This article explains how to view and interpret the success rates of your automated workflows in Fease, allowing you to assess the effectiveness of your communication strategies.
Navigate to the Workflows tab in the main menu.
Select the specific workflow you wish to analyse (e.g., "Standard" or "Aggressive").
Each follow-up action within the workflow will display key metrics:
Outstanding: The number of accounts currently within that specific age bracket.
To do: The number of accounts on which follow-ups still need to be executed on.
Scheduled: The number of follow-ups that have been scheduled to be sent.
Completed: The number of follow-ups that have been successfully sent.
Success %: The percentage of completed actions that resulted in a positive outcome, such as a payment being made.
The Success % specifically indicates the proportion of completed follow-up actions that led to the debtor taking the desired action (e.g., making a payment).
For instance, if 81 accounts were in the "Friendly Reminder" stage, and 80 of those accounts had completed follow-ups with 40 making a payment, the success rate would be 50%.
The Success Percentage is based if payment were made within 15 days after that specific account received the follow-up action.
From the workflow view, you can identify actions with a high success rate.
To investigate further, drill down into an account that had a Completed action and contributed to the success rate.
Once on the individual account page, navigate to the Transactions tab to view payment details.
You will be able to see:
How much they paid.
When they paid.
Which follow-up action was sent to them (e.g., "Friendly Reminder").
The Timeline tab within the individual account view also provides a chronological record of all communications and payments.
Scroll down within the individual account's details to see who sent which follow-up action. This helps track responsibility and engagement.
By regularly monitoring these metrics, schools can refine their workflow strategies to maximise payment collection and improve overall financial health.
This FAQ addresses common questions about monitoring the success and progress of workflows within the Fease platform.
How can I monitor the success of my workflows in Fease? You can monitor the success of your workflows by navigating to the Workflows section. Here, you'll see a dashboard-like view for each workflow, displaying key metrics such as success rate per follow-up action.
How do I view detailed information for completed workflow actions, like registered letters of demand? To view details for completed actions, such as a Registered Letter of Demand:
Go to the Reports > Actions
Select the follow-up action on the left hand side
A list with all those follow-up actions will show.
Can I download proof of delivery for completed actions like registered letters? Yes, for actions like a Registered Letter of Demand, once completed, you can download a certificate of delivery. You can either go to Workflow then click on the Completed accounts of the Registered Letter of Demand action, click on “view” next to the account and find a "Download Certificate" link there. You can also go into a specific debtor > actions > view. This certificate serves as official proof of the letter being sent.
What does it mean if an action has a "Failed" status? If an action shows a "Failed" status, it indicates that the system encountered an issue while attempting to process that specific action (e.g., invalid email address, SMS delivery failure). You would typically investigate the individual account or contact details to resolve the issue. Please ensure to look at all failed actions to update email addresses / phone numbers to ensure that the next follow-up action does not fail or you are not charged for a failed register letter of demand.