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Configuring and Executing Award Expiration Run Definitions

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AVAILABLE FROM CRM.COM R9

What does this section cover?

What are Award Expiration Run Definitions?

Award Expiration Run Definitions are a set of business rules which are used by Award Expiration Runs to evaluate the validity of Awards provided to Reward participants and debit the participants' Wallets whenever the awarded amount expires before being spent.All Award Expiration Runs that were performed based on each Award Expiration Run Definition can be viewed within the reward run definition.

Award Expiration Runs can be applied only through an effective Award expiration Run Definition and the result is the creation of Award Expiration Transactions

Creating, Editing & Deleting Validations & Restrictions

ActionValidationsRestrictions
General
  • Multiple Run Definitions can exist in the system, but each one should have a unique name and alternative code.
  • Not Applicable
Create
  • All mandatory fields must be provided
  • Active Rewards Definition exist in the system
Edit
  • All mandatory fields must be provided
  • If there is at least one scheduled or completed run using the rewards run definition latest instance then a new rewards run definition instance is created
  • Not Applicable
Delete
  • Not Applicable
  • Award Expiration run definitions cannot be deleted, if there is at least one scheduled or completed rewards processing run for that definition.

Award Expiration Run Definitions attributes 

Name

Description

 Name*The name of the Award Expiration Run Definition
Alternative code*The alternative code of the Award Expiration Run Definition
DescriptionA description of the Award Expiration Run Definition
Life cycle stateThe life cycle state of the Award Expiration Run Definition. The supported values are effective and not effective. Only effective Award Expiration Run Definition can be used to generate award expiration transactions
Unified CodeAn auto generated code which is used to group the various instances of the Award Expiration Run Definition
VersionAn auto generated number which is used to specify the version of each Award Expiration Run Definition. New Award Expiration Run Definition versions are created each time they are edited, if they are already been used to perform award expiration settlements
Rewards Criteria
Award Transaction expired X days agoDetermines the Award Transaction's expiration date in relation to the date of execution, measured in days. If specified then the process will retrieve Award Transactions having an expiration date within the date of execution and date of execution minus the specified number of days. This criterion is optional.
Reward OffersDefines a list of Reward Offers through which expired Award Transactions were generated. The Award Expiration process considers only Award Transactions related to the specific Reward Offers. Of no Reward Offers are specified, then Award Transactions will be retrieved regardless of their related Reward Offer.
Segment Criteria
ncluded in Segment

A list of segments which are used to filter the expired Award Transactions. The criteria consist of the following:

  • Segment: A select box with all the segments having Award Transactions as the segment entity

Not included in Segment

A list of segments which are used to exclude expired Award Transactions. The criteria consist of the following:

  • Segment: A select box with all the segments having Award Transactions as the segment entity
Scheduling Settings
Scheduling Settings*

Determines when the definition should be applied in order to create Rewards. Rewards Run Definitions can be applied ad hoc or on a recurring basis. Scheduling settings hold the following information:

  • Method: It provides the following options. For each option different settings are provided:
    • Run now
    • Run on specific Date / Time
      • Specific Date / Time
    • Repeat
      • Start at
      • End by Date / Time
      • Every X UOT
    •  Advanced Repeat
      • Start at
      • End Date
      • Recurrent Mode Settings
Award Expiration Runs
Award Expiration Run informationIt displays all the Award Expiration Runs which were performed based on the specific run definition and displays all the run information as described in the section below

Configuring a Award Expiration Run Definitions tailored to your company's needs

  1. Navigate to REWARDS > REWARDS > PERFORM AWARD EXPIRATION RUN DEFINITIONS 
  2. Either search for an existing one or from the Top Menu click on NEW
    AWARD EXPIRATION RUN DEFINITIONS

  3. MAIN INFORMATION

    1. Provide the required information:

      1. Name

      2. Alternative Code

      3. Description 

    2. View information regarding the following

      1. Scheduled Date

      2. Version

      3. Life Cycle State

  4. CRITERIA

    1. Rewards Criteria
      1. Provide the required information

        1. Award Transaction expired X days ago

        2. Reward Offers

          1. Click on ADD and select a reward offer from the drill-down

    2. Segment Criteria
      1. Provide the required information

        1. Included in Segment

          1. Click on ADD and select a segment from the drill-down

        2. Not included in Segment

          1. Click on ADD and select a segment from the drill-down

  5. SCHEDULING SETTINGS

    1. Select from the available options according to what you would like to achieve
      1. RUN NOW: Will be executed once, now 
      2. RUN ON SPECIFIC DATE/TIME: Will be executed once, at the date defined
      3. RUN REPEATEDLY: Will be executed, starting and ending at a defined date/time and will be repeated every X UOT where UOT can be from seconds to Years
      4. ADVANCED SCHEDULING: Will be executed, starting and ending at a defined date with powerful repetition options from daily to yearly

    2. Run Now

      SCHEDULING SETTINGS - RUN NOW
       

    3. Run On Specific Date / Time

      1. Start Process
        1. Click on the calendar select the date and time the run should start being executed. 
          DATE AND TIME SELECTION
        2. Once selected click on "DONE"
          RUN ON SPECIFIC DATE TIME

    4. Run Repeatedly

      1. Start Process - On a Specific Date
        1. Click on the calendar select the date and time the run should start being executed. 
        2. Once selected click on "DONE"
      2. OR Start process - After a period of time
        1. Provide how long after current date/time the process should begin
          START PROCESS - AFTER A PERIOD OF TIME 
      3. Repeat Process
        1. EVERY: Type a number (INTEGER)
        2. UOT: Select between
          1. Seconds
          2. Minutes
          3. Hours
          4. Days
          5. Weeks
          6. Months
          7. Years
            REPEAT - UOT
      4. End Process
        1. Select between
          1. Never End
          2. On a specific date (define the date)
          3. After a period of time (define period of time)
            END PROCESS 

    5. Advance Scheduling

      1. Start Process
        1. Click on the calendar select the date and time the run should start being executed. 
        2. Once selected click on "DONE"
          ADVANCED SCHEDULING 
      2. Repeat Process
        1. Select between
          1. Daily : Define every how many days 
          2. Weekly: Select specific days of the week 
          3. Monthly:Define every how many months or on a specific day of the month
          4. Yearly: Define a specific date/month or a specific day of a month, such as the 1st Sunday of every January
            ADVANCED SCHEDULING - REPEAT PROCESS
      3. End Process
        1. Select between
          1. Never End
          2. On a specific date (define the date)
            ADVANCED - END PROCESS 
     

  6. LOG INFORMATION

    Log information section keeps all the logging information related to the specific record

    • Basic set of information available in all entities
      • Created By User: The user that created the entity
      • Created By Unit: The unit of the user that created the entity
      • Updated By User: The user that last updated the entity
      • Updated by Unit: The unit of the user that last updated the entity
      • Date Created: The date the account was entity
      • Date Updated: The date the account was last entity
        LOG DETAILS

  7. From the Top Menu click on Save

Executing a Award Expiration Run Definitions

  1. Navigate to the definition
  2. Search for the definition you would like to execute
  3. Click on the number of the definition to go to the data entry page
  4. Confirm that SCHEDULING SETTINGS are correctly configured
  5. From the Actions Menu click on ACTIONS > "SUBMIT"
    RUNS - SUBMIT
  6. The job will be submitted to the scheduler and will become available under PROCESS RUNS
    1. Once completed the Life Cycle State will be changed from Draft to Completed
    2. If the Run fails then the Life Cycle State will be updated to Failed
      PROCESS RUN
    3. Check Process Successfully and Processed with Errors for a closer look of individual results 

 

Modifying a Award Expiration Run Definitions

 

When you edit a definition that already has completed or scheduled runs then the system will automatically update the Version of the definition, by increasing its number by 1. Essentially, the system will create a new definition and will carry over all the information and configuration, apart from the Version number.

Accessing a definition with multiple versions, you will always see the latest version, while you have the option to View configuration and Runs of Previous versions by using th "VIEW PREVIOUS VERSIONS" link found in the Main Information tab

  1.  Click on the VIEW PREVIOUS VERSIONS link
    VERSIONING 
  2. Search from the modal for the version you would like to see
  3. Select the version
    1. The system will now show the configuration and the process runs of the version you have selected.
  4. To go back to the current version click on the CURRENT VERSION link under Main Information
    CURRENT VERSION 

 

Deleting a Award Expiration Run Definitions

Deleting a scheduled job of the specific Run

If you have scheduled (submitted) a Run by mistake or you want to change the definition before execution, you have the option to delete the current job that was sent to the scheduler, given that it has not been executed yet. i.e., Life Cycle State is still Draft.

In order to delete the job follow the steps below:

  1. Navigate to the definition, for which you have scheduled a job
  2. Click on the number of the definition to move in the data entry page
  3. Go to Process Runs tab
  4. Find the job and check the left box next to the Run
  5. Click on "DELETE"


  6. A modal will open with the job information
  7. Click on "DELETE"
  8. Click "OK" on the confirmation message
  9. Close the modal
    The job will be removed from the Process Runs 

Changing the Life Cycle State of a Award Expiration Run Definitions definition

Definitions Life Cycle State can be changed between Effective and Not Effective by following the steps below 

  1. Go to the data entry page of the definition'
  2. If the definition's Life Cycle State is set to "Effective"
    1. From the Actions Menu click ACTIONS > SET AS NOT EFFECTIVE
  3. If the definition's Life Cycle State is set to "Not Effective"
    1. From the Actions Menu click ACTIONS > SET AS EFFECTIVE
      RUN DEFINITIONS - LIFE CYCLE STATE ACTIONS 

 

Reading Award Expiration Run Definitions Logs

The following information regarding the Process Runs is available:

  1. Number: An auto generated number that uniquely identifies each process run.
  2. Version: The version of the process run's related process run definition.
  3. Life Cycle State: The life cycle state of the process run which can be pending, in progress or completed.
  4. Start Date: The date that the process run started.
  5. End Date: The date that the process run ended.
  6. Process Successfully: Drill down including the entities processed successfully. 

  7. Processed With Errors: Drill down including the entities that were not successfully processed.

 

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