This RockRMS recipe allows for the bulk creation of Sign-Up Opportunities from a defined schedule using a workflow. The workflow starts with an entry form where users configure the schedule parameters, including the sign-up opportunity type, location, and participant limits. The workflow then loops through the schedule dates, creating sign-up opportunities for each.

Workflow Steps

1. Start

• Action: Show Form (Form)
  • Users enter the required details:
  • Sign-Up Opportunity Type
  • Location
  • Minimum Participants
  • Maximum Participants
  • Desired Participants
  • Schedule Details
• Action: Write Project Single Select to Project Group Attribute (Attribute Set Value)
  • The selected project is assigned to a group attribute for reference throughout the workflow.

2. Get Date List (Lava Run)

Generates a list of dates based on the schedule parameters provided in the form.

3. Calculate Duration (Lava Run)

Determines the duration of the schedule based on the selected dates.

4. Get Loop Size (Attribute Set Value)

Stores the number of iterations needed to create sign-up opportunities for each date in the schedule.

5. Activate Loop (Activate Activity)

Initiates the loop to process each date in the schedule.

Date Loop

Each iteration of the loop processes one date from the schedule.

• Check if Looping is Finished (Workflow Complete)
  • Ends the loop if all dates have been processed.
• Get Current Loop Count Date (Lava Run)
  • Retrieves the current date being processed.
• Increment Loop Count (Attribute Set Value)
  • Updates the loop counter to move to the next date.
• Check if Exists (Lava Run)
  • Checks if a sign-up opportunity for this date already exists to prevent duplication.
• Complete if Exists (Activate Activity)
  • Skips to the next iteration if an opportunity already exists for the current date.
• Create Schedule (Schedule Add)
  • Creates a schedule entry for the current date.
• Create Sign-Up (Sign-Up Opportunity Add)
  • Generates a new Sign-Up Opportunity based on the schedule details.
• Activate Loop (Activate Activity)
  • Repeats the loop for the next date until all scheduled dates are processed.

Conclusion

This workflow automates the creation of multiple Sign-Up Opportunities based on a predefined schedule, ensuring efficiency and consistency. The loop structure ensures that opportunities are created only for valid dates and prevents duplicate entries. This approach streamlines the process of managing sign-up events in RockRMS.

There are two workflow imports you can use.  The one uses the schedule builder field type in the BEMA workflow Extensions to create schedules based on the recurrence rules.  The second workflow allows you to select a start date time, an end date time, and your desired duration.  It will create a sign-up for each interval between the start and end time.

Create_Sign-Ups_From_Schedule_Builder.json

Create_Sign-Ups_From_Start_and_End_Dates.json