This article explains how to create a Legacy Servicing Automated Workflow in AMS+. You'll set up a trigger to define when the workflow runs and add actions to automate what happens next.
Requirements
- You must be logged into AMS+ as an Agency User.
- You must be assigned to a Security Group with the Manage Automated Workflows permission.
In this article
Creating a workflow
- Go to the Automated Workflow page and select the Use Legacy button, then choose Servicing & Agency Workflow from the dropdown.
- Select the New Workflow button.
- Name the campaign and set the trigger type and trigger when.
- Add criteria (optional).
Criteria help you narrow the focus of your workflow to target specific records in AMS+. You can create a workflow without adding criteria.
- Save the workflow, then set up actions.
Actions are what you want to happen when the workflow is triggered - create and assign activities and/or send emails. A workflow must have at least one action.
- Save and activate the workflow.
Saved Workflow examples
Check out the Automated Workflow > Use Legacy Workflow > Servicing & Agency Workflow > Servicing & Agency > Saved Workflows tab in AMS+ for pre-built workflow examples. You can use any of them right away as is or modify each one as you see fit. Take these workflows for a test drive to see how they run within your agency.
Trigger details
A trigger is a set of conditions that tells a workflow when to run. You set up the conditions by specifying the types of records and events that will trigger the workflow. You can add more conditions to narrow down specific records that trigger the workflow.
Trigger type
The trigger type determines what kinds of records can qualify for the workflow.
Trigger types:
- Groups
- Group Activities
- Individuals
- Individual Activities
- Policies
- Agents
- Agent Contract
- Agent License
- Agent Activities
- Sales Opportunity
Trigger when
The trigger when is the event in AMS+ that triggers the workflow. The events you can choose from will depend on the trigger type.
Also, a workflow can be triggered once by each record in AMS+ unless the workflow is set to recur year over year. See this article for more details.
Trigger criteria
You can set additional criteria on a workflow if you only want specific records to trigger it. The criteria that are available depend on the trigger type and trigger when.
Criteria help you narrow the focus of your workflow to target specific records in AMS+. You can create a workflow without adding criteria.
Setting criteria for trigger when "is created"
If you use an API or lead integration, you can trigger workflows when data is transferred from other systems into your account. For "is created" workflow triggers, several criteria are only applicable for records created via API or a Lead Integration. With that in mind, make sure to set your criteria in relation to where the record will be created for a workflow.
Example: A workflow with a trigger of when a Group is created, you can set criteria of Group status. But, when you create a group in AMS+ the status is not set at that step. Alternatively, if you create a Group through the API, you are able to set the Group Status.
Criteria met only by records via API/Lead Integration:
| Trigger Type & When | And Meet the Criteria |
|---|---|
| Group is created |
|
| Individual is created |
|
| Agent is created |
|
Creating a group/individual through a new policy
Keep in mind, workflows that are set up to trigger based on group or individual status cannot trigger for new groups or individuals that were created while creating a new policy because the group/individual "Status" field is not available.
Common questions
Why didn't my workflow trigger?
Make sure your campaign has been activated. After adding an action, you need to save and activate your workflow.
Do new records created via API or Lead Integration trigger workflows?
Yes. As long as the trigger type, trigger when, and criteria match, the record will trigger the workflow.
For a record, is there a way to stop a workflow based on a change and discontinue any additional actions?
Yes, see this article for more details. Also, if a record changes and no longer meets the trigger conditions or is deleted, it will be removed from the workflow and any future/additional actions will not be performed.
Legacy components
The following content applies only to accounts that do not have Enhanced Automated Workflow enabled. To check, go to the Automated Workflow page. If you do not see the "Welcome to the New Automated Workflow" banner, this section applies to you.
Legacy components in this section:
- Legacy Servicing Automated Workflow navigation — accounts without Enhanced Automated Workflow
Legacy Servicing Automated Workflow navigation
If your account does not have Enhanced Automated Workflow enabled, the Use Legacy Workflow button will not appear on the Automated Workflow page. To access Legacy Servicing Automated Workflows, go to the Automated Workflow page and select the Servicing tab.