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Workflow for Payment Cloud: Workflow Type - "Collect Fees"

 Overview

In Collexo, workflows are essential for efficiently managing applicant data and fee collections through automation. Workflow automation uses condition-based logic to trigger a series of tasks that run automatically, without manual intervention.

These workflows allow flexible handling of fees across different student groups—such as those from various streams, categories, and grades—by creating specific workflows tailored to each group. This eliminates the need to configure individual payment processes for every student, enhancing efficiency.

For example, you can create a workflow that applies a fee only to BTech 1st-year males in the General category. This capability makes managing complex fee structures easier by utilizing multiple customized workflows.

Currently, Collexo has two types of workflow: one is for “Collect Fees” and the other one is for “Discount & Concessions”.

Navigation:

Menu > Fee Setup > Manage Workflow >Workflow Type >Add Workflow

 



 

How to Create a Workflow? 

To create a workflow, you'll need to provide the following details:

  • Workflow Title: A descriptive title for the Workflow.
  • Workflow Type: Specify whether the Workflow is a Collect Fees or Discount/Concession.
  • Workflow For (only applicable for workflow type- Collect Fees): 
    • Choose between Collexo, Connected App (such as Meritto or Uniapply), or Connect App.
    • Connect App: Clicking on "Connect App" will lead you to Account Settings->Integration. Here, all the apps that are integrated with Collexo for payments via API will be displayed. By entering the client code, the app will be connected. Connected apps will be displayed in the Add workflow-> workflow for the field.
  • Fee Type (only applicable for workflow type- Collect Fees): Select the Fee Type as either One-time or Repeat. This field is entity-based, meaning it is specific to each entity.
  • Status: Toggle to enable or disable the field.






 

When you click the "Save & Continue" button, a workflow is immediately created, and you are redirected to the Workflow Condition page of that specific workflow. This page provides an overview and configuration options to ensure the workflow functions according to your requirements.

 

Workflow Condition Page 

The Workflow Condition page provides a summary of the workflow, including:

  • Workflow Title: The name of the workflow.
  • Goal: The intended purpose of the workflow.
  • Workflow For: The target audience or criteria for the workflow.
  • Status: The current status of the workflow.
  • Edit Feature: Allows you to make modifications to the workflow.
  • Add New Condition (CTA): Enables you to add conditions to the workflow.

 

 

What condition(s) should trigger workflow actions? (Condition Block)

Conditions define the scenarios that will trigger workflow actions. They can be categorized as:

  • "Meet all criteria": This is an “And” Condition
    • This type requires all specified conditions to be met for the workflow to proceed.
    • Example: In a workflow, there are two conditions—1. Category equals ST/SC, and 2. Stream equals Mechanical. For a student to be eligible for this fee, they must fulfill both conditions
    • i.e., be in the ST/SC category and stream equal to Mechanical.
  • "Meet any of the criteria": This is an “Or” Condition
    • This type requires any one of the specified conditions to be met for the workflow to proceed.
    • Example: In the same workflow, students are eligible if they meet either of the conditions
    • i.e., they can either be in the ST/SC category or from the Mechanical stream.

To create conditions, follow these three steps:

  1. Select Field: Choose the field to base the condition on. This dropdown will include:
    • Custom Fields (only dropdown type)->Manage fields  
    • All fee connect along with their respective IDs.

 

  1. Select Operator: Specify the relationship between the field and value. Options include:
    • Equals to
    • Not equals to
    • Greater than
    • Less than
    • Greater than or equal to
    • Less than or equal to

 

 

  1. Select Value: Choose the value that the condition will evaluate against. The choices are based on the selected field:
    • For manage fields, the values will be “the choices” created for that specific field in the manage field section.
    • For fee connects, the values will be "Paid" or "Unpaid." This condition is only valid if the complete payment for that fee connect is paid; partial payments will not meet the condition.

You can add multiple conditions under one workflow to enhance the flexibility and granularity of the workflow configuration.

 

 

What action(s) should be performed? (Action Block)

After defining the conditions, you need to specify the actions that should be taken when those conditions are met. Currently, Collexo offers five Fee Types:

  1. Fixed Amount
  2. Applicant Input Amount
  3. Zero Amount
  4. Applicant Wise Uploaded Amount
  5. Bundled Fee Amount

that dictate how fees are Collected from applicants/students. Please Select anyone “Collect Fee Type” from the dropdown.

 

 

Types of Fees

  1. Fixed Amount: This will allow you to configure the fixed amount corresponding to the defined fee heads. The entered fixed amount will be showcased on the checkout page and the applicants have to pay the same amount. For more details, refer to this article.

 

 

  1. Applicant Input Amount: This will allow you to add an input field at the checkout page which allows applicants to enter the amount they wish to pay. For more details, refer to this article.



  1. Zero Amount: This will allow you to configure zero amount, & the same will be shown on the checkout page. The applicant needs to hit the submit button to get the record captured in the backend. If “Collect Fee Type” is selected as Zero Amount, you need not to define any extra field. For more details, refer to this article.

 



  1. Applicant-Wise Uploaded Amount: This will allow you to configure the amount corresponding to the applicants added to applicant records. The applicants will pay according to the amount added against his/her record. For more details, refer to this article.

 

  1. Bundled Fee Amount: This feature allows you to group multiple product offerings into one or more packages and set specific conditions for each group. Applicants can then choose from various offerings within these groups and pay based on their selections.

For instance, an edtech platform offering different learning packages—such as online lectures, offline lectures, recorded sessions, mock tests, and mock interviews—can use the bundled fee feature to enable applicants to customize their learning experience. Applicants can pick and combine different offerings from the available packages, and the total amount will be calculated based on their chosen selections. This provides flexibility, allowing users to pay only for what they choose. For more details, refer to this article.

 



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