Automate Background Check Renewals - CIAresearch/CIA GitHub Wiki

This document is a general overview of how to set up automation of renewing background checks. The goal is to give you instructions and basic concepts, however you will likely wish to customize your implementation further. When a volunteer's background check expires, we want a renewal to automatically kick off. The way this works is by creating a dataview of people who need a background check renewed. We can have Rock automatically sync a dataview to a group. A group can have a trigger to start a workflow for someone whenever they are added to a group. By chaining this functionality together, a workflow can be fired as soon as someone is up for renewal.

The normal workflow that comes with the CIA plugin works well for initiating a new background check from a user’s profile. You will need a different workflow for automating renewals. You can download this workflow here.

The Workflow

Once you have downloaded the workflow export file go to Rock>Admin Tools > Power Tools > Workflow Import/Export. On the right site of the page, upload the file and select the category. Click Import to import the workflow into Rock.

The Dataview

Create a dataview of people who you want to have their background check renewed. In the example below I have chosen to create a dataview of people who it has been 2 years or more since their last background check. You should adjust your dataview’s filters based on your needs.

The Group

Create a new group to sync your volunteers into. This will act as the go between the dataview and our renewal workflow.

The group type of this group does not matter, but the group type must have “Allow Group Sync” and “Allow Specific Group Member Workflows” enabled. You may need to create a new group type or enable these on an existing group type.

While editing your group under “Group Sync Settings” add a new sync to your dataview.

You will also need to set the workflow to activate when a user is added to the group. In the section “Group Member Workflows” add a trigger to run the reactivate workflow whenever someone is added to the group.

After you save your changes, nothing will happen right away. Your group will sync members into it every few hours as they fit the criteria for the dataview. A workflow will be launched every time someone is added to the group. If you would like to test the process you can add a person to the group, or run the “Group Sync” job.