Student SupportTracker has four default workflows with notifications. This article shows how to add, edit, and delete workflows and notifications.
- Participant Added: When a new student experiencing homelessness is added to a school site in StudentSupport Tracker, either manually or from the district's Student Information System (SIS), the District Homeless Liaison and other users will receive an email and notification prompting them to run the "Registration History" report showing the newly added students.
- Participant Address Change: When a student's address changes, an email and an internal notification will be sent, prompting certain users to run the "Address Change Report" to see the new and old addresses of those students whose addresses have changed. For systems with an SIS data import process, this notification is triggered when the student has a different address in the SIS import than in their Student SupportTracker record. The address change notification can also be triggered by manually changing a student's address.
- Request Form Submitted: When a service request is submitted via the Request Form, certain users will receive an email and notification with a link to the Request Management page, where they can review the request.
- Referral: When a referral is made through Student SupportTracker, an email and an internal notification will be sent to certain users, including users associated with the organization to which the student is being referred. The email and notification will contain a link to the "Referral Report," which will indicate the students who have been referred along with other details.
There are two other optional workflow options that may be applicable to your organization:
- Generating a notification when a registration form is submitted.
- Adding a student to the system who was previously identified in another school district (this is only relevant for multi-district or statewide implementations of Student SupportTracker.
Add New Workflow
Click Settings on the left-hand navigation menu to configure a new workflow.
On the Settings page, click Workflows.
Click Add Workflow +
Name your Workflow. This is typically the same as, or similar to, the Workflow Trigger.
Use the dropdown list to set the workflow trigger. The trigger is the event in Student SupportTracker that starts the workflow process.
Set the Workflow Action. This is the type of communication users will receive.
Using the dropdown menu, select the checkbox for each security role that should get a notification for this workflow.
Set the workflow to “Enabled” or “Disabled.” Disabling a workflow is a good option if you just want to pause the notification for a period of time instead of deleting it.
This example of the “Participant Added" workflow will send an email and a notification to district liaisons, district staff, school staff, and social workers when a new student is added to the system. Once the form is complete, click Save Workflow.
Edit an Existing Workflow
To edit an existing Workflow, click the pencil icon next to the workflow details. When you're done, be sure to click Save Workflow.
Remove an Existing Workflow
To delete an existing Workflow, click the trash can icon next to the workflow details. When you're done, be sure to click Save Workflow.