Changes

=Configuration - Creating Tasks Advanced==='''Creating Your First TaskTasks'''==

* ===Creating your First Task===To create a new task → Click , click on the plus sign button found on the top left corner of your screen (highlighted in image above). ** We suggest creating all of your workflow tasks before connecting them together. ** We suggest creating an '''Acknowledgment''' as your first task type. ** Name this task '''Placeholder.''' *** This task will not have a function but will indicate that a workflow has started. You will be able to see this task listed in the workflow history log on a specific record.

==='''Creating Your Remaining Tasks (2-4)'''======='''Task 2 – Create Payment Record '''===='''Task Name:''' Create Payment Record 

'''Task 2 – Create Payment Record Type:'''Create New Activity 

* Task Name → Create Payment Record * Task Type → Create New Activity * Select the activity type you want to create and the default status the activity should be created in. 

* Under the '''scheduling tab''' → configure the activity to meet your requirements. Not all fields listed in this section need to be configured - it will depend on the activity type.

: → '''Start Date / End Date: ''' Choose the date fields that will determine the start and end date of the activity scheduling period. : → * You can set the frequency the activity is scheduled - activities will be created immediately, but the date will take the frequency into account. Note that activities will only be automatically scheduled within the time frame set above. : → * Select the field from the grant application that contains the grant amount. This value will then be split equally between all payment activities being scheduled. : → * You can also select the field where the amount of each payment will be stored - note that the total amount will be divided equally between all of the activities. : → * Select the date field that will store the scheduled activity date.

* '''Note:''' If you do not see a Scheduling Tab → make sure to toggle on advanced options, found near the top right of your screen.     ==='''Task 3 - Send Approved Receipt'''==='''Task Name: '''Send Approved Receipt  '''Task Type → ''' : Acknowledgement 

* In this case, you will be using the acknowledgment task to send an email to the applicant. You can specify who the email will be sent to under the Routing section. Select Owner if you want the email to be sent to the applicant. 

* You can configure the email content by navigating to the '''Message Template tab'''. 

* Here you can specify: * Message type (instant message or email).* Email template (can create from scratch or choose an existing template).* Add a subject to the email template. You can use the Variable Syntax helper (found in the configuration mode shortcuts list) to test your email template against a record. Copy the email template and paste it into the helper. This will allow you to confirm that you are populating the correct information in your email template. 

* You can also add attachments to the email template here.* To do so you will need to reference a custom field where a document is stored. The format used to reference the field is '''@#Custom Field ID#@'''* You can attach multiple documents. They will need to be delimited by semicolons. [[File:Creating Approves Status Workflow - Attaching Files to Email.png|thumb|none|800px|Attach a file to an email]]

* ==='''Task 4 - Create Progress Report  '''==='''Task Name: '''Create Progress Report  '''Task Type → :''' Create New Activity Select Progress Report from the activity drop-down and specify the configuration for the new activity under the Scheduling tab (visual example shown in Task 2).

'''Task 5 - Create Final Report  Type:'''Create New Activity 

* Task Name → Create Select the Final Reportfrom the activity drop-down. 

'''Task 6- Create Contract Type: '''Create New Activity 

* Task Name → Create In this case you only want to generate a single Contract, so you will not need to configure any fields under the scheduling tab.

* Task Type → Create New Activity * In this case You can also generate a contract through the '''Generate PDF task''' - but you only want will not be able to generate alter the document once the PDF is created. By creating a single Contractcontract activity, so you will not need are able to make adjustments to configure any fields under the scheduling tabcontract's content. 

* ==='''Task 7 - Update Approved Date  '''==='''Task Name → Update :''' Update Approved Date 

* '''Task Type → : '''Update Custom Field Value

* '''Select the field you want to update → : '''Date Approved

* You can then enter the updated field value below.

* If you want to update the field to the current date - enter the following variable - '''@date(currentdate)@'''