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Response Best Practices

Review best practices to manage responses, including creating a process or workflow with an example, and how to complete the response.

When working with Responses, it is important that a SPoC creates a process or workflow. Process steps fire in order one at a time, creating tasks for the responses. Process steps must include how to follow up with a response until it is closed.

Response Workflow Example

Once you assign a response, MinistryPlatform sends an email with necessary follow-up information. An email notification sends daily until the response is complete.
  1. When a response task displays on the home page, go to People Lists > Responses.
  2. In the view drop-down list, select Waiting on Me.
  3. Click the response to open it.
    Note: If people have followed up before, there will be a date in the Last Follow Up column.
  4. Follow up with the person. You can do this through phone call, email, letter, and so on.
  5. Click the Follow Ups tab.
  6. Click New Follow Up.
    1. Enter a Follow Up Date.
    2. Select the follow up method from the Action drop-down list.
    3. Enter any notes.
    4. Click Save.
  7. Add more follow up steps until you successfully complete the response.

Complete the Response

You can complete a task regardless of whether the contact attempts were successful.
Note: It is best practice to use the Complete button to close a response, rather than editing the Closed field. This closes the task when the response closes, preventing mismatched responses (that is, responses where Closed is set to Yes, but the task is still open).
  1. In the navigation menu, click People Lists > Responses.
  2. Open the response.
  3. Click Edit Record.
  4. Select the appropriate response result from the Response Result drop-down list.
  5. Click Complete.
  6. Click Save.
If you complete a response where contact attempts were unsuccessful, the following occurs:
  • The task closes and the yellow dot turns green.
  • The Closed field sets to Yes, removing the response from the Open view.
Best Practice
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Last updated: October 15, 2024