownership Change sub process can be started if the configuration has been completed. This setup was explained in the previous section.

User Groups

Office Services: This group that has the authority to start the workflow and fill out the Mail/Call Log form of the first task.

Division Order Analyst: This group is in charge of the Analyst Review Task and has access to the review form associated with that task.

Tasks

Mail and Call Log

This task contains two steps/forms, the first being the Mail/Email/Log Mail form where the user can record information from a contact with an owner, then the Mail Log + Contact Log which will pull in the prior contact information of the owner.

Analyst Review

This task has a copy of the Mail Log + Contact Log that gets sent to a Division Order Analyst to review. This is selected in the prior task otherwise this task can be skipped.

Dynaforms

Mail/Email/Log Mail

This form will allow the user to upload a scanned document or take notes of a contact that has come in. Below is a description of each field.

Mail/Call/Email Log Form

Contact Name - Name of the contact from the communication being logged.
Contact Email - Email of the contact from the communication being logged.
Contact Phone - Phone number of the contact.
Contact Type - Was the communication Mail, Phone Call, or Email?
Certified? Is the communication certified? This can mean the document is an official document such as a Death Certificate.
Is the Owner in IFS Accounting- Yes/No selection for if the communication contact is in or related to a IFS Accounting system, such as IFS Excalibur or IFS BOLO.
Owner Name - Name of the Owner in IFS Accounting.
Owner Email - Owner Email in IFS Accounting.
Owner Phone - Phone Number in IFS Accounting.
Owner Number - Owner Number of the owner in IFS Accounting.
Date Received - Post date of the communication.
Issue Type - Drop-down selection of the type of issue the communication was related to. Choices included are Name and Address, Owner Change, 1099, W-9, Check Issue, and Other.
Analyst Review? Yes/No selection that will determine where the case will get routed to.
- If Yes is selected then the Select Analyst field appears and the user can select a different user to send the case to.
- If No, the case is routed past that task.
Select Analyst- Populated with users in the Division Order Analyst group. This appears if Analyst Review is set to Yes.
Well Grid - Allows for the Well Number and Well Name if that information is available.
Document Received - What type of document was received.
Scanned Document - File uploader that allows for users to upload documents from the user's computer to attach to the case.
Comments - Text area to allow the user to make comments.
Resolution - Text Area to address a resolution of the call if one exists.
Start Ownership Change - If this checkbox is selected, the case will start an Ownership Change workflow, if cleared (unchecked), this will not happen and the case can be closed.
Form Complete - Acts as a save for the form. If No is selected the case will not be routed forward.
View Contact Log - If the user wants to see the Contact Log, this can be set to Yes. When the user clicks the View Log button the Call Log will appear.

Mail + Contact Log

Most of this form is a copy of the previous form with only the Recent Contact Log Grid being available.

Recent Contact Log - Using the Owner Name put in the system, a query will execute to find other communication from this owner. It will display Owner Name, Document Received, Comments and Analyst, as well as Issue Type.

Mail/Email/Log Mail

This form will allow the user to upload a scanned document or take notes of a contact that has come in. Below is a description of each field.

Mail/Call/Email Log Form

Contact Name - Name of the contact from the communication being logged.
Contact Email - Email of the contact from the communication being logged.
Contact Phone - Phone number of the contact.
Contact Type - Was the communication Mail, Phone Call, or Email?
Certified? Is the communication certified? This can mean the document is an official document such as a Death Certificate.
Is the Owner in IFS Accounting - Yes/No selection for if the communication contact is in or related to a IFS Accounting system, such as IFS Excalibur or IFS BOLO.
Owner Name - Name of the Owner in IFS Accounting.
Owner Email - Owner Email in IFS Accounting.
Owner Phone - Phone Number in IFS Accounting.
Owner Number - Owner Number of the owner in IFS Accounting.
Date Received - Post date of the communication.
Issue Type - Drop-down selection of the type of issue the communication was related to. Choices included are Name and Address, Owner Change, 1099, W-9, Check Issue, and Other.
Analyst Review? Yes/No selection that will determine where the case will get routed to. If yes is selected then the Select Analyst field appears and the user can select a different user to send the case to. If no, the case is routed past that task.
Select Analyst - Populated with users in the Division Order Analyst group. Appears if Analyst Review is set to Yes.
Well Grid - Allows for the Well Number and Well Name if that information is available.
Document Received - What type of document was received.
Scanned Document - File uploader that allows for users to upload documents from the user's computer to attach to the case.
Comments - Text area to allow the user to make comments.
Resolution - Text Area to address a resolution of the call if one exists.
Start Ownership Change - If this checkbox is selected, the case will start an Ownership Change workflow. If cleared (unchecked) this will not happen and the case can be closed.
Form Complete - This acts as a save for the form. If No is selected the case will not be routed forward.
View Contact Log - If the user wants to see the contact log, this can be set to Yes. When the user clicks the View Log button the Call Log will appear.

Mail + Contact Log

Analyst Review Form

This form is a copy of the Mail + Contact log form, with an added field to allow the Analyst to reassign the case to a different analyst.

Reassign Analyst - If Yes is selected the case will be routed to an analyst selected in the Select Analyst field. If No is selected, when the Submit button is clicked, the case will be routed forward.