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** If the value 1 is entered, and use selects the time frame of Day with no Trigger Time selected, then the task will trigger 24 hours after the defined Trigger Date.
:* '''Days Delay''' - Number in days of delay before creation of new activity. If left blank, the new activity will be created immediately.::* '''Create for Users in UTA Role''' - select the UTA Role of the users that the Peer Activity should be created against.::* '''Activity Type''' - This is where you specify which Level 2 Type you wish to create. If you select the Custom Field option then a Custom Field ID field is exposed.::* '''Custom Field ID''' - The Create New Activity workflow can be driven by a Custom Field. For example, you could have check boxes at Level 1 corresponding to various Level 2 Types. Selecting each check box would create and attach the relevant Level 2 activity type. You must first create a Custom Field on the Level 1 record which stores the typeid(s) of the Level 2 Types to be created. To create multiple Level 2 records use one of the Select many field types (e.g. Select Many – Check Boxes, Select Many – Scrolling Check Box, Select Many – List Box) and to create a single Level 2 record use the Select One – Combo Box.::* '''Activity Status''' - Allows you to define the Status for the newly created Level 2 record(s). Note: If that Level 2 Status has a workflow attached to it the workflow will be triggered at the point of creation of the Level 2 record.::* '''Reminder Type''' - You can select whether a Quick Message or reminder email will be sent out to the Owner or contacts attached to the record, or any combination of the above.::* '''Reminder Days''' - Sets delay for reminder message being sent.
* *:: <span style="font-size: small;"><![CDATA[ '''''CONTENTS''''' ]]></span>*
This Task type has the following settings:====RESTful Web Service Request using GET Method====POST method is used to send data to a RESTful web service.
** '''Name''' - Narrative name for the task[[File:RESTful_GET.** '''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).** '''Translate to''' - set which language or languages to translate to for the custom fields that have enabled translationIf a record has translation enabled and a stored field translation exist, there will be a "Show Translation Values" in the Options menuPNG|500px]]
When shown, GET RESTful Web Service Request have the translated field values will appear directly underneath the existing field value.following settings:
If more than one translated language exist, there :* '''Endpoint''' - resource of the web service:* '''Request Header''' - additional instructions sent with the request. These might define the type of response required or the authorization details.:* '''Store Response To Field''' - [[Custom_Fields|Custom field]] where the response will be a language drop down appearing at stored.:* '''Store Response to SmartFolder''' - [[SmartFolders|SmartFolder ID]] where the top of the recordresponse file will be stored.
The steps to export a workflow task or set of workflow tasks are as follows[[File:RESTful_POST.PNG|500px]]
[[ImagePOST RESTful Web Service Request have the following settings:ExportWorkflow2017.png|1000px|border]]
1. Go to ====Credentials of the relevant RESTful Web Service Request====<!--89397 - Workflow, click on Task Type: Web Service - RESTful Request -->Credentials of the web service can be added in the Tasks tab and select Request Header in the checkbox next format: Authorization=Basic [base64 encoded credentials].<br/>A third party software can be used to convert the username/password to a base64 encoded credentials.<br/>Note that all equal signs within the base64 credentials should be replaced with %3D.<br/>Example:<br/>FROM: Authorization=Basic c3NcUyVzZXI6SzhAtHVuY2g<span style="color: #ff0000;">'''='''</span><br/>TO: Authorization=Basic c3NcUyVzZXI6SzhAtHVuY2g<span style="color: #ff0000;">'''%3D'''</span>====Parsing JSON response====<!--67458 - Add GET/POST REST services workflow task(s) tasks that you wish are compatible with JSON-->Variable syntax is available to exportparse and retrieve values from JSON format data.<br/>''Sample 1''<pre>FIELD_NAME: {"firstname":"John"}variable syntax: @json.FIELD_NAME.firstname@ result: John</pre>''Sample 2''
2<pre>FIELD_NAME: {"primarycontact":{"firstname":"Thomas"}}variable syntax: @json. Click on the Export buttonFIELD_NAME.primarycontact.firstname@ result: Thomas</pre>''Sample 3''
3<pre>FIELD_NAME: {"users":[{"firstname":"Marie"},{"firstname":"Eve"}]}variable syntax: @json. A pop-up window will appearFIELD_NAME.users.[# ~firstname~, containing the details of the tasks you have selected in XML format. Select all of the text in the pop-up window and save it to a text editing program#]@result: Marie, such as Notepad.Eve</pre>
Note that, if multiple tasks are selected, they will be delimited ===Task Type: Translate Field Value===The Translate Field Value Workflow Task allows you to perform automatic translation of records and field values in the XML text block with the tagsystem. It will only apply to those custom fields that have [[Enable_Translation_Service|enabled translation services]].
The steps ** '''Name''' - Narrative name for the task.** '''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.** '''importDescription''' a workflow - Detailed description of the task (optional).** '''Translate to''' - set which language or set of workflow tasks are as follows:languages to translate to for the custom fields that have enabled translationIf a record has translation enabled and a stored field translation exist, there will be a "Show Translation Values" in the Options menu
1. Go to the relevant WorkflowWhen shown, click on the Tasks tab, then click on translated field values will appear directly underneath the Import buttonexisting field value.
2. A blank pop-up window If more than one translated language exist, there will appear. Paste be a language drop down appearing at the XML data that you have exported into this windowtop of the record.
3. Confirm your selection by clicking on ==Importing and Exporting Workflow Tasks==Workflow Tasks can be exported and imported into other Workflows using the Import button at /Export function on the bottom of Edit Workflow page. This feature is particularly useful if you have created workflows for testing on your backup instance and wish to implement the pop-up windowfinalized reports in your live system.
* The steps to export a workflow task or set of workflow tasks are as follows: *:::[[Image:ExportWorkflow2017.png|1000px|border]] 1. Go to the relevant Workflow, click on the Tasks tab and select the checkbox next to the workflow task(s) that you wish to export. 2. Click on the Export button. 3. A pop-up window will appear, containing the details of the tasks you have selected in XML format. Select all of the text in the pop-up window and save it to a text editing program, such as Notepad. Note that, if multiple tasks are selected, they will be delimited in the XML text block with the tag. The steps to '''import''' a workflow task or set of workflow tasks are as follows: 1. Go to the relevant Workflow, click on the Tasks tab, then click on the Import button. 2. A blank pop-up window will appear. Paste the XML data that you have exported into this window. 3. Confirm your selection by clicking on the Import button at the bottom of the pop-up window. * The workflow tasks will be imported into the new workflow.*:::::* The Edit Workflow page will refresh to show the newly-added workflow tasks.*
* *:::::* "@Selection@"="Yes"*:::::* "@Selection@"="No"*:::::* "@Selection@"!="Yes" and "@Selection@"!="No"*:::::* The last statement could also be represented as "@Selection@" not in ("Yes","No")
*:::::* date_format(now(),"%d")="01"*
* *::::::* ''"@levelone.typeid@"="12345"'' and*::::::* ''"@levelone.typeid@"="45678"'', respectively*
As above, three Three level one [[types]] exist in a given [[UTA|application]], with [[Determining the typeid|typeIDs]] of 12345, 45678 and 67890.
* *::::::* ''"@levelone.typeid@"="12345"'',*::::::* ''"@levelone.typeid@"="45678"'' and*::::::* ''"@levelone.typeid@"="67890"'', respectively*
* *::::::* ''"@levelone.typeid@"="12345"''*::::::* ''"@levelone.typeid@"!="12345"'' (not equal to "12345"), and*::::::* ''"@levelone.typeid@" NOT IN ("12345","45678")'', respectively*
* *::::::* ''"@level2.typeid@" in ("12345","45678") AND "@level2.statusid@" in ("888","999")'' and*::::::* ''"@level2.statusid@" in ("888","999")''*
* *::::::* ''"@level2.typeid@" in ("12345","45678") AND "@level2.statusid@" in ("888","999")'' and*::::::* ''"@level2.typeid@" not in ("12345","45678") AND "@level2.statusid@" in ("888","999")''*
* *::::::* ''"@level2.statusid@" not in ("888","999")''*
* *::::::* never not have instructions on ''whether'' to trigger the next workflow task (Rule #1), and*::::::* always have clear instructions on ''which'' task to trigger given a certain set of conditions (Rule #2).*
* *:::::* "@@ievent"*:::::* "@@itodo"*:::::* "@@icard"*
* *:::::: Example:*
* *:::::: Example:*
* *:::::* You must not select Let current user select target user from this role for the Routing of workflows triggered by script, as they will not execute.*:::::* Because the workflow is triggered when the script executes it happens before the record is saved. If the workflow changes the Status or a Custom Field value, when the record on the screen is actually saved it will overwrite any changes made by the workflow by those on the page that is being saved. Accordingly you should include any Status or Custom Field changes within the JavaScript that triggers the Workflow.*:::::* If this function is called with a button on a page where standard libraries are not included, make sure to include /js/sstools.js (Example:<script src="js/sstools.js" type="text/javascript"></script>).*
Different [[Password|In the upcoming November 2023 release, password]] [[Variables|variables]] can will be deprecated for improved security. All systems will be used depending on required to use the activation link variable (<code>@activationlink@</code>) to send the [[Workflow|workflow]] task typeuser to a page where they can enter their desired password instead.
[[UTA]] Activation task type uses @password@{{WorkflowTaskTypeCCEmailSyntaxOptions}}<!--sendnoto sendnotto Sendnotto sendasto reply-to replyto-->
Acknowledgment task type uses @randompassword@ =Using workflows===Searching or @checkactivatedpassword@Sorting Workflows==To access the workflows list, click the menu icon in the action bar, followed by the Workflows link in the System Process section.
The following tabs are also displayed:
*
*:::::*** '''Workflows''' – click this tab to see list of workflows.
*:::::*** '''Tasks''' – click this tab to see a list of tasks for all workflows.
*:::::*** '''Outstanding Tasks''' – click this tab to see a list of outstanding tasks for all workflows.
Each of these tabs has search and sort options, to allow quick and easy location of workflows and tasks.
The steps for '''searching''' are as follows:
*
* *:::::*** outstanding tasks that you need to complete based on SmartSimple [[workflows]],*:::::*** tasks that other people need to complete where you are participating in some steps in the workflow, and*:::::*** project tasks that you are assigned to complete.
*
* *:::::*** '''Task Name''' – The name of the [[Workflow|workflow]] task.*:::::*** '''Created Date''' – The date the task was triggered.*:::::*** '''Task Description''' – The description of the task’s purpose.*:::::*** '''Action''' – The '''Routing Options''' for the request. These options are only visible for '''Requests For Approval'''.*:::::*** '''Comments''' – This box is always visible but can only be used with '''Request For Comments'''.*:::::*** '''Object Area''' – The bottom portion of the request screen where the attached object is displayed.
*
* *:::::**# Your [[Browser|browser]] has a pop-up blocker.*:::::**# [[Workflow|Workflows]] are not enabled.*:::::**# There is another [[Workflow|workflow]] triggering on the same status.*:::::**# Your [[Workflow|workflow]] is not configured properly.
*:::::**# Allow [[SmartSimple]] as a trusted site '''''or''''' check your [[Browser|browser]] for any tool bars that may be blocking the pop-ups '''''or''''' set the [[Workflow|workflows]] to [[Workflow - Silent Mode|suppress pop-ups]].*:::::**# Typically in [[UTA]]s, you will need to edit the ''template'' and enable [[Workflow|workflows]] for the level at which they are being triggered.*:::::**# You will need to review the other [[Workflow|workflows]] to make sure that two [[Workflow|workflows]] are not triggering on the same status.*:::::**# You will need to review the configuration of the [[Workflow|workflows]] to ensure that the connectors are set appropriately as well as the individual tasks that are to take place.*
* *:::::*** Click on the hyperlink for [[Global Settings]]*:::::*** Go System tab, click on the hyperlink for ''Workflows''*:::::*** The workflow ID is visible as the right-most column on the list of workflows.
*:::::*** Click on the Edit workflow icon for the Workflow you want, and the Workflow ID will be at the top of the page:*
→Password Variables
=Configuring Configuration – Essentials=
==Create Workflow==
First create and configure the workflow.
* '''Update Company Category''' - use to add or remove selected categories from a company.
* '''Web Service - HTTP Request''' - use to send the HTTP Post web service request via a workflow step to retrieve a web service response.
* '''Web Service- SOAP Message''' - SOAP Message - use to pass information to a system outside of SmartSimple as a Web Services call.* '''Web Service - RESTful Request''' - use to consume Restful web service request via a workflow step to get/post a web service response.
* '''Trigger Workflow''' - use to trigger a different workflow against a specified object.
* '''Signority Submission''' - use to trigger Signority signing process.
||{{no}}
||{{no}}
|-
! scope="row"|[[Workflow Task Type: Web Service - RESTful Request|Web Service - RESTful Request]]
||{{no}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{yes}}
||{{no}}
||{{yes}}
|-
! scope="row"|Retrieve Latitude / Longtitude
** '''Custom Date Field''' - The date in a selected custom field that stores date values.
* '''Delay(s)''' - user can specify any delays based on the trigger date:
** If the value 1 is entered, and use selects the time frame of Day with no Trigger Time selected, then the task will trigger 24 hours after the defined Trigger Date.
** If the value 1 is entered, and use selects the time frame of Hour, then the task will trigger 1 hour after the defined Trigger Date.
For Workflows select the desired work flow (all workflows of the Type File will be displayed) and click save.
=Configuring Configuration – 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.
::* '''Number of Activities''': Level 1 field used to set the number of activities to be created
::* '''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."
===Task Type: Generate PDF File===
Auto generation of a PDF that can be:
:::::* E-mailed to the person(s) designated in the workflow step.:::::* Stored within a Multiple Files Custom Field.
The PDF generated must be based upon a Web Page View Custom Field. You must specify the Custom Field ID of the Web Page View to be converted in the Web Page Field ID field on the Workflow Task settings.
Generate PDF File Tasks have the following settings:
::* '''Name''' - Narrative name for the task.::* '''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.::* '''Web Page Field ID''' - Must contain the Custom Field ID of the Web Page View to be converted into PDF format. To create multiple PDFs, enter the Custom Field IDs of the Web Page View fields in the Web Page Field ID# setting of the Workflow Task, separated by commas.::* '''Store to Field ID''' - If PDF file should also be stored to the record, must contain the Custom Field ID of the relevant Link - Multiple Files custom field.::* '''PDF Render Language''' - If a language is specified, the language option will be applied to the PDF generated::*::* '''Message Template: 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. Options are No Message Required (default), Quick Message, Email Only and Quick Message and Email.
{{Template:WorkflowMessageTemplate}}
::* '''Routing: Use Variable for Recipients''' - Allows recipients of the message to be selected using variables. See this article for configuration details.::* '''Routing: Use UTA Role''' - When using roles to select recipients, the UTA Role can be used to determine recipients.::* '''Routing: Role''' - Used to select recipients by role.::* '''Routing: 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: 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: PDF Merge===
Will convert [[Custom Field Type: Special – MS Word Merge|Word Merge]] document to a PDF which can then be:
:::::* E-mailed to the person(s) designated in the workflow step.:::::* Stored within a Multiple Files Custom Field
The PDF generated must be based upon a [[Custom Field Type: Special – MS Word Merge|Word Merge]] Custom Field. You must specify the Custom Field ID of the MS Word Merge document to be converted in the MSWord Merge Field ID field on the Workflow Task settings.
Generate PDF File Tasks have the following settings:
::* '''Name''' - Narrative name for the task.::* '''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.::* '''MSWord Merge Field ID''' - Must contain the Custom Field ID of the Web Page View to be converted into PDF format. To create multiple PDFs, enter the Custom Field IDs of the Web Page View fields in the Web Page Field ID# setting of the Workflow Task, separated by commas.::* '''Store to Field ID''' - If PDF file should also be stored to the record, must contain the Custom Field ID of the relevant Link - Multiple Files custom field.::* '''PDF Render Language''' - If a language is specified, the language option will be applied to the PDF generated::*::* '''Message Template: 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. Options are No Message Required (default), Quick Message, Email Only and Quick Message and Email.{{Template:WorkflowMessageTemplate}} ::* '''Routing: Use Variable for Recipients''' - Allows recipients of the message to be selected using variables. See this article for configuration details.::* '''Routing: Use UTA Role''' - When using roles to select recipients, the UTA Role can be used to determine recipients.::* '''Routing: Role''' - Used to select recipients by role.::* '''Routing: 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: 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: People Association===
People Association have the following settings:
::* '''Name''' - Narrative name for the task.::* '''Task Type''' - manually set to People Association::* '''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.::* '''Action''': Add, update or delete the people association::* '''Routing: Use Variable for Recipients''' - Allows recipients of the message to be selected using variables. This is discussed in greater detail in the Configuration – Advanced section.::* '''Routing: Use UTA Role''' - When using roles to select recipients, the UTA Role can be used to determine recipients.::* '''Routing: Role''' - Used to control role of user that will be associated.::* '''Routing: Selected Users''' - If required, specific users can be selected to be associated::* '''Roles will be Assigned''' - select the role(s) that you want the contact(s) to be associated with. To assign different contacts with different roles, you will have to create more than one People Association task.
In the Routing section select a Role currently possessed by the contact(s) you wish to add, whether this is a system role or a UTA role. You can then either select specific contacts or groups that will always be added to the Level 1 when the workflow is triggered, or you can choose Let current user select target user from this role to allow the person that triggers the workflow to select a contact to be added.
Note:
::** If you are allowing the current user to select target user Suppress Workflow Window must be off (not enabled) otherwise the workflow will not fire.::** If you are allowing the current user to select target user, the Workflow must be triggered by a status, and not by a script.::** Include a description, as the description will be presented to the user when they are asked to select the contact to be assigned.
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: Web Service - HTTP Request===
This workflow task type is used to consume a [[APIs|web service]] via a workflow step. The web service will send the HTTP Post request to retrieve information in the form of a response. The response returned by the web service can be stored into a custom field on the object against which the Workflow was triggered.
[[File:HTTPPost.PNG|800px500px]]
HTTP Post have the following settings:
** Sensitivity={personal,private,company,confidential}
*: e.g. Priority=urgent;Importance=high
*
** '''Message Template: Endpoint''' - The URL or IP address of the destination server
** '''Message Template: Envelope Template''' - The content of the Web Service message to be sent to the external service. This can contain variables related to the object the workflow is triggered against.
The less than symbol (<) and ampersand (&) are two primary special characters to be concerned about. When including fields that may contain those characters you should use a special wrapper so the receiving system understands that they are data content and not part of the XML structure:
For example, an address could contain ampersands, so it should be wrapped as follows:
@system.xml.''fieldname''.''nodename''.nodevalue@
===Task Type: Translate Field ValueWeb Service - RESTful Request===The Translate Field Value Workflow Task allows you This workflow task type is used to perform automatic translation of records and field values in the system. It will only apply to those custom fields that have [[Enable_Translation_Service|enabled translation services]]consume a RESTful web service using GET or POST method.
==Importing and Exporting Workflow Tasks==RESTful Web Service Request using POST Method====Workflow Tasks can be exported and imported into other Workflows using the Import/Export function on the Edit Workflow page. This feature POST method is particularly useful if you have created workflows for testing on your backup instance and wish used to send data to implement the finalized reports in your live systema RESTful web service.
:* '''Endpoint''' - endpoint of the web service
:* '''Request Body''' - data sent with the request.
:* '''Request Header''' - additional instructions sent with the request. These might define the type of response required or the authorization details.
:* '''Store Response To Field''' - [[Custom_Fields|Custom field]] where the response will be stored.
:* '''Store Response to SmartFolder''' - [[SmartFolders|SmartFolder ID]] where the response file will be stored.
This Task type has the following settings:
==Workflow Condition==
Note: because the sequence in which the system accesses each connector is not configurable it is important that the conditions are mutually exclusive. For example, if you have 3 connectors for different paths based on a particular value the conditions could be:
You can also use MySQL syntax to perform calculations within the Condition:
This condition will be true only on the 1st of the month. This could be used with a Recurring Workflow that loops daily if you wish to send out a summary e-mail on the 1st of every month.
''<u>Example of Incorrect Configuration</u>'':
Three level one [[types]] exist in a given [[UTA|application]], with [[Determining the typeid|typeIDs]] of 12345, 45678 and 67890.
Two connectors are set up on a workflow task with conditions of:
If the workflow is fired against a record associated with typeID 67890, the workflow will never progress to the next task.
''<u>Example of Correct Configuration</u>'':
Three connectors are set up on a workflow task with conditions of:
Alternatively, connectors with the following conditions could be set up:
'''2. Each condition must be mutually exclusive from every other'''
''<u>Example of Incorrect Configuration</u>'':
Three [[Level_2_Types|level 2 types]] exist in a given [[UTA|application]], with [[Determining the typeid|typeIDs]] of 12345, 45678 and 67890.
Two level 2 [[status]]es exist in the same application, with [[Determining the statusid|statusIDs]] of 888 and 999.
The system administrator wishes to send emails via workflow if the record is in one of the above statuses. One email should be sent out if the type is 12345 or 45678 and a different email should be sent out if a different type has been used.
Two connectors are set up on a workflow task with conditions of:
The issue here is that both statements [[Boolean Operators|evaluate]] as '''true''' if the statuses on the record triggering the workflow have a statusID of 888 or 999.
Two connectors should be set up on a workflow task with the following conditions:
This configuration satisfies Rule #2, in that the conditions are now mutually exclusive. However, a third connector must be included, with the following condition, which connects to the "Complete" task, in order to satisfy Rule #1 above:
With these three connectors configured, the workflow will:
==Using iCalendar to generate Meeting Requests, Tasks and Contact cards==
The email engine will process iCalendar objects using the following syntax:
Simple sample iCalendar objects are shown below
<!--@end-->
</pre>
==Trigger a Workflow from a Custom Browser Script==
'''Level 1''': _triggerwf('@opportunityid@',''workflowid'');
_triggerwf('@opportunityid@',98765);
'''Level 2''': _triggerwf('@eventid@',''workflowid'',26);
_triggerwf('@eventid@',98765,26);
('''26''' is the objecttype for Level 2 activities, and will be the same for all Level 2 workflows)
Notes:
==Using variables with workflows==
===Password Variables===
The following tabs are also displayed:
* '''Task Type: User ActivationWorkflows''' * *:::::* @password@ - Checks if the user is activated*:::::** if the [[User|user]] is not activated then generates a new random [[Password|password]] (i– click this tab to see list of workflows.e. Your password is: ABCDEFGH)*:::::** if the [[User|user]] is activated then sends the text "current password" (i.e. Password is: current password)'''Task Type: AcknowledgmentTasks'''*:::::** @randompassword@ - generates – click this tab to see a new random [[Password|password]]list of tasks for all workflows.*:::::** @checkactivatedpassword@ - checks if the [[User|user]] is activated*:::::*** if the [[User|user]] is not activated then generates a new random [[Password|password]]*:::::*** if the [[User|user]] is activated then sends the text "existing password" (see '''NotesOutstanding Tasks''' below)– click this tab to see a list of outstanding tasks for all workflows.Because Each of the complex nature these tabs has search and sort options, to allow quick and easy location of the password creation workflows and validation process it is not possible to automatically translate '''existing password''' into other languages. If you are sending an e-mail containing the @checkactivatedpassword@ variable you can use the following syntax to display text other than "existing password" if requiredtasks.* For example, The steps for an existing user the following will show the French translation of '''existing passwordsearching''' which is '''Mot de passe courant'''. If the user has not been previously activated the syntax will provide a randomly generated password are as normalfollows: <pre><!--@sscalculation(if(trim("@checkactivatedpassword@")="existing password","Mot de passe courant","@checkactivatedpassword@"))--></pre> {{WorkflowTaskTypeCCEmailSyntaxOptions}}<!--sendnoto sendnotto Sendnotto sendasto reply-to replyto--> =Using workflows===Searching or Sorting Workflows==To access the workflows list, click the menu icon in the action bar, followed by the Workflows link in the System Process section.
1. Go to the tab that you wish to search against.
2. Click into the search criteria field to select the list view column to search against.
3. Enter in appropriate criteria.
3. Third click returns to the default sort order.
==Workflow Requests==
The Workflow Requests page lists:
The request will be listed under the '''Requests to me''' link.
1. Click the '''Communications''', Workflow Requests link. The Workflow task is displayed.
2. Click the '''Task type''', '''File''' link. The Workflow step is displayed with the following fields in the request:
3. Select '''Approve''' to approve the file and click the '''Submit''' button. The '''Approve''' option requires us to select a [[User|user]] to send the approval message to so the '''Select User''' list is displayed.
4. Select the [[User|user]] to receive the approval message and click the '''Submit''' button. The step is complete and the Workflow is also complete. The '''workflow complete''' message is displayed.
5. Click the '''Communications''', '''Workflow Requests''' button. The [[Workflow|workflow]] is removed from the '''Request to Me''' window.
Some common reasons for workflow messages not arriving are:
Solution to:
==Determining the Workflow ID==
Once a workflow has been created, the workflow ID (''wfid'') can be found as follows:
Alternatively:
[[Category:System Management]][[Category:Workflows]][[Category:Applications]]