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==Create Workflow Connectors ==
All tasks must be connected to other tasks or to the start and complete before they will execute.
The connectors control when the next steps execute and control what the next steps are (based on defined conditions).
==Enable on Object == ===Enable Workflow on Company/User ===
Workflows must be enabled against an organization before workflows will run against the organization itself, its sub-branches and the users within the organization and its sub-branches.
If the current User has the Workflows - Attach Workflow to Company System Feature Permission enabled then they will see 2 drop-downs on an organization profile
The way the selected Company workflow will execute will depend on the Trigger Type:
The way the selected User workflow will execute will depend on the Trigger Type:
This feature enables a Workflow to trigger on a Company/User registration page. Example send an email to an employee every time a new prospect registers so sales can follow up with the prospect.
Company/User registration Workflows will override other new and modified status-based Workflows. We recommended Workflows triggered from Sign Up pages be On Demand.
Every sign-up page has an Attach Workflow drop-down menu where users can choose the Workflow they want triggered from the sign up page.
===Enable Status-Driven Workflow on UTA ===
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.
5. Click Save.
Note: upon creation of new Templates, the Workflow combo boxes default to "Yes." Change these values to "No" in the case that you would like to disable workflows for this template at Level 1 and/or Level 2 and 3.
===Enable Workflow on UTA Type===
Level 1/2/3 Types can be configured to trigger a unique workflow whenever a new item using this template type is added.
Go to configuration settings, choose the desired tab (level 1/2/3) click the types link, edit the desired type, click on the Template Page tab.
In the Workflow drop-down, select the appropriate workflow and then click Save.
Enable UTA Role / Company Assignment Workflow on UTA
If you wish to trigger a UTA Role Assignment Workflow or a UTA Company Assignment Workflow from a UTA level one record then you must configured the Level 1 Template settings.
Each Level One Type page has the following 2 options:
• UTA Role Assignment Workflow - use to define one or more UTA Role Assignment Workflows that are triggered by this type .
• UTA Company Assignment Workflow - use to define one or more UTA Company Assignment Workflows that are triggered by this type.
===Enable Workflow on File Upload field===
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 .
If the file upload Custom Field is located at Level 2 or Level 3, you can select Tracking Activities or Tracking Sub-Activities Workflow Types.
NOTE: The Workflow is only triggered when I file is uploaded, it is not triggered by file deletions.
===Enable Workflow on SmartFolder ===
To trigger a workflow when a file is uploaded into a SmartFolder navigate to the desired SmartFolder. Click the Folder Settings button (looks like a gear). For Workflows select the desired work flow (all workflows of the Type File will be displayed) and click save.
=Configuring – Advanced= ==Suppress Workflow Window ==
When a workflow step is executed the user is generally presented with a Workflow window where they can select a value that will be used to determine the next task to be performed.
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.
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 workflow is a Workflow that is not triggered against any particular object.
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.
==Task Type specific configuration ==
Each available task type represents a different type of action and has different configurations needs as a result. This section discusses the specific configuration needs for the different tasks types
===Task Type: Acknowledgement===
Acknowledgement - use this Task to send messages to users in SmartSimple.
Acknowledgement Tasks have the following settings:
• 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.
===Task Type: Activate/Deactivate User===
This type of Workflow task is used to set the access type for a user or to deactivate a user.
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 (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.
===Task Type: Change Status===
Change Status Workflow Task Types change the status of the object that triggered the workflow. There is no messaging on this task type.
Change Status Tasks have the following settings:
• 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.
===Task Type: Company Association===
You can use the Company Association Workflow Task Type to automatically add, remove or update one or more companies to a Level 1 record. They will be assigned to the record with the UTA category defined in the "Roles will be assigned" setting.
Company Association Tasks have the following settings:
• Roles will be Assigned - select the categories that you want the companies to be assigned with. To assign different companies with different categories, you will have to create more than one Company Association task.
===Task Type: Create Consumer/Provider Link===
Consumer/Provider Link Workflow Task Type creates Consumer/Provider relationships, and is only available to Level 1 and Level 2 workflows.
Consumer/Provider Tasks have the following settings, all of which control how the target record is linked to the record triggering the workflow:
• Connection Role - Select the Consumer UTA Connection role to be used for the connection
===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):
1. Auto-assignments
• Message Template: Body - Narrative body of the message.
===Task Type: Generate PDF File===
Auto generation of a PDF that can be:
• E-mailed to the person(s) designated in the workflow step.
===Task Type: Internet Communication – HTTP Post===
This workflow task type is used to pass a string of data to another web service via a workflow step.
HTTP Post have the following settings:
• Parameters - free text field to pass in parameters such as apitoken , alias id, etc. Can include username and password if not specified in the specific fields
• Response Store to Custom Field ID - field on system where response from HTTP post can be stored
===Task Type: People Association ===
You can use the People Association Workflow Task Type to automatically add one or more contacts to a Level 1 record. They will be assigned to the record with the UTA role defined in the "Roles will be assigned" setting.
People Association have the following settings:
In order to notify the contact(s) that they have been assigned you can create a subsequent Acknowledgement Workflow Task to e-mail all contacts with the UTA role you selected.
===Task Type: Request for Approval / Request for Comment===
Both of these Workflow Task Types prompt users to review the work of others, and keep track of outstanding reviews on the Workflow Requests page.
The settings for both of these Workflow Task Types match those used for the Acknowledgment task.
The system checks the connectors once the number of respondents on the task has been met, this behavior is not configurable. The first connector the system checks will be taken if the requirements are met. You must ensure the Workflow Task is sent to enough people to meet the minimum number of respondents required, if you do not send the task to enough recipients the task would never complete.
===Task Type: Select User for Next Task===
This task type used to allow the current user to pre-select the user that is responsible for the task that immediately follows this task type.
This is necessary for tasks that will trigger at a later date.
The settings for this Workflow Task Types match those used for the Acknowledgment task. The only difference if that the Request with the Routing options.
===Task Type: Signority Submission===
You can use the Signority Submission Workflow Task Type to automatically trigger the signority signing process via workflow.
Signority Submission Tasks have the following settings:
• Signority Field - drop-down which lists all signority enabled WPV fields for the entity the workflow is configured against.
===Task Type: Trigger Workflow===
You can use the Trigger Workflow tasks to trigger a different workflow.
Trigger Workflow Tasks have the following settings:
• If the workflow is to be triggered against a series of Level 2s attached to a Level 1 record, you could use List Syntax to define a list of activities meeting certain criteria against which the workflow should be triggered.
===Task Type: Update Company Category ===
Update User Role Workflow Task Types can add or remove categories from SmartSimple organizations.
This task type is only available for "Company" workflows.
• Categories - select the categories that should be added or removed from the organization's profile.
===Task Type: Update Custom Field Value===
The Update Custom Field Value workflow task type can be used to write values to custom fields on the object against which the Workflow is triggered.
These values can be hard-coded or they can use variables.
• Update To Value - This workflow task will use this value to update the field selected in the "Use Field" setting. Variables can be used in the "Update To Value" setting as well as hard-coded values.
===Task Type: Update Standard Field Value===
The Update Standard Field Value workflow type can be used to write values to standard fields on the object against which the Workflow is triggered.
Standard fields on the level 1, level 2, level 3, companies, contact and transaction can be updated using this method:
• Update To Value - accepts hard-coded values and variables. This workflow task will use this value to update the field selected in the "Use Field" setting.
Note: Some standard fields (such as Type) require the ID, not the type name in order to update correctly.
===Task Type: Update User Role===
Update User Role Workflow Task Types can add or remove roles from SmartSimple contacts.
This task type is only available for "User" workflows.
• Roles - select the roles that should be added or removed from the contact's profile.
===Task Type: Web Service – SOAP Message ===
The Web Service - SOAP Message Workflow Task allows you to post data to another system, outside of SmartSimple. The response returned by the external system can be stored into a custom field on the object against which the Workflow was triggered.
This Task type has the following settings: