===Task Type: Internet Communication – HTTP Post===
This workflow task type is used to pass a string of data to another web service via a workflow step.
HTTP Post have the following settings:
• * URL - where to Post• * User Name - username to access post location if needed• * Password - password to access post location if needed • * Parameters - free text field to pass in parameters such as apitoken , alias id, etc. Can include username and password if not specified in the specific fields • * Response Store to Custom Field ID - field on system where response from HTTP post can be stored
===Task Type: People Association ===
You can use the People Association Workflow Task Type to automatically add one or more contacts to a Level 1 record. They will be assigned to the record with the UTA role defined in the "Roles will be assigned" setting.
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: Request for Approval / Request for Comment===
Both of these Workflow Task Types prompt users to review the work of others, and keep track of outstanding reviews on the Workflow Requests page.
The settings for both of these Workflow Task Types match those used for the Acknowledgment task. Except except for 2 additional settings: • * Respondents - Indicates the number of respondents required for this approval. • * Allow Edit - Allows editing of the attached object.
By default, a Request for Approval or Comment workflow task will move on to the next task (whether approved, rejected, etc.) as soon as the first recipient of the Workflow Task responds. The Respondents field allows a specific number of respondents to be required, which will keep the Request for Comment Task active until that number of respondents has replied.
The Routing options field is used as part of the Request for Approval process. Users should enter appropriate options within the Routing Options section(Example: 10=approved;20=reject;30=Revise) and click Save.
These Routing Options will then be available in the Trigger Type drop-down when configuring Connectors. It is suggested that each routing option should have a corresponding task so that the routing option can then be connected to an appropriate task.
You must set the minimum number of respondents on the connector associated with each of the approval options.
• * If you have selected three respondents on the Request for Approval Task, and the task should only pass if all three respondents click approve you would set the number of respondents on the Approve connector to be three, and the number of respondents on the Reject connector to be one. * If you have selected four respondents on the Request for Approval Task, and the task should only pass if three respondents click "Approve," you would set the number of respondents on the Approve connector to be three, and the number of respondents on the Reject connector to be two. The system checks the connectors once the number of respondents on the task has been met, this behavior is not configurable. The first connector the system checks will be taken if the requirements are met. You must ensure the Workflow Task is sent to enough people to meet the minimum number of respondents required, if you do not send the task to enough recipients the task would never complete.
• If you have selected four respondents on the Request for Approval Task, and the task should only pass if three respondents click "Approve," you would set the number of respondents on the Approve connector to be three, and the number of respondents on the Reject connector to be two.
The system checks the connectors once the number of respondents on the task has been met, this behavior is not configurable. The first connector the system checks will be taken if the requirements are met. You must ensure the Workflow Task is sent to enough people to meet the minimum number of respondents required, if you do not send the task to enough recipients the task would never complete.
===Task Type: Select User for Next Task===
This task type used to allow the current user to pre-select the user that is responsible for the task that immediately follows this task type.
This is necessary for tasks that will trigger at a later date.
For example, consider a Workflow that is triggered on the status of Escalated which is configured to send a reminder e-mail to a manager if the status has not changed for seven days. If the reminder e-mail workflow task has Let current user select target user from this role as the recipient the Workflow would fail. This is because the e-mail is triggered (seven days later) by the system, and there is no current user.
The settings for this Workflow Task Types match those used for the Acknowledgment task. The only difference if that the Request with the Routing options.
===Task Type: Signority Submission===
You can use the Signority Submission Workflow Task Type to automatically trigger the signority signing process via workflow.
Signority Submission Tasks have the following settings:
• * 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. • * Description - Detailed description of the task (optional). • * Expire After - Intended duration of the workflow. • * Signority Field - drop-down which lists all signority enabled WPV fields for the entity the workflow is configured against.
===Task Type: Trigger Workflow===
You can use the Trigger Workflow tasks to trigger a different workflow.
Trigger Workflow Tasks have the following settings:
• * 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. • * Description - Detailed description of the task (optional). • * Expire After - Intended duration of the workflow. • * Trigger Workflow - Select the workflow that should be triggered from this dropdown menu. • * Record id / Variable - this setting should contain the unique record ID for the record against which the selected workflow should be triggered. This record ID can be referenced using variables. • **Examples: If the workflow to be triggered is a User type workflow, you would need to provide a User ID for the contact record against which you would want the workflow to be triggered. • **If the workflow is to be triggered against a series of Level 2s attached to a Level 1 record, you could use List Syntax to define a list of activities meeting certain criteria against which the workflow should be triggered.
===Task Type: Update Company Category ===
Update User Role Workflow Task Types can add or remove categories from SmartSimple organizations.
This task type is only available for "Company" workflows.
Update Company Category Tasks have the following settings:
• * 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. • * Description - Detailed description of the task (optional). • * Expire After - Intended duration of the workflow. • * Option - options are Add or Remove. This determines whether the task will add or remove categories from the organization upon which the workflow is triggered. • * Categories - select the categories that should be added or removed from the organization's profile.
===Task Type: Update Custom Field Value===
The Update Custom Field Value workflow task type can be used to write values to custom fields on the object against which the Workflow is triggered.
These values can be hard-coded or they can use variables.
You can also use MySQL syntax to manipulate values using sscalculation.
Update Custom Field Value Tasks have the following settings:
• * 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. • * Description - Detailed description of the task (optional). • * Expire After - Intended duration of the workflow. • * Use Field - lists custom fields across all UTAs from the selected UTA level. This workflow task will update the selected field with the value in the "Update To Value" setting.
Note: If the field to be updated has the Read Only toggle enabled in the Formatting section of the field options (or a "readonly" HTML tag or "textreadonly" CSS class) the value will not update.
• * Update To Value - This workflow task will use this value to update the field selected in the "Use Field" setting. Variables can be used in the "Update To Value" setting as well as hard-coded values.
===Task Type: Update Standard Field Value===
The Update Standard Field Value workflow type can be used to write values to standard fields on the object against which the Workflow is triggered.
Standard fields on the level 1, level 2, level 3, companies, contact and transaction can be updated using this method:
Update Standard Field Value Tasks have the following settings:
• * 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. • * Description - Detailed description of the task (optional). • * Expire After - Intended duration of the workflow. • * Use Field - lists standard fields from the selected UTA level. This workflow task will update the selected field with the value in the "Update To Value" setting. • * Update To Value - accepts hard-coded values and variables. This workflow task will use this value to update the field selected in the "Use Field" setting.
Note: Some standard fields (such as Type) require the ID, not the type name in order to update correctly.
===Task Type: Update User Role===
Update User Role Workflow Task Types can add or remove roles from SmartSimple contacts.
This task type is only available for "User" workflows.
Update User Role Tasks have the following settings:
• * 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. • * Description - Detailed description of the task (optional). • * Expire After - Intended duration of the workflow. • * Option - options are Add or Remove. This determines whether the task will add or remove roles from the contact upon which the workflow is triggered. • * Roles - select the roles that should be added or removed from the contact's profile.
===Task Type: Web Service – SOAP Message ===
The Web Service - SOAP Message Workflow Task allows you to post data to another system, outside of SmartSimple. The response returned by the external system can be stored into a custom field on the object against which the Workflow was triggered.
This Task type has the following settings:
• * 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. • * Description - Detailed description of the task (optional). • * Expire After - Intended duration of the workflow. • * Message Template: Action: The action to called by the Web Service call (These actions are defined by the external server, and are not part of SmartSimple) • * Message Template: Custom Field ID for Response: The Custom Field ID of an XML custom field on the object that the Workflow was triggered against that the response returned by the external server. • * Message Template: Email Message Header - The email header can be modified using the following syntax, with the arguments separated by semicolon: • ** X-Priority={1,2,3,4,5} • ** Priority={normal,urgent,non-urgent} • ** Importance={high,normal,low} • ** 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. • * Message Template: Attach Object - Attaches the details of the object to the message. In the case of a SmartSimple object, such as a company, person, or application, the textual details of the object will be added. If the object is a file, then the file will be attached to an e-mail message, but not an instant message. • * Message Template: Attachment File IDs - Attach additional default files when triggered from a Smart Folder. See the Determining the File ID article for instructions. • * Message Template: Save as Event - Email will be saved as an event. If the content from the custom fields being included within the SOAP message contains certain special characters it will disrupt the XML structure, making the message unreadable by the receiving server. 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:
<![CDATA[ CONTENTS ]]>
For example, an address could contain ampersands, so it should be wrapped as follows:
<primarycontact>
<firstname>@firstname@</firstname>
<address><![CDATA[@address@]]></address>
</primarycontact>
If the response to your Web Service call contains values that you wish to store within a Custom Field on the object against which the Workflow was triggered, you can connect a Update Custom Field Value Workflow Task to be the task following the Web Service - SOAP Message and use the variable syntax to pull the value from the XML Custom Field you selected to store the response to the Web Service call.
For example, if the XML Custom Field that stores the response (custom field ID 155255 in the image above) is called Web Service Response, the variable in the Update Custom Field Value task to pull a node called AssignedIdentifier could be:
@xml.Web Service Response.soap:Body.AssignedIdentifier.nodevalue@
If the response should be saved to a System Variable, the syntax would be:
@system.xml.fieldname.nodename.nodevalue@
