Recurring Workflows

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

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Basics of recurring workflows

An active recurring workflow can be triggered only once per calendar year by each record in AgencyBloc. 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.

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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.

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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 *If specific birthday is used, this trigger will not recur	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

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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 *If every year is selected, this trigger will automatically recur.
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

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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.