=Configuration – Essentials=

The tasks available are dependent on the Workflow Type, so specify the desired type before adding tasks.

1. Click the Menu Icon and under the System Processes , click the Workflows link.

2. The Workflows page is displayed. This includes the following tabs:

3. Workflows – click this tab to see list of workflows. The list includes the name, description, workflow type, Trigger, System Call Identifier and date last updated. In the top right of the action bar is a Category drop down. The list of workflows displayed under the Workflows tab is dependent on the Workflow Category selected. Use the "All Workflows" option to see all workflows.

* Tasks – click this tab to see a list of tasks for all workflows.

4. Click the New Workflow button to see the New Workflow page.

[[Image:workflow2017_2.png|900px|border]]

5. Populate the Name field with a suitable a descriptive name for the workflow, and the Description field with a suitable narrative description for the workflow.

6. you attempt to connect the workflow to the object.

 

{| class="wikitable"

!|Workflow Type

!|Enabled On

!|Trigger

!|Termination

|-

||[[Recurring Workflow|Recurring]]

||N/A

||'''Activate''' button on Workflow

||'''Deactivate''' button on Workflow

|-

||Company

||Company or Branch

||New or Modified company or Branch

||N/A

|-

||User

||Company or Branch

||New or Modified user or contact

||N/A

|-

||File

||SmartFolder

||New or Modified file in [[SmartFolder]]

||N/A

|-

||Applicant Tracking

||Always Available

||Assignment Status

||Assignment Status

|-

||Applicant Assignment

||Always Available

||Assignment Status

||Assignment Status

|-

||Content Management

||Always Available

||New, Modified and On Demand

||N/A

|-

||Document Library

||Always Available

||New, Modified and On Demand

||N/A

|-

||Email Broadcast

||Always Available

||New, Modified and On Demand

||N/A

|-

||Job Costing

||Job in Job Tracking or Applicant Tracking

||New, Modified and On Demand

||N/A

|-

||Job Tracking

||Job in Job Tracking or Applicant Tracking

||Job Status

||Job Status

|-

||[[Sales Tracking]]

||Opportunity

||Opportunity Status

||Opportunity Status

|-

||Smart Folders

||N/A

||New, Modified and On Demand

||N/A

|-

||[[Web Forms]]

||Web Form

||New or Modified Web Form

||N/A

|-

| rowspan="2"|[[Universal Tracking Application]]<br /><span style="font-size: xx-small;">''Select the name of the relevant UTA''</span>

||UTA Template

||Level 1 Status

||Level 1 Status

||UTA Company Assignment

||UTA Template

||Company Assignment at Level 1

||N/A

7. Set the Trigger When option. This determines when a new instance of the workflow should be started. The options available, are determined by the Workflow Type (see Workflow Types table above). The available options include:.

 

* The New option will only trigger when a new object is created.

* The Modified option will trigger the workflow when an existing object is changed.

* The On Demand option will trigger the workflow when called by a System Call or a browser script.

* The Status Change option found on the Company and User Workflow Type, will expose the statuses for the relevant company/user. The workflow will trigger when the company/user status is changed and saved.

* The Trigger When option will expose different options depending on the Workflow Type:

** UTA specific statuses when Workflow Type is UTA specific (e.g. Universal Tracking Application, Tracking Activities, Tracking Sub-Activities). The workflow will trigger when UTA level 1, 2 or 3 is created or updated to the selected status.

** Roles for assigning users or companies to an object when Workflow Type is User / Org assignment specific (e.g. UTA Role Assignment, UTA Company Assignment). The workflow will trigger when user/company is added to the object with the selected role.

8. Set the Termination Trigger options if appropriate. This option is exposed for certain workflow types, including the UTA specific workflow types (see Workflow Types table above). If the entity changes to the status after the workflow has triggered, any Pending tasks are removed (not executed).

9. Click the Save button. The workflow is saved and the Workflow ID is now populated. The following options appear in the action bar near the top of the screen:

 

10. The following tabs are also now displayed:

 

* Task – click this tab to view workflow task and to edit tasks. Tasks are steps within the workflow.

* Pending Queue – click this tab to see a list of outstanding tasks for this workflow, you can delete tasks and reassign tasks to other contacts within the system.

Once you have created the workflow you can add tasks, each task automates and streamlines some action or step in your business processes.

The process for adding a task to a workflow is as follows:

2. Click the New task button in the action bar.

3. The Task details are displayed, with a Task Number initially set to 100 and increasing in increments of 100 for each subsequent workflow task.

 

 

 

 

The Task Types available will vary depending on the Workflow Type selected. The following matrix displays Workflow Task Types availability for Workflow Types.

 

{| border="1"

! colspan="17" scope="col"|Workflow Types

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! scope="row"|[[Workflow Task Type: PDF Merge|PDF Merge]]

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! scope="row"|[[Workflow Task Type: Web Service - HTTP Request|Web Service - HTTP Request]]

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5. Set the ''Name'' of the Task as appropriate.

 

6. Populate the Description field if required.

7. Click Save at the bottom of the page.

NOTE: There are a number of other settings specific to the Task Type selected. These are covered in the individual entries specific to each Task Type within the Configuring - Advanced section.

8. Click on the Back button to return to the Edit Workflow screen.

[[Image:workflow2017_4.png|1100px|border]]

9. The Task is listed, but without Connectors, the task will not be executed if the workflow is triggered.

The connectors control when the next steps execute and control what the next steps are (based on defined conditions).

 

 

 

 

 

 

* '''Trigger Date''' - use to define a trigger date. The connector triggers, when the date matches the selected date.

** '''End Date''' - The date in the End Date field of the record with which the workflow is associated.

* '''Delay(s)''' - user can specify any delays based on the trigger date:

** If the value -1 entered, and use selects the time frame of Day with no Trigger Time selected, then the task will trigger 24 hours before the defined Trigger Date.

* '''Condition''' - use to specify a logical condition that must be met before a connector triggers the next workflow task. Multiple connectors can be set up with mutually exclusive conditions to have branching logic on the workflow.

4. Complete as appropriate and click Save at the bottom of the screen.

6. Go back to the General tab and click Save once all connectors have been defined. When the page refreshes then the connectors should be displayed.

[[Image:workflow2017_7.png|1000px|border]]

If the recipients change between the time the workflow is initiated and the time it fires (based on the delay) the recipients will not be updated. To ensure recipients are evaluated at the time the workflow task fires, insert a blank task after the delay connector (i.e. an Acknowledgement workflow with no recipients), then flow into a new Workflow Task with the desired recipients.

Example scenario:

* A workflow is configured to wait 5 days and then mail all contacts attached to the Level 1 with role Reviewer.

* That workflow is triggered against a specific Level 1 record which has three contacts in the contacts section with the role Reviewer.

* After the workflow has been triggered, before the 5 days have gone by, two additional Reviewers are added to the contacts section, and one of the original three is removed.

* If the Acknowledgement task is attached directly after the connector with the delay then the original three contacts will receive the email, even though they are no longer current.

* '''Company Workflow''' - which lists all Workflows with a Workflow Type of Company. Only a single company workflow can be selected per Company

* '''User Workflow''' - which lists all Workflows with a Workflow Type of User. Only a single User workflow can be selected per Company

The way the selected Company workflow will execute will depend on the Trigger Type:

* If '''New''' is selected the Workflow will only be triggered when a new Company is created.

* If '''Modified''' is selected the Workflow will be triggered when a new Company is created, and when an existing Company is modified.

The way the selected User workflow will execute will depend on the Trigger Type:

An example use would be sending an email to an employee every time a new company registers so that they can verify the information entered for the company.

Status-driven workflows can be triggered from all levels of a UTA if Workflows have been enabled on the types . To enable workflows for a type do the following:

1. In your desired UTA, click configuration Settings. Click on the level 1 tab, Click on Types. A list of types is displayed.

2. Click the Edit button on the desired Type The template details are displayed.

[[Image:workflow2017_8.png|500px|border]]

 

 

5. Click Save.

Go to configuration settings, choose the desired tab (level 1/2/3) click the types link, edit the desired type and click on the Template Page tab.

Each Level One Type page has the following 2 options:

To trigger a workflow when a file is uploaded to a Link - Single File or Link - Multiple Files Custom Field scroll down to the File Options section. For Workflow on Upload select the desired workflow and save .

NOTE: The Workflow is only triggered when I file is uploaded, it is not triggered by file deletions.

===Enable Workflow on SmartFolder===

Click the Folder Settings button (looks like a gear).

==Suppress Workflow Window==

This feature is vital for workflows that require user interventions, but is not required for workflows that are used to simply send an instant message or email message to one or more users.

If the User has a pop-up stopper/blocker enabled within their browser, the Workflow Window will be suppressed and the Workflow will not trigger. You must ensure that users of workflows that prompt their

Workflow Window, have enabled pop-up window display for your instance of SmartSimple.

If you wish to suppress the display of this window you can change the workflow settings as follows:

1. Go to the menu icon and under System Process click Workflows.

2. Click the edit button on the desired Workflow.

3. For Workflow Window enable the Suppress option.

4. Click Save.

NOTE: If you do not require a user interventions in your workflows it is recommended that the Workflow window be suppressed to ensure workflows execute as you may have little control over user browser settings.

==Recurring Workflow==

A recurring workflows ability to use variables is limited, but recurring workflows are useful for tasks that recur at regular intervals, such as a weekly reminder e-mail.

When using a recurring workflow, the tasks must be connected in a loop, and there must be at least one connector with a delay. Otherwise, the workflow would endlessly loop.

If you wish to have a recurring workflow send an e-mail on a particular day or days of the month, you can use the following conditions:

 

* date_format(now(),"%d")="01" - Will be true only on the 1st of the month

* date_format(now(),"%d") in ("01","15") - Will be true on the 1st and 15th of the month.

 

 

 

 

 

 

 

This section discusses the specific configuration needs for the different tasks types

Acknowledgement Tasks have the following settings:

* '''Name''' - name for the task.

* '''Task Type''' - manually set to Acknowledgment

* '''Task Number''' - a system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location, but order or execution of tasks is determined by the Connectors.

* '''Description''' - optional description of the task.

* '''Expire After''' - intended duration of the workflow.

{{Template:WorkflowMessageTemplate}}

* '''Routing: Use Variable for Recipients''' - Allows recipients of the message to be selected using variables.

* '''Routing: Use UTA Role''' - When using roles to select recipients, the UTA Role can be used to determine recipients. Only appears if workflow is UTA specific.

* '''Routing: Role''' - Used to select recipients by role. This list includes all roles configured in the system, alongside the built-in roles that can be used in a workflow:

*** The Originator role is used to reference the name of the person that started the workflow. This could be the person that submitted an expense claim, added a file to a workflow or added a new employee. :*The Initiator role is used to reference the name of the person that initiated the current task in the workflow. This refers to the person that approved the current step of an expense claim, or reviewed a document loaded into a workflow enabled Smart Folder.

*** The Owner role is used to reference the user assigned as the Owner of the record.

*** The People role is used to reference the user assigned as the Person on the level one. This role is only available to Level One specific tasks.

*** The Assigned Users role is used to send messaging to users who are in the Assigned field of a Level Two activity. This role is only available for Level Two workflows.

Once the role has been selected the following recipient choices are available:

 

*  

*::* Let the current user select target user from this role – When the workflow is triggered, the user will be prompted to select recipients from the list of users currently in the role.

*::* All Users of this role – The message will be sent to all users in the selected role.

*::* Selectable list of users currently in the role – The message is sent to the specific users that are selected.

* '''Routing: Selected Users''' - details of the users configured as Recipients in the Role section

* '''Routing Options''' - Specifies the types of options available to process this workflow step. In many instances, the default options can be used, such as Approved, Rejected or Revise. But additional and alternate sets of options can be created to reflect more complex business processes.

No message accompanies this workflow task. If you wish to notify users of a change in access type, for example to notify activated users of their password, you can configure an Acknowledgement type workflow task to follow this step in the workflow.

Activate/Deactivate User Tasks have the following settings:

* '''Name''' - Narrative name for the task.

* '''Task Type''' - manually set to Activate / Deactivate User.

* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.

* '''Description''' - Detailed description of the task (optional).

* '''Expire After''' - Intended duration of the workflow.

* '''Option''' - Sets the access type for the user against which the workflow is triggered. Options are:

* '''Activate (Administrative or Portal Interface)''' - Provides access to the system to the extent permitted through the user's membership of specific roles.

* '''Activate (User Centric or Applicant Interface)''' – Only provides access through the User Centric Interface and Applicant Tracking “career sites”.

* '''Activate (Web Service Client Access)''' - Account type used to access data in a SmartSimple instance via an API (Application Programming Interface). Does not give access to SmartSimple interface directly.

* '''Deactivate (No Access)''' – User cannot log into the system.

Change Status Tasks have the following settings:

* '''Name''' - Narrative name for the task.

* '''Task Type''' - manually set to Change Status

* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.

* '''Description''' - Detailed description of the task (optional).

* '''Expire After''' - Intended duration of the workflow.

* '''Change Status To''' - lists statuses from the selected UTA level. This workflow task will change the status of the object that triggered the workflow to the selected status.

Company Association Tasks have the following settings:

Consumer/Provider Tasks have the following settings, all of which control how the target record is linked to the record triggering the workflow:

* '''Task Type''' - manually set to Create Consumer/Provider Link

* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.

* '''Description''' - Detailed description of the task (optional).

* '''Expire After''' - Intended duration of the workflow.

===Task Type: Create New Activity===

You can use the Create New Activity Workflow Task Type to automatically create and attach one or more Level 2 records to a Level 1 record. This workflow can be driven by a Status change on the Level 1 record. The workflow will also trigger (in this sequence):

3. Level 2 Workflows

* '''Activity Scheduling Options''' - drop-down with 3 options (Disable, Schedule by Date and Amount, Schedule by Number of Activities) that can be used to create multiple instances of the Activity.

: If '''Schedule by Date and Amount''' option is selected then following settings are exposed.

::* '''Start Date''': Level 1 field used to set the start date of the activity scheduling period

::* '''End Date''': Level 1 field used to set the end date of the activity scheduling period

::* '''Schedule Every''': frequency of scheduling

::* '''Total Amount''': Level 1 field used for the Total Amount to be distributed. The amount specified will be split evenly between each Level 2. If 'N/A' is selected, the Level 2s will be created without an amount.

::* '''Activity Date''': Level 2 field used to set the date to be assigned to each record based on the scheduling options."

::* '''Activity Amount''': Level 2 field used to store the calculated amount for each record. If 'N/A' is selected, the Level 2s will be created without an amount.

::* '''Activity Index''': Level 2 field used to store the index number of each record. If 'N/A' is selected, the Level 2s will be created without an index number."