Editing a Queue

Click on the Process which has the Queue you wish to edit or delete.
Click on the Queue name.
Click Edit this Queue.

Here you can edit any information under the 3 tabs provided.
Click Save when you are finished.

General Tab

Queue Name: This will be visible to Process admins, Process Managers (for this Process), and People admins (from a profile).
Description: This is the big picture idea for the Queue, the purpose behind the task.
Instructions: Here go specific details about what the Queue Managers should do when someone is added to the Queue.

Note: Description and Instructions are just visual aids, they don’t affect the actual workflow.

Details Tab

Due Date: This is how long the Queue Manager will have to complete the task, starting when a person is added to the Queue. There are multiple options to configure the due date. Once chosen, the due date (with a start date of Today) will appear below the choice to help you determine whether what you selected is correct.
Notify When Due: There are four statuses that may be assigned to a person in a Queue: Not Started, In Process, Waiting, and Done. If a person's status is changed to Waiting, they will be hidden from view until the due date. If you prefer for the people with this status to show up in a Queue Manager's list before the due date, enter the number of days in the box provided. This setting will also send a reminder email to the assigned Queue Manager (or to all Queue Managers, if none is assigned) this number of days before someone's due date. If the number is 0, the email will NOT be sent out.
Notify When Assigned: Queue Managers may be notified via email when a new person is added to a Queue they manage by checking this box. Or, there is the option to notify all Queue Managers when an individual is unassigned. Depending on what box is selected is which Queue Manager that will receive the email.

The checkboxes for Notify when assigned or added to the Queue unassigned have no influence on the Notice when Due. A Notice when Due is sent regardless of the settings. If the Number of Days Due is set to zero and Notify when Due is set to zero, then it is due the exact date it is added to the Queue. This means a Notice for the Due Date can't be "queued up" or sent. Number of days equal zero will result in no notice, but assuming the profile is due today. If you have any other option selected or you use a certain number of days this does trigger and Notice for Due Date. Also, if you edit the individual profile due date this will also cause the Notice to send to Queue managers. For example, it was entered today, with a due date of today. If you edit the Due Date for tomorrow, after midnight (local time) a notice is sent to the Queue manager, you have a Queue due. There is not a way to turn off the notice if using any option except zero days due and not editing the due dates.

Automation Tab

Group- Selecting a Group will automatically place an individual into the Group with a status of 'Member' when the individual is marked as 'done' with this Queue.

New Position- Selecting a Position will automatically place an individual into the Position when the individual is marked as 'done' with this Queue.

Note: This adds the person to the Position with in Schedules & Plans, but not to a specific Schedule Assignment.

Event- Selecting an Event will automatically place an individual into the Event with a status of 'Registered' when the individual is marked as 'done' with this Queue.

Membership Type- Selecting a Membership Type will automatically assign that status when the individual is marked as 'done' with this Queue.

Baptized- Selecting 'Set to baptized' will automatically assign that status when the individual is marked as 'done' with this Queue.

Tip: The baptism date will also be set to the date you set as the done date.

Mail Merge- Selecting a mail merge email or letter will automatically send that individual an email, using that template, when the individual is marked as 'done' with this Queue.

"Next" Queue- Select the step(s) immediately following this one. When a person is marked done, Queue managers will be presented with the list of Queues set here. Remember, this is for the immediate next step(s) for this Queue only. You can automate people to a Queue from any Process in your church.

Tip: Make sure to click Save once you have edited all three tabs of the Queue.

Automated vs. Optional

For all of the choices made on this page you will be able to make the automation mandatory or optional. If it is mandatory (automated), the Queue Manager will not be able to override the choice. For optional automation, you have a secondary decision of having the boxed checked or not.

Note: The Queue Manager can override the Optional choices.

Mark as Done- When Queue Managers complete the task in a Queue, they mark it done; it is not until this point that the automations will happen in a Queue. You can see from the image below that it is listing all the automations that are about to happen.

Example: In the image above, the Mail Merge automation is "Optional: Deselected by default" while the Next Queue automation in "Optional: Selected by default."

Automated to Hidden Process- If the 'next Queue' is in a Hidden Process and the Queue Manager is not also a Manager in that Hidden Process, the Queue Manager will not be able to override the default setting when marking someone Done. This means that, if the automation is set to 'optional unchecked', the Queue Manager will not be able to check the box and send the person to the Queue in the hidden Process. For this reason, if you have a Queue automating to a Queue in a Hidden Process, we recommend using the 'optional checked' or 'automatic' options.

Considerations for Mail Merge Automation- It doesn't matter how the person got into the Queue, but what will matter is who marks them as done. If you mark the Process Queue as Done, the Mail Merge will appear from you. It's stamped by the person physically marking those Queues as Done. The replies also go back to you directly.

Tip: If the Pastor is logged in and marks the Queue as Done under his login then it appears to come from him directly. If you use a generic church profile then the message will appear as it's from the church as long as you log into the site under the generic profile. Many churches use a Generic Profile. (First name on the Profile is ABC and Last Name is Church, so it appears from ABC Church.

For this reason, may forego using the automation on the Process Queue and just go directly to the Mail Merge and use the recipient list from the Process (Step 2 of Mail Merge tool). This way they can send on behalf of someone and use the print version as well, which is not an option under the automation. Regardless if an email is listed in the Profile, all profiles will be Marked as Done as if the email was sent. Using the Mail Merge tool directly will permit you to Print to those without an email.