Schedule annual notifications for subscription renewals
Edition: Enterprise | Industry: Media and Publishing | Feature: Workflow Rule
Scenario
The Zylker Weekly is one of the leading international publishers of Travel and Tourism and Hospitality magazines. Every month, they publish new editions of the magazines. The interested readers can subscribe to their annual subscription package by sending an email request to their marketing team.
The sales agents send reminder emails to the existing customers for annual subscription renewal. If the subscription is renewed, they are sent the magazines every month. To be sure that the renewal payment is made on time, they require a process to automatically start sending reminder emails 15 days before the renewal date, and upgrade the subscription status based on the payment. The following process chart explains their follow-up plan in brief:
Solution
They need to set up the following configurations:
- Assigning a Sales Agent the task of calling the customers 15 days before their subscription renewal date
- Sending reminder email to each customer five days after the first call.
- Sending second reminder email 10 days after the initial call.
Pre-requisites
I. In the Custom Module named Subscription, create these Picklist fields:
- Next Renewal Date
- Subscription Renewed
- Subscription Status
II. Create the following Email Templates:
- Subscription Renewal Reminder
- Second Subscription Renewal Reminder
Workflow Configurations
- Go to Setup > Automation > Workflow Rules > Create Rule
- Select the Subscriptions module in the pop-up and enter the other details as mentioned below:
Rule Name | Reminder about Subscription Renewal |
Description (optional) | Send subscription reminder emails |
When | On a Date/Time |
Execute | 15 days before Next Renewal Date |
Execute at | 9.00 am |
Recur | Every Year |
Which records the rule should apply to? | Records matching certain conditions |
Criteria | Subscribed for IS Zylker's Travel and Tourism Magazine Subscription Renewed IS No |
Instant Action | - |
Action | Tasks > New Task |
Subject | Call the Customer |
Due Date | Next Renewal Date minus 15 days at 9.00 am |
Scheduled Action I | Set action to execute 5 Days After Rule Trigger Date |
Action | Email Notification |
Name | Reminder Email for Subscription |
Scheduled Action II | Set action to execute 10 Days After Rule Trigger Date |
Action | Email Notification |
Name | Second Reminder Email for Subscription |
Scheduled Action III | Set action to execute 15 Days After Rule Trigger Date |
Action | Field Update |
Name | Subscription Canceled |
Update | Subscription Status = Canceled |
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