Overview
In Automated Workflow, certain workflows can trigger more than once for the same record. These workflows are useful if you have events that happen year over year. Some workflow triggers have an option to control whether they recur, some recur automatically without an option, and others do not recur at all. In this article, learn the basics of recurring workflows.
IN THIS ARTICLE
Basics of recurring workflows
Optional recurring workflows
Automatically recurring workflows
Non-recurring workflows
Common questions
Basics of recurring workflows
An active recurring workflow can be triggered only once per calendar year by each record in AMS+. For example, if a record triggered the workflow in May 2018, that record can’t trigger it again until the next calendar year (January 2019).
Also, if a record changes and no longer meets the trigger conditions, that record will be removed from the workflow.
Optional recurring workflows
For workflows that you can choose to recur, you will see a recur yearly option during workflow setup. Before you activate the workflow, double check its recur yearly option. This option is off by default.
Please note, you can always edit the workflow if you want to turn the recur yearly option on for applicable trigger types. Any records that have already triggered the workflow can trigger it again after the option has been turned on.
Automatically recurring workflows
Automatically recurring workflows trigger more than once but they do not have a recur yearly option that you can turn on or off. As shown below, automatically recurring workflows have events that are date-based.
| Trigger type | 'Trigger when' even | Notes |
|---|---|---|
| Group Activity | A group’s activity’s due date is approaching | This trigger looks at mm/dd/yyyy |
| Individuals |
An individual’s birthday is approaching + every year |
This trigger looks at mm/dd (NOT year) |
| Individual Activity | An individual’s activity’s due date is approaching | This trigger looks at mm/dd/yyyy |
| Policies | A policy’s renewal date is approaching | This trigger looks at mm/dd/yyyy |
| Policies | A policy’s effective anniversary date is approaching | This trigger looks at mm/dd (NOT year) |
| Agents | An agent’s birthday is approaching | This trigger looks at mm/dd (NOT year) |
| Agents | An agent’s E&O expiration date is approaching | This trigger looks at mm/dd/yyyy |
| Agent License | An agent’s license expiration date is approaching | This trigger looks at mm/dd/yyyy |
| Agent Activity | An agent’s activity’s due date is approaching | This trigger looks at mm/dd/yyyy |
Non-recurring workflows
Non-recurring workflows do not trigger more than once. As shown below, non-recurring workflows usually have events that involve creating a record or adding certain details to a record.
| Trigger type | 'Trigger when' event |
|---|---|
| Groups | A group is created |
| Individuals | An individual is created |
| Individuals | An individual’s DOD is populated |
| Individuals |
An individual’s birthday is approaching + specific birthday |
| Policies | A policy is created |
| Policies | A policy’s app submit date is populated |
| Policies | A policy’s term date is populated |
| Agents | An agent is created |
| Agent Contract | An agent’s contract termination date is populated |
Common questions
I update my agent’s contract status every six months. Can I be notified when this status changes?
Yes, each contract and license per agent can trigger a recurring workflow once per calendar year. If an agent has multiple contracts/licenses, each contract/license will be treated as its own record, so each one will be able to trigger the workflow.