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Workflow Rule: ChargentOrders Transaction - PAC Auto-Renewal Error Notifications

Last Updated: 2025-07-17 Source Code: ChargentOrders__Transaction__c.workflow-meta.xml

API Name: ChargentOrders__Transaction__c Status: Active Type: Custom Primary Function: Error notification system for failed PAC auto-renewal transactions

⚠️ Technology Note: This workflow uses legacy Workflow Rules. For new automation, use Flows. This documentation is for maintenance of existing automation.

Business Purpose

The ChargentOrders Transaction workflow provides critical error handling for Political Action Committee (PAC) auto-renewal payment failures by immediately notifying transaction owners when automatic renewal payments fail to process. This ensures prompt attention to compliance-critical PAC contribution issues and maintains regulatory compliance for political contributions.

Workflow Configuration

Trigger Settings

  • Object: ChargentOrders__Transaction__c (Custom object from Chargent Orders managed package)
  • Evaluation Criteria: [To be documented from workflow-meta.xml]
  • Specific evaluation criteria not documented in original file
  • Likely evaluates on transaction creation or status updates when PAC auto-renewal transactions fail

Rule Criteria

When to Execute: The workflow triggers when PAC auto-renewal transactions encounter processing errors or failures.

Formula/Criteria: 

[Specific criteria formulas to be documented from workflow-meta.xml]
- Likely includes conditions checking for:
  - Transaction Type = PAC Auto-Renewal
  - Transaction Status = Failed/Error
  - Payment processing result indicates failure

Workflow Actions

Immediate Actions

The workflow sends immediate notifications when PAC auto-renewal transaction failures are detected.

Email Alert - PAC Auto-Renewal Failure Notification

  • Type: Email Alert
  • Description: Sends immediate notification to transaction record owner when a PAC auto-renewal payment fails to process
  • Business Impact: Ensures rapid response to payment issues that could affect political contribution compliance and regulatory requirements

Time-Based Actions

No time-based actions are currently configured for this workflow.

Business Rules & Logic

Failure Detection and Notification Process:

  1. Transaction Monitoring:
  2. Workflow monitors ChargentOrders__Transaction__c records for PAC auto-renewal transactions
  3. Specifically watches for transaction processing failures

  4. Focuses exclusively on Political Action Committee contribution renewals

  5. Immediate Owner Notification:

  6. When a PAC auto-renewal transaction fails, the transaction record owner receives an immediate alert
  7. Owner-based notification ensures direct accountability for resolution

  8. Alert includes transaction details and failure information

  9. PAC Compliance Focus:

  10. PAC contributions are subject to strict regulatory oversight
  11. Failed renewals could impact compliance reporting and donor relations

  12. Immediate notification enables quick resolution to maintain compliance

  13. Error Handling:

  14. Provides systematic notification without requiring manual monitoring
  15. Ensures no PAC renewal failures go unnoticed
  16. Supports finance team in maintaining payment processing oversight

Action Details

Email Alerts

PAC Auto-Renewal Failure Notification

  • Alert Name: [To be documented from workflow-meta.xml]
  • Recipients: Transaction Record Owner
  • Template: AANP_Email_Templates/AANP_Auto_renewing_PAC_contribution_has_failed_to_process
  • Purpose: Immediate alert to transaction owner for failed PAC auto-renewal requiring intervention

Field Updates

No field updates are configured for this workflow.

Task Creation

No task creation actions are configured for this workflow.

Outbound Messages

No outbound messages are configured for this workflow.

Dependencies

Email Components

  • Email Templates:
  • AANP_Email_Templates/AANP_Auto_renewing_PAC_contribution_has_failed_to_process
  • Email Alerts: Alert definition for PAC auto-renewal failures
  • Org-Wide Email Address: [To be documented - likely project.aanp@integrate2cloud.com]

Salesforce Objects

  • ChargentOrders__Transaction__c: Custom object from Chargent Orders managed package
  • Fields referenced: Transaction status, type, amount, related contact/account
  • OwnerId (for notification routing)
  • Transaction result/error information

Integration Systems

  • Chargent Orders Package: Managed package providing payment processing functionality
  • PAC Management System: Political Action Committee contribution tracking

User/Queue Dependencies

  • Transaction record owners must have valid email addresses
  • Finance/compliance team members must be assigned as transaction owners

Integration Points

  • Chargent Payment Processing: Interfaces with Chargent Orders payment processing system
  • PAC Compliance System: Supports Political Action Committee contribution management and reporting
  • User Notification System: Leverages Salesforce email notification framework
  • Auto-Renewal Processing: Part of broader automated renewal workflow for PAC contributions
  • Finance Operations: Integrates with finance team processes for payment issue resolution

User Impact

  • Finance Teams: Receive immediate alerts for failed PAC renewals requiring manual intervention, enabling quick resolution of payment issues
  • Compliance Officers: Stay informed about PAC contribution processing issues that could affect regulatory reporting
  • Transaction Owners: Get direct notification of failures requiring their attention, ensuring accountability
  • Management: Ensures no PAC renewal failures go unnoticed or unaddressed, protecting organizational compliance

Migration to Flow Considerations

Complexity to Migrate: Low-Medium

Recommended Approach: Migrate to Record-Triggered Flow on ChargentOrders__Transaction__c object: - Use Record-Triggered Flow with trigger on "A record is created or updated" - Add condition to check for PAC auto-renewal transaction type and failure status - Use Send Email action to notify transaction owner - Consider adding additional error classification logic - Flow provides better debugging for payment processing issues

Key Considerations: - Ensure proper handling of Chargent package fields in Flow - Test thoroughly with various failure scenarios (declined card, expired card, system error) - Consider adding enhanced error categorization - May want to add escalation logic if owner doesn't respond - Flow could integrate with retry mechanisms

Business Value of Migration: - Better visibility into payment failure patterns through Flow analytics - Enhanced error handling with more sophisticated retry logic - Ability to add escalation workflows if issues aren't resolved - Could add customer notification in addition to internal notification - Better integration with case management for tracking resolution - Potential to add automatic retry logic for certain failure types - Enhanced reporting on PAC renewal failure rates and resolution times

⚠️ Pre-Go-Live Concerns

CRITICAL - Fix Before Go-Live

  • PAC Compliance Risk: Payment failures must be addressed immediately to maintain PAC contribution compliance and regulatory reporting
  • Template Validation: Verify AANP_Auto_renewing_PAC_contribution_has_failed_to_process template exists and contains appropriate, actionable messaging
  • Missing Workflow Rules: Original documentation notes only email alert defined without associated workflow rules to trigger the notification - verify complete workflow configuration
  • Transaction Owner Assignment: Ensure transaction records have proper owner assignment to receive notifications
  • Chargent Package Dependencies: Verify Chargent Orders package is properly installed and configured in target environment

HIGH - Address Soon After Go-Live

  • Error Classification: No distinction between different types of transaction failures (declined card, expired card, insufficient funds, system error)
  • Escalation Process: No automatic escalation if transaction owner doesn't respond to initial failure notification within defined timeframe
  • Retry Logic Integration: Workflow doesn't integrate with any automated retry mechanisms - manual intervention required for all failures
  • Customer Communication: Only internal notification - customers may not be aware of failed renewals, leading to surprise lapses in coverage
  • Failure Pattern Analysis: No tracking mechanism for recurring failures or systemic issues

MEDIUM - Future Enhancement

  • Migration to Flow: Consider converting to Flow for better maintainability and enhanced error handling (see Migration section above)
  • Failure Analytics: Add tracking of failure patterns, rates, and resolution times for reporting and process improvement
  • Enhanced Notifications: Consider different notification templates for different failure types
  • Integration Monitoring: Add alerts for broader Chargent system issues that might cause multiple failures
  • Case Integration: Automatically create cases for failed transactions to track resolution
  • Retry Automation: Implement automated retry logic for transient failures (temporary network issues, etc.)

LOW - Monitor

  • Email Volume: Monitor notification frequency to identify systemic payment processing issues
  • Response Times: Track how quickly transaction owners respond to failure notifications and resolve issues
  • Template Content: Ensure error messages remain helpful, actionable, and provide clear next steps
  • Failure Resolution Rates: Monitor percentage of failures successfully resolved vs. permanent failures
  • Customer Impact: Track customer complaints related to failed renewals

Maintenance Notes

Complexity: Low-Medium Recommended Review Schedule: Monthly during PAC compliance reviews and payment processing updates

Key Maintainer Notes: - ⚠️ Legacy Technology: Workflow Rules are no longer recommended for new automation - Compliance Critical: This workflow supports regulatory compliance for PAC contributions - changes require careful review - Consider migrating to Flow when adding enhanced error handling or retry logic - Changes to Chargent package may require workflow updates - Coordinate with compliance team before modifying notification logic - Monitor for Chargent package updates that might affect field references

Testing Considerations: - Test with various transaction failure scenarios in sandbox environment - Verify email delivery to transaction owners - Test with different failure types (card declined, expired, system error, etc.) - Validate template renders correctly with transaction data - Test with PAC-specific transaction records - Verify workflow doesn't trigger on non-PAC transactions - Confirm notifications reach correct transaction owners - Test in conjunction with Chargent payment processing configuration

Business Owner

Finance/PAC Compliance Team