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→Configuring A Workflow
=Overview=
A [[Https://wiki.smartsimple.com/wiki/Workflows Overview|Workflow]] is a set of repeatable steps used to automate and streamline your business processes within the system (e.g. creating review forms and notifying reviewers via email). <u>'''Use case'''</u>
==Use case==
Once your application hits a specific status, there may be a handful of activities that need to be created or fields that need to be updated in order for the application to move to the next status. By using various workflow tasks, you can have all these tasks completed automatically, simplifying your granting process.
Once an application is moved to the Approved Status - you want to create a payment activity, a few report activities, send an email to the applicant, and update the Approved Date field.
=Configuration - Essentials=
:2. Name the workflow and add it to a Category
::* Suggested naming convention: UTA, Record Level (1/2/3) - Goal/Status
::: '''EX:''' Submission Manager L1 - Approved Status
::
::* Categories are created by your organization. We suggest creating categories based on the UTA and Record Level.
::: '''EX:''' Submission Manager L1
:3. Add a workflow description (optional). :::* Under the scheduling tab → configure the L2 activity Include a list of tasks and branching conditions for ease of review later.:::* Add notes to meet your requirements. Not all fields listed in this section need workflow if you make changes 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 period4. : → You can set Set the frequency the activity is scheduled '''Trigger- 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. On''': → 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 * The trigger dictates what status or action will determine the scheduled activity dateinitiate the workflow.: INSERT IMAGE <span style="color: #008000;">'''Note:'''</span> If * Depending on the workflow type, you do not see will be selecting from a Scheduling Tab → make sure to toggle on advanced options found near the top right list of your screenstatuses or activities.
:::* For our example, we will be triggering our workflow when a record hits the Approved status.[[File:Creating Approved Status Workflow- Workflow Main Set-up Page.png|thumb|none|800px|Creating Approved Status Workflow - Workflow Main Set-up Page]]<span style="color: #000000;">'''Task 3 - Send Approved Receipt Tip:'''</span> You can build a workflow on your production system first and test it on your backup the following day. Make sure to set the Trigger-On to Deactivate so the workflow won’t run. Once your workflow appears in your backup, you can set the Trigger-On to the correct trigger and test your workflow without worrying about impacting your production environment.
===Creating The First Task===
# To create a new task, click on the plus sign button found on the top left corner of your screen (highlighted in image above).
# 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.
[[File:Placeholder-Task.png|thumb|none|800px|Placeholder Task]]
===Creating The Remaining Tasks===
====Task 2 – Create Payment Record====
:1. '''Task Name:''' Create Payment Record
[[File: → Message type (instant message or email)Create-New-Activity-Task.: → Email template (can create from scratch or choose an existing template).: → Add png|thumb|none|800px|Creating a subject to the email template.: → You can use the Variable Syntax helper (found in the configuration mode shortcuts) 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. New Activity Task]]
: → To do so you will need to reference a custom field where the document is stored. The format used to reference the field is ::* '''@#Custom Field ID#@Start Date / End Date:'''Choose the date fields that will determine the start and end date of the activity scheduling period.: → ::* You can attach multiple documentsset the frequency the activity is scheduled - activities will be created immediately, but the date will take the frequency into account. They Note that activities will need to only be delimited by semicolonsautomatically scheduled within the time frame set above. : → Saving ::* Select the field from the email as an event grant application that contains the grant amount. This value will create an Email activity on then be split equally between all payment activities being scheduled.:::* You can also select the field where the Application record amount of each payment will be stored - this makes it easier to track communications note that the total amount will be divided equally between your organization and all of the activities.:::* Select the date field that will store the applicantscheduled activity date.[[File:Scheduling-tab. png|thumb|none|800px|Scheduling Tab]]
====Task 3 - Send Approved Receipt====
:1. '''Task Name: '''Send Approved Receipt
:2. '''Task Type''' : Acknowledgement
:3. 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.
:::* Select Progress Report Message type (instant message or email).:::* Email template (can create from scratch or choose an existing template).:::* Add a subject to the activity drop-down and specify email template.:::* We always suggest saving your email as an event. This will store the configuration for email as an event on the new activity under the Scheduling tab (visual example shown in Task 2)user profile.
:6. 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.
:::* Task Name → Create Final ReportCopy 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.
:2. '''Task Type:''' Create New Activity
:3. 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====:1. '''Task 6- Create Contract Name:'''Create Final Report
:4. In this case you only want to generate a single Final Report, so you will not need to configure any fields under the scheduling tab.
====Task 6- Create Contract====
:1. '''Task Name:''' Create Contract
: → You can also generate a contract through the '2. ''Generate PDF task'Task Type: '' - but you will not be able to alter the document once the PDF is created. By creating a contract activity, you are able to make adjustments to the contract's content.Create New Activity
:3. In this case you only want to generate a single Contract, so you will not need to configure any fields under the scheduling tab.
:4. You can also generate a contract through the '''Generate PDF task''' - but you will not be able to alter the document once the PDF is created. By creating a contract activity, you are able to make adjustments to the contract's content.
:::* You can then If you want to update the field to the current date - enter the updated field value below.following variable - '''@date(currentdate)@'''
Now that you have created all of your workflow tasks, you will need to connect them. This can be done by creating Connectors. Workflows will only run tasks if they have been connected together and have applicable conditions to the current record.
===Creating your First Connector===
: 1. Click the New button on the first row of your workflow tasks.
[[File:Create-new-connector.png|thumb|none|800px|Create a new connector]]
: 2. You can leave the Name and Trigger Type as the default for your starting connector.
: 3. For the Connect To option - select the task you want the workflow to start with - in this case it will be the Placeholder task.
:::* Typically, tasks should be created in the order they will be executed in, but they can be reordered later if need be.
[[File:Start-connector-config.png|thumb|none|800px|Starting connector configuration]]
For this example, the condition will be whether the Approved Date field is blank or not blank.
====Creating Branching Connectors====
: 1. Create a new connector for the placeholder task by clicking the New button beside Task 1. You will need to create as many connectors as conditions. In this case, you will be creating two connectors for this task.
: 2. Once you have clicked New - Name the connector based on the condition. In this case we want applications that already have a value in the Approved Date Field to jump tasks 2-5 and go directly to task 6 (Update Date Approved).
:::* The name for this connector should indicate the condition - in this case we will be naming it Date Approved Not Blank.
: 3. The connect to option in this case would need to be '''Updated Date Approved.'''
[[File:Branching-connector-one-config.png|thumb|none|800px|Branching connector configuration]]
[[File:Branching-connector-one-routing.png|thumb|none|800px|Branching connector routing conditions]]
: 7. For the routing condition - The custom condition will be that the Approved Date field is blank.
:::* The custom condition to check if the field is blank is '''“@Date Approved@”-””'''
[[File:Branching-connector-two-routing.png|thumb|none|800px|Branching connector routing conditions]]
===Building the Remaining Connectors===
You will need to create connectors for the remaining tasks. This can be done by clicking the New button for each task.
[[File:Regular-connector-config.png|thumb|none|800px|Connector Configuration]]
[[File:Complete-connector-config.png|thumb|none|800px|Connector Configuration]]
Once you are done creating connectors your workflow should look like this (below).
[[File:Full-workflow-photo.png|thumb|none|800px|Connector Configuration]]
==Testing a the Workflow==
Now that you have built the workflow, you want to make sure that it functions correctly. You can do so by setting a record to the Approved status and checking the workflow history on the record. We would suggest doing this in your backup system so it does not impact your production environment.
:1. Take a test record and move the status to Approved then click submit.
[[File:Approved-status-test-record.png|thumb|none|800px|Testing your workflow]]
:3. You will be able to see a list of completed workflow tasks from your workflow here. Make sure the task status is completed for each of your tasks.
{| class="wikitable"
|-
||Acknowledgment
||This Task will allow you to send messages to users in SmartSimple.
||Sending an email to an applicant.
|-
||Update Custom Field Value
||This Task will allow you to update the value of one or multiple custom fields.
||Update the Approved Date field on a record to the current date.
|-
||Update Standard Field Value
||This Task will allow you to update the value of one or multiple standard fields.||Update the Application Name field.
|-
||Create New Activity
||This Task will allow you to generate a new L2 record associated with your L1 record.
||Generate a Progress Report activity for a grant application.
|-
||Generate a pdf of an application after it has been submitted.
|}