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* Tasks: define the actions required in the workflow – each task represents a single step in the process. Specific roles or specific users are associated with each task, and these people will be automatically alerted when they need to perform the action defined by that task. These actions are generally used to accept, reject, or request a revision on the associated object, file, user or some application-specific information.
* Connectors: link tasks together, and provide for branching logic based on the user responses to the task or pre-set conditions.
=Configuring – Essentials=
==Enable on Object==
* If '''New''' is selected the Workflow will only be triggered when a new User or Contact is created.
* If '''Modified''' is selected the Workflow will be triggered both when a new User/Contact is created, or an existing User/Contact is modified.
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.
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.
In the Workflow drop-down, select the appropriate workflow and then click Save.
* '''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.
If the file Custom Field is located on a Company or User you can select Company or User Workflow Types.
NOTE: The Workflow is only triggered when I file is uploaded, it is not triggered by file deletions.
For Workflows select the desired work flow (all workflows of the Type File will be displayed) and click save.
=Configuring – Advanced=
==Suppress Workflow Window==
[[Image:workflow2017_10.png|1000px]]
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
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==
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.
The Workflow Connectors attached to the "Empty Task for Branching" should have the following Conditions:
==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 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.