TracCloud: TracFlow

Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

More Features

Additional Features

• TextAlerts

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• Q2 Study Tables

• SurveyTrac

• Whiteboard

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• Attendance Tracking

• Resources

• SAGE Early Alerts

• Success Plans

• TracFlow

• Work Plans

• Workshops

TracFlow

TracFlows enable you to automate a wide range of actions within TracCloud, functioning as a graphical programming language specifically designed for TracCloud. TracFlow automations can be used to dynamically configure TracCloud to execute a series of actions that replicate processes at your campus. These actions can be scheduled events or triggered by specific actions within the system. When activated, a TracFlow can perform various tasks, including sending emails, modifying records, and creating new referrals or surveys.

TracFlows are particularly valuable for campuses focused on supporting students and preventing them from falling through the cracks. By automating routine procedures and follow-ups, campuses can ensure that no student is overlooked and that timely interventions are made when necessary.

Redrock support will be able to assist you in configuring TracFlows upon request. Once we confirm that an action can be automated, we will provide pricing information prior to putting it in place on your system.

Automation Goal

Once you have an idea of an action or event that you want to automate, reach out to Redrock at helpdesk.go-redrock.com or at helpdesk@go-redrock.com and we'll walk you through the rest. We will work with you to determine the best way to accomplish this.

Trigger
These are the possible options to initiate a TracFlow event.

Data Modification

Initiate a TracFlow when a record (or related record) is edited/modified.

Schedule

TracFlow can trigger an action on a set schedule of your choice.

Manual

TracFlow can trigger an action from a manual click by a user.

Actions
Your TracFlow can initiate any of the following actions. Each TracFlow can initiate as many actions as needed.

Create Tasks for Students or Staff

Send an Email to Any Recipient

Send an SMS Text

Add or Remove the Student From a List

Modify Any Field Within a Record

Send a Survey

Send a Notification

Create a SAGE Referral for a Student

Assign a Success Plan to a student.

Create a Student Registration

Initiate an API Call

Export Data

Run a Favorite Report

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Examples

Goal: Remind consultants to enter notes for their visits.
Trigger: Time Schedule, daily at 3pm.
Query: Find recent visits where visit notes is blank.
Action: Send an email to the consultant reminding them to enter their notes.

Goal: Wish staff a happy birthday.
Trigger: Time Schedule, daily at 9am.
Query: Find staff where birthdate (custom field) is today.
Action: Send an email to the staff using Twig for personalization.

Goal: Notify consultants of missing appointment statuses.
Trigger: Time Schedule, daily at 9am.
Query: Find appointments where the status is "Pending."
Action: Send an email to the consultant with instructions to fill in this data.

Goal: Remove students from a watch list at the start of a new semester.
Trigger: Time Schedule, daily at 3am.
Query: Find students on watch list and find at least 1 term with a start date of today.
Action: Remove students from watch list.

Goal: Send students a survey when their referral is resolved.
Trigger: Data modification, when referral is marked as resolved.
Action: Send a survey to the student.

Goal:Add students to a list when they answer a survey.
Trigger: Data modification, when survey response is submitted.
Action: Add student to a list.

Goal: Clear out student custom fields regularly.
Trigger: Time Schedule, weekly on Saturdays.
Action: Set various student custom fields to blank.

Goal: Reactivate specific registrations.
Trigger: Time Schedule, daily after import.
Query: Find registrations where status is "XYZ."
Action: Reactivate registration.

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