BPM for Sage MME - Automated Contract Renewal Notification

What does this Task do?

On a daily basis, the renewal date for each support contract is checked. Notifications are emailed to customers two weeks before, on the day and one week after the renewal date. A new contract document is attached to each email.

What are the business benefits?

Automating this process provides the following benefits:

• Automatically manages the contract renewal process.

• Improves customer service by ensuring that contracts are in place when needed.

• Frees up staff to do other tasks, instead of having to manually monitor contract renewals and contact
  customers.

• Higher client retention rates.

How was the Task created?

The automated Task was created by simply dragging and dropping the following Tools onto a Task Plan:

Schedule This Event Tool was used to create the first Step in the process that triggers the Task to run on a daily basis.

Database Query (ODBC) This Input Tool was used to create the second Step in the process that queries the database to obtain customer details, including contract renewal dates.

Format As HTML This Format Tool was used to create the third Step in the process that merges the customer details into a contract renewal notification message text to be emailed.

Decision This General Tool was used to create the fourth Step in the process that directs the process depending on the contract renewal date.

Send Message (SMTP) This Output Tool was used to create the fifth Step in the process. If the current date is within two weeks, but not on or after the actual contract renewal date, a notification email is sent to the customer with a new contract document attached.

Send Message (SMTP) This Output Tool was used to create the sixth Step in the process. If the current date is the actual contract renewal date, a notification email is sent to the customer with a new contract document attached.

Send Message (SMTP) This Output Tool was used to create the last Step in the process. If the current date is up to a week after, but not on the actual contract renewal date, a notification email is sent to the customer with a new contract document attached.