Before a member reports an activity, Rhythm needs to know which form to show, whether to ask the member to confirm their contact details first, and whether to send a confirmation email afterward. You set those choices in an activity reporting process.
What This Controls
A reporting process controls:
- The form. The activity web form members complete when they choose this process.
- The contact check. Whether members confirm and update their contact details before the activity form, and which contact form they use.
- The confirmation email. Whether Rhythm sends a confirmation email after the activity has been processed, and what that email says.
- Presentation. The process name, description, and order in the list members choose from.
Where to Find It
Go to Certifications › Setup › Activities › Reporting Processes.
The Settings
| Setting | Options | Default | Effect |
|---|---|---|---|
| Name | Free text | — | The name staff see, and the name members see when they choose a process. |
| Status | Active / Inactive | Active | Controls whether you can offer the process right now. |
| Activity Form | One of your activities web forms | None | The form members complete when they report an activity through this process. |
| Show Contact Form | On / Off | Off | Controls whether members confirm and update their contact details before the activity form. |
| Select the Contact Form | One of your contact web forms | None | The contact form members see when the setting above is turned on. |
| Confirmation Email | On / Off | Off | Controls whether Rhythm emails the member after their activity through this process has been processed. |
| Confirmation email fields (from, subject, body, and so on) | Per the email editor | Blank | The confirmation email content Rhythm uses when confirmation emails are turned on. |
Create a Reporting Process
- Go to Certifications › Setup › Activities › Reporting Processes.
- Select Create Certification Activity Reporting Process.
- Enter a Name.
- Choose the Activity Form members will fill in.
- If you want members to confirm their contact details first, turn on Show Contact Form and choose a contact form.
- If you want a confirmation email, turn on Confirmation Email and write its subject and body. You can use merge tokens for the contact's and the activity's fields.
- Save.
Result
Members can choose the reporting process when they report an activity. Rhythm uses the activity form and contact-confirmation setting you chose, then sends the confirmation email you wrote after an activity reported through this process is processed.
Preview the Confirmation Email
Before you finalize your wording, you can send yourself a sample using an activity that already exists in your Rhythm account.
- With Confirmation Email turned on, select Preview in the email editor.
- Enter the Activity ID: of an existing activity — open that activity's own 360 page, open its options menu, and select Copy ID to Clipboard.
- Enter the address to send the preview to.
- Select Send Preview.
Result
Rhythm fills in your template with real details from that activity and its contact, then emails the preview to the address you entered. Previewing does not save anything, and the preview uses what is currently on the form, including edits you have not saved yet.
A Preview Is a Real Email About a Real Contact
A preview sends a real email using the selected activity's and contact's actual details. Only use an activity whose details you are allowed to see, and send previews to yourself or another staff member instead of the member.
Reporting in More Than One Language
Rhythm does not offer built-in translation for a single activity reporting process. To offer activities in more than one language, create separate activity types and reporting processes for each language, with each process pointing to its own language-specific activity form. Because each reporting process uses the form and confirmation content from its own setup, members can choose the process for their language while you keep each language's wording independent.
Warning
The default certification activity form is meant to be a selectable starting point for new activity forms. If it is missing, setting up a new activity form can be blocked because the Basic Info components it normally provides are not easily available from anywhere else.
Deactivate or Delete a Reporting Process
Deactivate a process when you want to stop offering it without deleting it. Activities already reported through that process keep it on their record.
You can delete a process only when no activity names it. After a process has been used even once, Rhythm refuses the deletion, so deactivation is the way to retire a process that has any history.