Decision Letter

The process includes a flow (which acts upon a DML action to an Adm_Application__c record) and a trigger (which fires when Drawloop/Nintex creates the Decision Letter and inserts into our Salesforce Org).  This article gives an overview of how the chain of events work.

Step-by-step guide

HOW TO CREATE A DECISION LETTER - PUBLISH NOW:

1. The Mba Application record (Adm_Application__c) should have the following settings:
   
   1. Internal Status (Current_Status__c) = some decision;
   2. Field Drawloop Next6 is not empty and starts with, "SFAdm_Application__c";
   3. Targeted Decision Letter has a Nintex DocGen package name populated there.
   4. Decision Email Sent is NOT CHECKED;
   5. Publish Now is BLANK;
   6. There should be a value in the field, "Targeted Decision Letter" - that's the name of the decision letter to be rendered.
2. TO INITIATE THE PROCESS:
   
   1. EDIT the Publish Now field: set to "Publish NOW";
   2. SAVE;
   3. Refresh the page a few times
      1. It can take a few seconds and up to a few minutes for Nintex Corp to create the Decision Letter and get it into the Mba Application.
      2. The Publish NOW field should show, "3 - Published";
      3. An email will have been built and sent to the applicant to let them know that a decision letter is available for view via the Mba Application site;
      4. Look for the newly created Decision Letter in the Files section of the Salesforce detail page for the Mba Application, on the "Related" tab.

HOW TO CREATE A DECISION LETTER - RENDER DECISION LETTER ONLY:

1. The Mba Application record (Adm_Application__c) should have the following settings:
   1. Internal Status (Current_Status__c) = some decision;
   2. Field Drawloop Next6 is not empty and starts with, "SFAdm_Application__c".
   3. Targeted Decision Letter has a Nintex DocGen package name populated there.
2. TO INITIATE THE PROCESS:
   1. EDIT the Publish Now field: set to "Render Decision Letter Only";
   2. SAVE;
   3. Refresh the page a few times
      1. It can take a few seconds and up to a few minutes for Nintex Corp to create the Decision Letter and get it into the Mba Application.
      2. The Publish NOW field should be empty;
      3. NO EMAIL IS SENT - the letter is only rendered and added to the Mba Application record;
      4. Look for the newly created Decision Letter in the Files section of the Salesforce detail page for the Mba Application, on the "Related" tab.

HOW TO CREATE A DECISION LETTER - Via the "BUTTON" method

1. The Mba Application record (Adm_Application__c) should have the following settings:
   1. Internal Status (Current_Status__c) = some decision;
   2. Field Drawloop Next6 is not empty and starts with, "SFA_Application".

HOW THE PROCESS WORKS (for the Publish NOW or the Render Decision Letter Only flow):

1. The SAVE of the Mba Application (Adm_Application__c) record is a "DML" event that a workflow is looking to act upon.
   1. The Flow: "Application Nintex Management"
   2. The field "Publish Now Status" is updated to, "1-Awaiting Decision Letter" (all methods show this status while the letter is being created);
   3. A callout to Nintex (Drawloop) is executed.
2. The callout is a "non-blocking" process that requires the user to refresh the Salesforce page in order to see any updates of the process.
   1. "non-blocking" processes mean that the process calls something else and then just gets on with regular business; the Salesforce system does not wait for a response to show the user.  Hence the need to refresh the page.
3. WHEN NINTEX CREATES THE FILE it will then call back INTO our Salesforce Org and insert the File and "Parent" it with the Id of the Mba Application record;
4. This causes the ContentVersion trigger to execute:
   1. The trigger scans all files inserted in the current transaction.  For Decision Letters, this process is looking for files that begin with, "Decision_" in the File's Name.
   2. Each of those files causes an update to the Mba Application record:
      1. Set the Publish NOW field to either "3 - Published" for the "Publish NOW" flow OR to BLANK for "Render Decision Letter Only" flow;
      2. Build an email to be sent to the Applicant and send it;
      3. Check to make sure the VISIBILITY of the File is for "AllUsers" - sometimes the File will get created with "InternalUsers" and the applicant won't be able to see the decision letter.