Automating Application Processes Managing the CRM Track

1. #TargetXSummit
Automating Admissions Processes
Joel Clasemann

2. Introduction to Joel
● Currently the Director of Advancement Services
● Formerly the E.M. Data Systems Manager
● Worked in Enrollment Management for 25 years
● FunkyTech / Admin
● 5 year SalesForce & TargetX veteran

3. Introduction to The College of Saint Scholastica
● Private College in Duluth, Minnesota
● Total Enrollment of 4000+ students
● Implemented SalesForce and TargetX in 2013
● Student Profile
● Reimplemented TargetX in 2018
● Revamped Data Structure
● Student Portal
● Online Application
● Decision Tools
● Improved Automation

4. Who Are You?
● Quick Survey by show of hands
● Public Institution
● Private Institution
● IT Staff or Admin Role
● Leadership Position
● Minimal Technical Background
● On Salesforce or TargetX Already
● In Implementation
● Considering a CRM Change/Implementation

5. Automating Application Processes
● Do students experience delays when saving their application?
● Do background processes happen out of order sometimes?
● Are there ‘automations’ that don’t always execute?
● Do reviews trigger without everything being complete?
● Are there routine manual processes you wish you could automate?
● Do you wish for an easier way to move data from one object to another?
● Do you long for a way to conditionally create tasks and their content?
● Do you long to trigger an email immediately without waiting for a schedule?

6. #TargetXSummit
Session Agenda
● Finding Automations
● Workflows
● Processes
● Flows
● Source to Master

7. Finding Automations

8. #TargetXSummit
Workflows
(a.k.a. Workflow Rules)

9. Workflows

10. Workflows

11. Workflows
● Prior to Reimplementation
● 90ish Workflow Rules
● Affecting 10 Different Objects
● Used for:
● Formatting Fields
● Setting Record Types
● Triggering Task Assignments
● Moving Data Between Objects
● Populating Dates

12. Workflows
● After Reimplementation
● 26 Workflow Rules
● Affecting 6 Different Objects
● Used for:
● Formatting Fields
● Setting Record Types
● Populating Dates
● ****** Some Delivered Functionality ******

13. Workflows
● Logic Behind our Changes
● Order of Execution Challenges
● Processing Time Challenges
● Processing Capability Challenges
● Eliminate Error Messages for Students

14. #TargetXSummit
Processes
(a.k.a. Process Builder)

15. Processes

16. Processes

17. Processes

18. Processes

19. Processes

20. Processes

21. Processes
● Prior to Reimplementation
● 9 Different Processes
● Affecting 5 Different Objects
● Used for:
● Triggering Task Assignments
● Populating Related Data Fields

22. Processes
● After Reimplementation
● 15 Processes
● Affecting 10 Different Objects
● Used for:
● Triggering Tasks
● Feeding Flows
● Orchestrating Application Reviews
● Updating Codes
● Complex Formulas
● ****** Some Delivered Functionality ******

23. Processes
● Logic Behind our Changes
● Improve Processing Overhead
● Improve Order of Execution
● Incorporate Decision Trees
● Handle Complexity
● Eliminate Error Messages for Students

24. #TargetXSummit
Flows
(a.k.a. Flows)

25. Flows

26. Flows

27. Flows
Applicant
Object
Flow

28. Flows
Inquiry
Object
Flow

29. Flows

30. Flows

31. Flows

32. Flows

33. Flows

34. Flows

35. Flows

36. Flows

37. Flows

38. Flows

39. Flows
● Prior to Reimplementation
● 0 Flows

40. Flows
● After Reimplementation
● 5 Flows
● Affecting 5 Different Objects
● Used for:
● Triggering Task Assignments
● Populating Related Data Fields
● Triggering Emails
● Updating Related Data Fields

41. Flows
● Logic Behind Changes
● Minimal Processing Overhead
● Situational and Sequential Processing
● Able to Tackle Complex Situations
● Able to Interact with Multiple Objects
● Automated Manual Processes
● Trigged Custom Apex Classes (generate PDF of app as submitted)

42. #TargetXSummit
Source to Master
(a.k.a. Profile Builder)

43. Source to Master

44. Source to Master

45. Source to Master

46. Source to Master
● Prior to Reimplementation
● Did not use

47. Source to Master
● After Reimplementation
● 3 Profile Builder Rollups
● Affecting 3 Different Objects
● Used for:
● Migrating Data to Contact Object

48. Source to Master
● Logic Behind Changes
● Easy Way to Migrate Data to Contact from App, Inquiry and Enrollment History Objects
● Resolves Some Timing Issues
● Challenges with Order By
● Challenges with Multiple Fields

49. #TargetXSummit
Summary
• Challenge Yourself to Learn New Functionality
• Work Toward Greater Automation
• Process Builder
• Flows
• Profile Builder
• Automation Can Improve Student Experience
• Automation Can Improve Staff Experience

50. Questions &
Thank You
Joel Clasemann
jclasema@css.edu