This article explains specifically what each step does in a background ripple and how to use them. 

A background ripple is a process that users do not interact directly, so this will simply perform actions the system runs in the background such as instructional email alerts, checking if tasks/logbooks have been actioned or sending a document that requires a signature. 

Use a combination of emails and tasks to alert people, assign documents with mail merge etc. All steps happen instantly after each other, the only time a process waits, is if we use the wait step. 

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--Task--

What does it do?
Create a task for an employee. You can use mail merge tags to make this more specific to that employee. 

How do I set it up?

  • Give the task a name, assign it to someone and put the description in.
  • Click 'Tag List' for all the available tags you can use. 
  • The 'Date Offset' is the number of days from when the task was assigned that it will become overdue if not completed. 

--Wait--

What does it do?
This allows you to wait a number of full days or make it wait until Monday-Friday. An example of why you may use this would be creating a task, waiting a few days and then checking if the task was completed.

How do I set it up?
Enter the amount of days you wish the process to wait for, from the previous step.

The first wait day will begin a day after the previous step. Example of a 2 day wait step after a task was assigned: 

  • Day 1 - Assign Task
  • Day 2 - Wait day 1
  • Day 3 - Wait day 2
  • Day 3 - Check Task actioned.

--Check task actioned--

What does it do?
This checks the tasks you have created previously. From here you can specify what happens if it has been completed. 

It's essential to understand how this step works depending on if the task was actioned or not when checked.

  • Task has not been actioned - the next chronologic step will then occur (the process will flow downwards
  • Task has been actioned - specify in the 'GoTo Step' what should happen next (jump to a different step, or exit the process.)

How do I set it up?
If the person has completed the task, the process will need you to define the next step, such as a Thank you email, or to exit the process from there.

If you wish to jump to a next step, you'll need to create this first. Once done, you can create the 'Check Task Actioned' step, locate your new step in the drop-down box and save. You can then re order the steps from there. 

--Mail Merge--

What does it do?
This is where you can merge a template that you have already created in the system. 

How do I set it up?
When setting this up you can choose if an employee has access, the manager of the employee has access or if a signature is required from the employee.

Please note, unlike when you add a document to an employee record manually, this won’t trigger an email to the employee. You can create an email step as part of the process though!

--Check document signed--

What does it do?
This works in a similar way to the Check Task Actioned step - tell it which document to check and confirm what to do if the document was signed, exit the process or again goto another step.

How do I set it up?

It's essential to understand how this step works depending on if the document was actioned or not when checked.

  • Has not been signed - the next chronologic step will then occur (the process will flow downwards
  • Has been signed - specify in the 'GoTo Step' what should happen next (jump to a different step, or exit the process.)

--Email--

What does it do?
This allows you have Ripple send an email to either an employee within your company or an external email address. This, like the tasks, allows you to put the tag fields in. Click here to learn how to use the text editor for ripple emails.

How do I set it up?
Specify whether you wish to send this to an employee that has a record in the system, or an external email address. 

  • Employee - Use dropdown to select their name
  • Email - Specify their name the the email address you wish to send to.

Click 'Tag List' for all the available tags you can use. 

You can also add attachments to this email, however please note it should be quite generic as this attachment will be added to the email every time this process runs.

--Goto--

What does it do?
This can be used to jump back or forward to another step, an example of when to use this may be after sending a follow up email after a task hasn’t been completed.

So you may do Task > Wait > Check if task actioned = No
...then chaser email and then go back to the original wait to loop again.

How do I set it up?
Use the drop-down to specify which step you wish to go to.

--Check logbook actioned--

What does it do?
Check if a Logbook has been updated or added and then the process will either exit or go to another step. This will be useful if you want employees to update and emails/tasks or documents to be triggered.

How do I set it up?

Similar to the 'Check Task Actioned' or 'Check Document Signed' , this can check if a logbook has been updated. If it has then you can either exit or go to another step. If not, it will automatically go to the next step. 

This could be because the logbook has been created, updated or authorised. Select the screen name, and then select the logbook action. You can then decide to exit the process or 'GoTo'.

--Give Thanks--

What does it do?
This will send a Thanks badge to the employee who the ripple has triggered for. Thanks badges will can be visible on the specific employee's record, and also on the main Thanks tab - visible to everyone. There are certain skills assigned to different Thanks badges, and you can create your own. Click here to learn more.

How do I set it up?
You can use this anywhere within your Ripple. Simply select a Thanks badge and write a message to the employee you are thanking. Before selecting, you can click fore more info on any badge and see the related skills. 

--Launch Ripple--

What does it do?
This will trigger an Interactive ripple to start for the employee in question. 

For example, once your on-boarding process has sent out the relevant tasks, emails and documents to let teams know of a new employee, you can then launch an interactive ripple for the employee to complete on their first day, via their People dashboard. 

How do I set it up?
An Interactive Ripple would have to be created and set to 'Active' first, in order to launch this from within a Background Ripple. 

You can also place a 'Launch Ripple' step within a background process so that the steps from both processes can work in conjunction. For example, the Interactive Ripple may prompt an employee to create a new logbook record, to which the Background process would then check to see if this has been actioned before moving onto the next background step.

--Exit--

What does it do?
This exits the whole process, put this at the end to stop the process looping. 

Remember to scroll up and save your new Ripple!

Thanks,

Customer Services Team.

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