This topic outlines a number of membership best practices introduced in Aptify 5.5.1. These improvements focus largely on renewal, which is one of the most important practices to leverage through automated technology. The updates in version 5.5.1 described here improve the ease for a member to maintain continuity with their membership organization.
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- The introduction of a scheduled task to automatically generate quotation orders for all memberships within a 90 day expiration.
- Automatic generation of email notification for expiring and unpaid memberships.
- A complete auto-renewal workflow that creates an order and payment on the membership anniversary date.
- Cancellation for memberships that expired 120 days prior.
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The best practices for these updates are described in the following subsections:
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Generating Renewal Quotation Orders
In 5.5.1, Aptify provides improved productivity via an automated monthly process that generates quotations orders for all subscriptions with an expiration month/year, three months from "Today" (the day the process runs). Aptify 5.5.1 includes a pre-built view pulling in the appropriate subscription records that will then be passed to the Aptify Subscription Renewal Wizard thus generating the quotation orders.
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This will be set up to run daily for organizations that have rolling membership start dates and once a year for those organization where the subscriptions all expire on the same day. |
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Version 5.5.1 includes a new workflow that expires memberships that expired 120 days ago, cancels the open quotation order, and includes an option to change the Member Type of the subscription recipient's record.
The best practices for these updates are described in the following:
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This section describes how you can activate the Membership Renewal Workflows included with Aptify 5.5.1.
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Aptify recommends that rather than modify an Aptify baseline record directly, you should clone the Aptify delivered baseline and create your own organization-specific copy. This will help prevent Aptify from unintentionally overwriting any changes you make to those records during an upgrade process. When creating copies of Views, Message Templates, and Entity Bulk Operations to be used by process flows, you will also need to modify the input properties for your process flows and scheduled tasks so they point to the appropriate views and entity bulk operations rather than to the Aptify baseline. |
Follow these steps to use these workflows within your system:
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- After saving the record, the Application Server will change the Service to Windows Scheduler automatically and set up a Windows Task for this item.
- If you are running the Aptify client on the Application Server directly, you can set the Service to Windows Scheduler directly.
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