Workflow Task Type: Create New Activity

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You can use the Create New Activity Workflow Task Type to automatically create and attach one or more Level 2 records to a Level 1 record.

  • This workflow will be driven by a Status change on the Level 1 record.
  • The Create New Activity workflow will also trigger (in this sequence):
  1. Auto-assignments
  2. Level 2 Formulas
  3. Level 2 Workflows


The workflow can either:

  • Create the same Level 2 record Type(s) for every Level 1
or
  • Create a custom set of Level 2 record Types, controlled by a field on the Level 1 record (Custom Field Driven)


IMPORTANT: because the underlying workflow is Status driven, if the status of the Level 1 record is changed, and then changed back to the Status that drives the Create New Activity workflow, the workflow will be triggered a second time, and a new set of Level 2 records will be created as per the Workflow.

Options

CreateActiv.png

The options unique to this Workflow Task Type are:

  • Activity Type: This is where you specify which Level 2 Type you wish to create.
  • The Custom Field option is explained in Custom Field Driven below.
  • If you wish to create more than one Level 2 Type you should create multiple Create New Activity Workflow Tasks, one for each Level 2 record you want to be created.
  • Custom Field ID: Used for Custom Field Driven as explained below.
  • Activity Status: Allows you to define the Status for the newly created Level 2 record(s).


Custom Field Driven

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.

  • The Create New Activity workflow will also trigger any relevant Auto-assignments, Level 2 Workflows and Level 2 Formulas for each Level 2 record created.

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. This is normally done using one of the following field types:

  • To create multiple Level 2 records:
  • To create only one Level 2 record:

Rather than displaying the typeid(s) of the Level 2 Types you would normally want to display the name of the Level 2 Type, or some other more descriptive value to the user who is filling in the Level 1 record. Thus you would use the following special syntax for the Values section of the Custom Field:

typeid1=DisplayValue1;typeid2=DisplayValue2;typeid3=DisplayValue3;
Where the typeids are the the typeids of each Level 2 Type, and the DisplayValues are the names of the Level 2 Types, or any other text you wish to display.

The value before the equal sign (the typeid) will be stored. The value after the equal sign is what will be displayed by each check box (or in the Combo Box), but does not get saved.

Example:

CFEx.png


Once you have created the Custom Field that will be used to control the Create New Activity Workflow Task, use the following settings on the Workflow Task:


IMPORTANT

You must also enable Level 1 Workflows on the Level 1 Template:

  • On the UTA Settings Page select Templates
  • For each Template you want Workflows for:
  • Click on the name of the Template
  • Click Edit Template
  • Change the Level 1 Templates to Yes and save the Template.


If you need to create multiple Level 2 activities of the same Type you will need to create multiple Workflow Tasks. Each Workflow task can either create a defined Level 2 Type, or be Custom Field drive, with each Task being driven by a different [Custom Field Type: Select Many – Check Boxes|Select Many – Check Boxes]] or Select One – Combo Box.



See Also