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Template:Adding a Workflow Task

Revision as of 09:42, 26 June 2014 by Ciaran Donnelly (talk | contribs) (→‎Connecting Tasks)

Revision as of 09:42, 26 June 2014 by Ciaran Donnelly (talk | contribs) (→‎Connecting Tasks)


In this article you will add the step to the workflow and connect that step to the start and complete.

The Task List is displayed.

WFTask7.png

Note the Start and Complete entries, plus the connector for the start step.

1. Click the New task button.

WFTask8.png

The Task details are displayed, with a Task Number initially set to 10 and increasing in increments of 10 for each subsequent workflow task.

WFTask9.png

The first thing to do is to select the Task Type. The list of available Task Types is controlled by the workflow type.

WFTask10.png

The type selected will then control the properties available within the task. The possible options are:

  • Name - Narrative name for the task.
  • Task Type - Acknowledge, process, complete, and move type tasks. See below.
  • 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.
  • Expire After - Intended duration of the workflow.
  • Respondents - The minimum number of respondents that are required to trigger the processing of this step.
  • Move To - Provides the ability to move objects (files, companies or people) to another location at the end of the step.
  • Activity Properties - Days Delay, Activity Type, Activity Status, Reminder Type, Reminder Days
  • Message Type - Type of message – e-mail, instant message, both, or none required with this task. E-mail and instant messages can be created using variables that will create custom messages specific to instances of the workflow.
  • From Address - Email address sent from. This field accepts variables, so you can either hard-code a value (i.e. donotreply@mycompany.com) or use variable syntax (i.e. on a Level 1 Workflow: @owner.email@)
  • CC Email Address - CC recipients address. (Separate multiple addresses with commas)
  • Message Subject - Narrative subject line of the message.
  • Message Body - Narrative body of the message.
  • Attach Object - Attaches the details of the object to the message. In the case of a SmartSimple object, such as a company, person, or application, the textual details of the object will be added. If the object is a file, then the file will be attached to an e-mail message, but not an instant message.
  • Save As Event - will create an e-mail activity against each recipient in the To field, including the e-mail contents.
  • Attachment File IDs - Attach additional default files when triggered from a Smart Folder.
  • Role - Specific role required to complete this task. The list of users associated with this role will be displayed to the initiator, before this task is commenced.
  • Selected Users - If required, specific users can be selected to complete this task. This technique restricts the number of users that the initiator can select.
  • 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.
  • Use UTA Role - Check this box if you would like to use this role with a UTA triggered workflow.


2. Set the Name of the Task as appropriate.

3. Populate the Description field if required.

4. Click Save at the bottom of the page.

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

6. The Task will be listed but there will be no Connectors, so the task will not be executed if the workflow was triggered.

WFTask11.png



In this article you will add the step to the workflow and connect that step to the start and complete.

The Task List is displayed.

WFTask7.png

Note the Start and Complete entries, plus the connector for the start step.

1. Click the New task button.

WFTask8.png

The Task details are displayed, with a Task Number initially set to 10 and increasing in increments of 10 for each subsequent workflow task.

WFTask9.png

The first thing to do is to select the Task Type. The list of available Task Types is controlled by the workflow type.

WFTask10.png

The type selected will then control the properties available within the task. The possible options are:

  • Name - Narrative name for the task.
  • Task Type - Acknowledge, process, complete, and move type tasks. See below.
  • 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.
  • Expire After - Intended duration of the workflow.
  • Respondents - The minimum number of respondents that are required to trigger the processing of this step.
  • Move To - Provides the ability to move objects (files, companies or people) to another location at the end of the step.
  • Activity Properties - Days Delay, Activity Type, Activity Status, Reminder Type, Reminder Days
  • Message Type - Type of message – e-mail, instant message, both, or none required with this task. E-mail and instant messages can be created using variables that will create custom messages specific to instances of the workflow.
  • From Address - Email address sent from. This field accepts variables, so you can either hard-code a value (i.e. donotreply@mycompany.com) or use variable syntax (i.e. on a Level 1 Workflow: @owner.email@)
  • CC Email Address - CC recipients address. (Separate multiple addresses with commas)
  • Message Subject - Narrative subject line of the message.
  • Message Body - Narrative body of the message.
  • Attach Object - Attaches the details of the object to the message. In the case of a SmartSimple object, such as a company, person, or application, the textual details of the object will be added. If the object is a file, then the file will be attached to an e-mail message, but not an instant message.
  • Save As Event - will create an e-mail activity against each recipient in the To field, including the e-mail contents.
  • Attachment File IDs - Attach additional default files when triggered from a Smart Folder.
  • Role - Specific role required to complete this task. The list of users associated with this role will be displayed to the initiator, before this task is commenced.
  • Selected Users - If required, specific users can be selected to complete this task. This technique restricts the number of users that the initiator can select.
  • 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.
  • Use UTA Role - Check this box if you would like to use this role with a UTA triggered workflow.


2. Set the Name of the Task as appropriate.

3. Populate the Description field if required.

4. Click Save at the bottom of the page.

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

6. The Task will be listed but there will be no Connectors, so the task will not be executed if the workflow was triggered.

WFTask11.png

Connecting Tasks

The task is a steps that must be executed when the workflow is triggered. However, all tasks must first be connected to other tasks or to the start and complete before they will be executed.

1. Click on the New option in the row preceding the task you wish to connect. In the example below the preceding task may be the Start option, but it could also be a preceeding Task. 

WFTask12.png

2. The New Connector screen launches with number of options. 

WFTask13.png
  • Name: Free text field to enter a descriptive name for the connectro
  • Trigger Type: drop-down with Default or Expired options
  • Connect To: drop-down allowing you to select what you want to connect to. All tasks within the workflow will be listed. along side the Start and Complete options. Also, there will be a list of other workflows in the system.
  • Trigger Date: drop-down allowing user to specify whether the task should be triggered on the day it was called, or based on a date field within the entity (i.e. level one, contact, etc.) that the workflow was triggered from.
  • Delay(s): user can specify any delays based on the trigger date.
    • If the value 1 was entered here then the task would be triggered one day after the defined Trigger Date.
    • If the value -1 was entered here then the task would be triggered one day before the defined Trigger Date.
    • If the value 0 was entered here then the task would be triggered on the defined Trigger Date.
  • Business Day Only: If this is checked then the triggering based on dates and delays will take into account the normal working week, and statutory holidays
  • Holiday Calendar Used: drop-down list to allow users to select their own calendars. Primarily used when the normal Business Day Only option is insufficient
  • Required Respondents: If there is an action required then you can specify how many people must complete this action before the workflow moves on to the next task.
  • Condition: field to define conditions under which the connector will bypass the proceeding task The field allows the use of variables.

3. Complete as appropriate and click Save sat the bottom of the screen.

4. Now click on the New option in the row for the task you wish to connect and try and connect to a proceeding task, the Complete option or to another workflow entirely. Click Save when finished.

5. Click Save at the bottom of the Edit Workflow screen once all connectors have been defined. When the page refreshes then the connectors should be displayed. 

WFTask14.png
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Last modified on 15 June 2016, at 09:02