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Saturday, April 16, 2011

Handling 1000 Payment Confirmation Tasks on a Free Cloud Workflow System

When you have a lot of people registering in a webform and sending money, how can you most efficiently confirm their payments? The biggest demand is in "event participation registration." Whether confirmation is conducted by one or multiple staff members, it is a time-consuming task to compare webform data and bank/credit card payment logs.

The below workflow automatically takes in webform input data, so employees can tackle each confirmation in the first task (1. Confirm Payment). Information regarding who confirmed which payment at what time is automatically recorded, and the "thank you for your payment" email is automatically sent, so this should significantly lessen the burden of staff members.


<Tasks>
1. Confirm Payment (1 week), 2. Decide to Send Reminder


[Confirm Payment <Separate Group>: "2. Decide to Send Reminder" screen]



There are two steps to the above confirmation workflow (task 1 and 2). When the list of people in task 2 (Decide to Send Reminder) grows long, the accounting staff will become gloomy.

So, let's separate the task to a different group to lighten the burden.
(Special cooperation: Alumni Association of Graduate School of Informatics, Kyoto University)

<Tasks>
1. Confirm Payment (1 week), 2. Decide to Send Reminder




◆Sample:　Email form

To: ${[Email address:2]}
From: "SN2010"
Subject: Super Networking 2011, Completion of Register


Dear ${[title *]},

Thank you for applying for Super Networking 2011.
We look forward to your arrival.
To ease the front desk congestion, please prepay to our bank account via PayPal or direct deposit. For details, please visit the following website or email. http://www.johogaku.net/

PS: Invite your friends with Twitter of Facebook to this event! #sn2011

Alumni Association of Graduate School of Informatics, Kyoto University
twitter: @johogaku

If you did not apply for Super Networking 2011 or believe there has been a mistake, please send a message stating so to the below address and delete this email. info＠johogaku.net




◆Sample: Prepare a "Google apps script" in Google Docs

function startWorkflow(e) {
var longurl = "https://s.questetra.net/●●●●●●●●●/System/Event/MessageStart/start";
var payload = "processModelInfoId=●&nodeNumber=●&key=●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●";
payload += '&title=' + encodeURIComponent(e.values[1]);
payload += '&data[0].input=' + encodeURIComponent(e.values[●]);
payload += '&data[1].input=' + encodeURIComponent(e.values[●]);
payload += '&data[2].input=' + encodeURIComponent(e.values[●]);
payload += '&data[3].input=' + encodeURIComponent(e.values[●]);
payload += '&data[4].input=' + encodeURIComponent(e.values[●]);
var params = {
method: 'post',
payload: payload
};
UrlFetchApp.fetch(longurl, params);
}