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In this article you will add the step to the [[Workflow|workflow]] and connect that step to the '''start''' and '''complete'''.
The '''Task List''' is displayed.
[[Image:Ark6.png]]
Note the '''Start''' and '''Complete''' entries, plus the connector for the start step.
1. Click the '''New task''' button.
[[Image:Ark7.png]]
The '''Task''' details are displayed.
[[Image:Ark8.jpg]]
Depending on the task type selected, [[Workflow|workflow]] tasks have the following properties:
* '''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|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|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|workflow]].
* '''From Address''' - Email address sent from.
* '''CC Email Address''' - CC recipients address.
* '''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|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.
* '''Attachment File IDs''' - Attach additional default files when triggered from a [[Smart Folder]].
* '''Role''' - Specific [[Role|role]] required to complete this task. The list of [[User|users]] associated with this [[Role|role]] will be displayed to the initiator, before this task is commenced.
* '''Selected Users''' - If required, specific [[User|users]] can be selected to complete this task. This technique restricts the number of [[User|users]] that the initiator can select.
* '''Routing Options''' - Specifies the types of options available to process this [[Workflow|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|workflow]].
2. Set the '''Name''' to '''New Contact Alert'''.
3. Set the '''Description''' to '''Send a message to Sales when a new contact is added'''.
==Setting the Task Type==
The '''task type''' determines how the task should be processed.
* '''Acknowledgment''' tasks simply generate a message to appropriate [[User|users]].
* '''Request for Approval''' tasks generate action requirements that need an approval. These will be displayed in the '''Workflow Request''' area.
* '''Request for Comment''' tasks generate comment requirements. These will be displayed in the '''Workflow Request''' area.
* '''Change Status''' tasks changes the status of the object that triggered the [[Workflow|workflow]]. There is no messaging on this task type.
* '''Move Object''' type tasks can be used for files, companies, and people. This task type is used to move files from one [[Smart Folder]] to another or move a company under another company or move people to another company.
* '''Create New Activity''' tasks can be used in [[Sales Tracking]] and [[UTA]] Activities [[Workflow|workflows]] to create new activities.
* '''Pick Action User for Next Task''' type tasks are used to pre-select the [[User|user]] that is responsible for a task that immediately follows this task type. This is necessary for tasks that will trigger at a later date.
* '''Update Custom Field Value''' type tasks are used to update a [[Custom Fields|custom field]] to an entered value. This task type is only available for [[UTA]] [[Workflow|workflows]].
1. Set the '''Task Type''' to '''Acknowledgment'''.
[[Category:System Management]][[Category:Workflows]][[Category:Applications]]
The '''Task List''' is displayed.
[[Image:Ark6.png]]
Note the '''Start''' and '''Complete''' entries, plus the connector for the start step.
1. Click the '''New task''' button.
[[Image:Ark7.png]]
The '''Task''' details are displayed.
[[Image:Ark8.jpg]]
Depending on the task type selected, [[Workflow|workflow]] tasks have the following properties:
* '''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|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|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|workflow]].
* '''From Address''' - Email address sent from.
* '''CC Email Address''' - CC recipients address.
* '''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|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.
* '''Attachment File IDs''' - Attach additional default files when triggered from a [[Smart Folder]].
* '''Role''' - Specific [[Role|role]] required to complete this task. The list of [[User|users]] associated with this [[Role|role]] will be displayed to the initiator, before this task is commenced.
* '''Selected Users''' - If required, specific [[User|users]] can be selected to complete this task. This technique restricts the number of [[User|users]] that the initiator can select.
* '''Routing Options''' - Specifies the types of options available to process this [[Workflow|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|workflow]].
2. Set the '''Name''' to '''New Contact Alert'''.
3. Set the '''Description''' to '''Send a message to Sales when a new contact is added'''.
==Setting the Task Type==
The '''task type''' determines how the task should be processed.
* '''Acknowledgment''' tasks simply generate a message to appropriate [[User|users]].
* '''Request for Approval''' tasks generate action requirements that need an approval. These will be displayed in the '''Workflow Request''' area.
* '''Request for Comment''' tasks generate comment requirements. These will be displayed in the '''Workflow Request''' area.
* '''Change Status''' tasks changes the status of the object that triggered the [[Workflow|workflow]]. There is no messaging on this task type.
* '''Move Object''' type tasks can be used for files, companies, and people. This task type is used to move files from one [[Smart Folder]] to another or move a company under another company or move people to another company.
* '''Create New Activity''' tasks can be used in [[Sales Tracking]] and [[UTA]] Activities [[Workflow|workflows]] to create new activities.
* '''Pick Action User for Next Task''' type tasks are used to pre-select the [[User|user]] that is responsible for a task that immediately follows this task type. This is necessary for tasks that will trigger at a later date.
* '''Update Custom Field Value''' type tasks are used to update a [[Custom Fields|custom field]] to an entered value. This task type is only available for [[UTA]] [[Workflow|workflows]].
1. Set the '''Task Type''' to '''Acknowledgment'''.
[[Category:System Management]][[Category:Workflows]][[Category:Applications]]