Changes

* 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= 

=Configuration – Essentials===Create Workflow== First create and configure the workflow.

First create Next add tasks and configure the workflowconnectors.

Next add tasks and connectors.  The tasks available are dependent on the Workflow Type, so specify the desired type before adding tasks.

2. The Workflows page is displayed. This includes the following tabs:

3. Workflows – click this tab to see list of workflows. The list includes the name, description, workflow type, Trigger, System Call Identifier and date last updated. In the top right of the action bar is a Category drop down. The list of workflows displayed under the Workflows tab is dependent on the Workflow Category selected. Use the "All Workflows" option to see all workflows.

* Tasks – click this tab to see a list of tasks for all workflows.

[[Image:workflow2017_1.png|900px|border]]

4. Click the New Workflow button to see the New Workflow page.

[[Image:workflow2017_2.png|900px|border]]

5. Populate the Name field with a suitable a descriptive name for the workflow, and the Description field with a suitable narrative description for the workflow.

6. you attempt to connect the workflow to the object.

The table below shows a list of available Workflow Types, the objects that each type are is enabled on, and the Trigger When options as well as the Termination Trigger options.

{| class="wikitable"|-!|Workflow Type!! |Enabled On!!|Trigger!!|Termination|+-||[[Recurring Workflow|Recurring]]||N/A||'''Activate''' button on Workflow||'''Deactivate''' button on Workflow|+-||Company||Company or Branch||New or Modified company or Branch||N/A|+-||User||Company or Branch||New or Modified user or contact||N/A|+-||File||SmartFolder||New or Modified file in [[SmartFolder]]||N/A|+-||Applicant Tracking||Always Available||Assignment Status||Assignment Status|+-|| Applicant Assignment|| Always Available|| Assignment Status || Assignment Status |- || Content Management|| Always Available || New, Modified and On Demand|| N/A|- || Document Library|| Always Available || New, Modified and On Demand|| N/A|- || Email Broadcast|| Always Available || New, Modified and On Demand|| N/A|- || Job Costing|| Job in Job Tracking or Applicant Tracking|| New, Modified and On Demand|| N/A|- o|| Job Tracking|| Job in Job Tracking or Applicant Tracking|| Job Status || Job Status|+-||[[Sales Tracking]]||Opportunity||Opportunity Status||Opportunity Status|- || Smart Folders || N/A|| New, Modified and On Demand|| N/A|+-||[[Web Forms]]||Web Form||New or Modified Web Form||N/A|+-|rowspan="2"|[[Universal Tracking Application]]<br/><span style="font -size="1: xx-small;">''Select the name of the relevant UTA''</fontspan>||UTA Template||Level 1 Status||Level 1 Status|-||[[Custom Field Type: Link – Single File|Single File]] or [[Custom Field Type: Link – Multiple Files|Multiple Files]] Custom Field<br /> <span style="font-size: xx-small;">''Note: Can be at any level within the selected [[UTA]]''</span>||File upload<br /><span style="font-size: xx-small;">''Note: Within the workflow set '''Trigger When''' to ''' --Deactivate--'''''</span>||N/A|-||Tracking Activities||UTA Template||Level 2 Status||Level 2 Status|-||Tracking Activity Assignment||UTA Template||Addition of Level 2 Contact||N/A|-||Tracking Sub-Activities||UTA Template||Level 3 Status||Level 3 Status|-||[[Transactions]]||Always available||Transaction Status||N/A|-||Notes||Always Available||New, Modified and On Demand||N/A

||[[Custom Field Type: Link – Single File|Single File]] or [[Custom Field Type: Link – Multiple Files|Multiple Files]] Custom Field<br> <font size="1">''Note: Can be at any level within the selected [[UTA]]''</font>||File upload<br><font size="1">''Note: Within the workflow set '''Trigger When''' to '''--Deactivate--'''''</font>||N/A|+|Tracking Activities||UTA Template||Level 2 Status||Level 2 Status|+|Tracking Activity Role Assignment||UTA Template||Addition of Level 2 Contact||N/A|+|Tracking Sub-Activities||UTA Template||Level 3 Status||Level 3 Status|+|[[Transactions]]||Always available||Transaction Status||N/A|- | Notes| Always Available| New, Modified and On Demand| N/A|+|UTA Role Assignment||UTA Template||Contact Assignment at Level 1<br/><span style="font -size="1: xx-small;">(with the [[Role]] specified) </fontspan>||N/A|+-||UTA Company Assignment||UTA Template||Company Assignment at Level 1||N/A

7. Set the Trigger When option. This determines when a new instance of the workflow should be started. The options available, are determined by the Workflow Type (see Workflow Types table above). The available options include:.

* The New option will only trigger when a new object is created. * The Modified option will trigger the workflow when an existing object is changed. * The On Demand option will trigger the workflow when called by a System Call or a browser script. * The Status Change option found on the Company and User Workflow Type, will expose the statuses for the relevant company/user. The workflow will trigger when the company/user status is changed and saved.* The Trigger When option will expose different options depending on the Workflow Type: **UTA specific statuses when Workflow Type is UTA specific (e.g. Universal Tracking Application, Tracking Activities, Tracking Sub-Activities). The workflow will trigger when UTA level 1, 2 or 3 is created or updated to the selected status.**Roles for assigning users or companies to an object when Workflow Type is User / Org assignment specific (e.g. UTA Role Assignment, UTA Company Assignment). The workflow will trigger when user/company is added to the object with the selected role.

8. Set the Termination Trigger options if appropriate. This option is exposed for certain workflow types, including the UTA specific workflow types (see Workflow Types table above). If the entity changes to the status after the workflow has triggered, any Pending tasks are removed (not executed).

9. Click the Save button. The workflow is saved and the Workflow ID is now populated. The following options appear in the action bar near the top of the screen:

* Back/Recently Visited – click this button to return to pages previous accessed. * Workflows – click thisbutton this button to return to the workflow list. * New Task – click this button to create a new workflow task. * Diagram – click this button to see a diagram view of the workflow.

10. The following tabs are also now displayed:

* Task – click this tab to view workflow task and to edit tasks. Tasks are steps within the workflow. * Pending Queue – click this tab to see a list of outstanding tasks for this workflow, you can delete tasks and reassign tasks to other contacts within the system.

==Create workflow tasks== Once you have created 1. Navigate to the desired workflow you can add tasks, each task automates and streamlines some action or step in your business processesclick on the Tasks tab.

The process for adding a 2. Click the New task to a workflow is as follows: button in the action bar.

13. Navigate The Task details are displayed, with a Task Number initially set to the desired 100 and increasing in increments of 100 for each subsequent workflow and click on the Tasks tabtask.

2. Click the New task button in the action bar[[Image:workflow2017_3. png|1000px|border]]

[[Image4. Update Task Name then select the Task Type. The task type determines how the task should be processed. The available Task Types include:workflow2017_3.png|1000px]]

4. Update Task Name then select the Task Type. The task type determines how the task should be processed. The available Task Types include: * '''Acknowledgement''' - use to generate a message such as an email to appropriate users. * '''Request for Approval''' - use to generate action requirements that need an approval. These action requirements display in the [[Workflows_Overview#Workflow_Requests|Workflow Requests ]] area. * '''Request for Comment''' - use to generate comment requirements. These will be displayed in the [[Workflows_Overview#Workflow_Requests|Workflow Requests ]] area. * '''Change Status''' - use to change the status of the object that triggered the workflow. There is no messaging on this task type. * '''Create Consumer/Provider Link''' - use to create Consumer/Provider relationship without custom scripting. * '''Create New Activity''' - use in Universal Tracking Application workflows, to create Level 2 records. * '''Update Custom Field Value''' - use to update a custom field to an entered value. * '''Update Standard Field Value''' - use to update a standard field to an entered value. * '''Select User for Next Task''' - use to pre-select the user that is responsible for a task that immediately follows this task type. This is necessary for tasks that will trigger at a later date. * '''User Activation''' - use to activate a contact as a user and send the credentials in order to log in. This is useful for project-type work when you only wish to activate a user as part of a project. * '''Internet Communication - HTTP POST''' - use to pass a string of data to another web service via a workflow step. * '''Generate PDF File''' - use for automatic generation of a PDF that will be emailed to the person(s) designated in the workflow step. * '''People Association''' - use to add either pre-defined, or user selected, contact(s) to the contacts section of a Level 1 record with a given role. * '''Company Association''' - use to add either pre-defined, or user selected, companies to the Account section of a Level 1 record with a given category. * '''Activate/Deactivate User''' - use to set the access type of a user or remove access. * '''Update User Role''' - use to add or remove selected roles from a user. * '''Update Company Category''' - use to add or remove selected categories from a company. * '''Web Service- HTTP Request''' - use to send the HTTP Post web service request via a workflow step to retrieve a web service response.* ''' Web Service - SOAP Message ''' - use to pass information to a system outside of SmartSimple as a Web Services call.* '''Web Service - RESTful Request''' - use to consume Restful web service request via a workflow step to get/post a web service response. * '''Trigger Workflow''' - use to triggers trigger a different workflow against a specified object. * '''Signority Submission''' - use to triggers signority trigger Signority signing process. * '''Retrieve Latitude / Longitude''' - use to retrieve Latitude and Longitude values without need to save the object itself* '''Translate Field Values''' - use to automatically translate records and field values in the system

The Task Types available will vary depending on the Workflow Type selected. The following matrix displays Workflow Task Types availability for Workflow Types.

scope row Move Object {|border="1"|-

! scopecolspan="col17" colspanscope="17col"|Workflow Types

||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}

||{{no}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}

||{{no}}||{{yes}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{yes}}||{{yes}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}

||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{yes}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}

||{{no}}||{{yes}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{yes}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}

! scope="row"|[[Workflow Task Type: Internet Communication - HTTP POSTPDF Merge|Internet Communication - HTTP POSTPDF Merge]]||{{no}}||{{yes}}||{{yes}}||{{yesno}}||{{yesno}}||{{yesno}}||{{yes}}||{{yesno}}||{{yesno}}||{{yes}}||{{yes}}||{{yesno}}||{{yesno}}||{{yesno}}||{{yesno}}||{{no}}||{{yesno}}

||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}

||{{no}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{no}}||{{yes}}

||{{no}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{no}}||{{yes}}

||{{no}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}

||{{no}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}

||{{no}}||{{yes}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{yes}}||{{yes}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}

||{{no}}||{{yes}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{yes}}||{{yes}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}

||{{no}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}

||{{no}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}

||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{yes}}||{{no}}

<!--! scope="row"|Move Object[[Workflow Task Type: Web Service - HTTP Request|Web Service - HTTP Request]]||{{no}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{no}}||{{yes}}

||{{no}}||{{yes}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{yes}}||{{no}}||{{no}}||{{yes}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}|-! scope="row"|[[Workflow Task Type: Web Service - RESTful Request|Web Service - RESTful Request]]||{{no}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{yes}}||{{no}}||{{yes}} |-! scope="row"|Retrieve Latitude / Longtitude||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{yes}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}|-! scope="row"|Translate Field Values||{{no}}||{{yes}}||{{yes}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{no}}||{{yes}}||{{yes}}||{{no}}||{{yes}}||{{yes}}||{{no}}||{{no}}||{{no}}

5. Set the ''Name'' of the Task as appropriate.

6. Populate the Description field if required.

7. Click Save at the bottom of the page. NOTE: There are a number of other settings specific to the Task Type selected. These are covered in the individual entries specific to each Task Type within the Configuring - Advanced section.

8. Click on the Back button to return to the Edit Workflow screen.

[[Image:workflow2017_4.png|1100px|border]]

9. The Task is listed, but without Connectors, the task will not be executed if the workflow is triggered.

All 2. Inside the list of tasks must , click the New button in the row preceding the task you wish to connect. In the example below the preceding task may be connected to other tasks or to the start and complete before they will executeStart option, but it could also be a preceding Task.

3. The connectors control when the next steps execute and control what the next steps are (based on defined conditions). 1. Navigate to the desired workflow and click on the Task tabNew Connector modal window launches with number of options.

2. Inside the list of tasks, click the New button in the row preceding the task you wish to connect. In the example below the preceding task may be the Start option, but it could also be a preceding Task. 3. The New Connector modal window launches with number of options[[Image:workflow201802_6. png|border]]

The available options include:

* '''Name''' - use to enter a descriptive name for the connector * '''Trigger Type''' - use to select Default or Expired options * '''Connect To''' - use to select what you want to connect. All tasks within the workflow appear, alongside the Start and Complete options. Also, there will be a list of other workflows in the system.

**'''Trigger Date''' - The date the task is triggers.**'''Start Date''' - The date in the Start Date field of the record with which the workflow is associated.**'''End Date''' - The date in the End Date field of the record with which the workflow is associated.**'''Custom Date Field''' - The date in a selected custom field that stores date values.

**If the value 1 is entered, and use selects the time frame of Day with no Trigger Time selected, then the task will trigger 24 hours after the defined Trigger Date. **If the value 1 is entered, and use selects the time frame of Day with no Trigger Time selected, then the task will trigger 24 hours after the defined Trigger Date. **If the value 1 is entered, and use selects the time frame of Hour, then the task will trigger 1 hour after the defined Trigger Date. **If the value -1 entered, and use selects the time frame of Day with no Trigger Time selected, then the task will trigger 24 hours before the defined Trigger Date. * '''Trigger Time''' – allow relevant when a delay is scheduled with the Day option selected. The drop-downs to allow users to specify what time the task should be trigger. * '''Business Day Only''' - toggle on to take into account the normal working week, and statutory holidays when determining dates and delays. * '''Holiday Calendar Used''' - used to select a custom calendar. Holiday calendars can be created and used when you specify which days are Business Days for your community instead of using the predefined Business Days Only option. * '''Required Respondents''' - use to specify how many people must complete a an action before the workflow moves to the next task. * '''Type Filter''' - lookup to select L1, L2, or L3 types, which will then act as the type condition* '''Status Filter''' - Lookup to select L1, L2, or L3 statuses, which will then act as the status condition* '''Condition'''- use to specify a logical condition that must be met before a connector triggers the next workflow task. Multiple connectors can be set up with mutually exclusive conditions to have branching logic on the workflow. 

45. Click the New button in the desired row for the task you wish to connect and connect to a proceeding task, the Complete as appropriate and click option or to another workflow entirely. Click Save at the bottom of the screenwhen finished.

56. Click Go back to the New button in General tab and click Save once all connectors have been defined. When the desired row for page refreshes then the task you wish to connect and connect to a proceeding task, the Complete option or to another workflow entirely. Click Save when finishedconnectors should be displayed.

6. Go back to the General tab and click Save once all connectors have been defined. When the page refreshes then the connectors should be displayed[[Image:workflow2017_7. png|1000px|border]]

If the recipients change between the time the workflow is initiated and the time it fires (based on the delay) the recipients will not be updated. To ensure recipients are evaluated at the time the workflow task fires, insert a blank task after the delay connector (i.e. an Acknowledgement workflow with no recipients), then flow into a new Workflow Task with the desired recipients.

Example scenario:

* A workflow is configured to wait 5 days and then mail all contacts attached to the Level 1 with role Reviewer. * That workflow is triggered against a specific Level 1 record which has three contacts in the contacts section with the role Reviewer. * After the workflow has been triggered, before the 5 days have gone by, two additional Reviewers are added to the contacts section, and one of the original three is removed. * If the Acknowledgement task is attached directly after the connector with the delay then the original three contacts will receive the email, even though they are no longer current.

If the current User has the Workflows must be - Attach Workflow to Company System Feature Permission enabled against an organization before workflows then they will run against the organization itself, its subsee 2 drop-branches and the users within the downs on an organization and its sub-branches. profile

The way the selected Company workflow will execute will depend on the Trigger Type:  * If '''New''' is selected the Workflow will only be triggered when a new Company is created. * If '''Modified''' is selected the Workflow will be triggered both when a new Company is created, or and when an existing Company is modified.  The way the selected User workflow will execute will depend on the Trigger Type:

The way the selected User workflow will execute will depend on the Trigger Type: * 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 and when an existing User/Contact is modified.

This feature enables a Workflow to trigger on a Company/User registration page. Example send An example use would be sending an email to an employee every time a new prospect company registers so sales that they can follow up with verify the information entered for the prospectcompany.

Status-driven workflows can be triggered from all levels of a UTA if Workflows have been enabled on the types . To enable workflows for a type do the following:

1. In your desired UTA, click configuration Settings. Click on the level 1 tab, Click on Types. A list of types is displayed.

2. Click the Edit button on the desired Type The template details are displayed.

[[Image:workflow2017_8.png|500px|border|500px]]

3. To enable workflows for the Level 1 items, select Yes in the first workflow comboboxcombo box.

4. To enable workflows for the Level 2 and 3 activities, select Yes in the second workflow combo box.

5. Click Save.

Go to configuration settings, choose the desired tab (level 1/2/3) click the types link, edit the desired type, and click on the Template Page tab.

If you wish to trigger a UTA Role Assignment Workflow or a UTA Company Assignment Workflow from a UTA level one record then you must configured Each Level One Type page has the Level 1 Template settings.following 2 options:

Each Level One Type page has the following 2 options: * '''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.

 To trigger a workflow when a file is uploaded to a Link - Single File or Link - Multiple Files Custom Field scroll down to the File Options section. For Workflow on Upload select the desired workflow and save .

NOTE: The Workflow is only triggered when I file is uploaded, it is not triggered by file deletions.

===Enable Workflow on SmartFolder===To trigger a workflow when a file is uploaded into a SmartFolder navigate to the desired SmartFolder.

Click the Folder Settings button (looks like a gear).

==Suppress 2. Click the edit button on the desired Workflow Window== .

When a workflow step is executed the user is generally presented with a 3. For Workflow window where they can select a value that will be used to determine Window enable the next task to be performedSuppress option.

This feature is vital for workflows that 4. Click Save.NOTE: If you do not require a user interventions, but in your workflows it is not required for workflows recommended that are used the Workflow window be suppressed to simply send an instant message or email message to one or more usersensure workflows execute as you may have little control over user browser settings.

If you wish to suppress the display of these window you can change the ==Recurring Workflow==A recurring workflow settings as follows: is a Workflow that is not triggered against any particular object.

1. Go A recurring workflows ability to the menu icon and under System Process click Workflowsuse variables is limited, but recurring workflows are useful for tasks that recur at regular intervals, such as a weekly reminder e-mail.

2When using a recurring workflow, the tasks must be connected in a loop, and there must be at least one connector with a delay. Click the edit button on Otherwise, the desired Workflowworkflow would endlessly loop.

3. For Workflow Window enable If the Suppress optionworkflow is set to look endlessly (without a delay), the system will automatically stop processing any workflows configured this way, after five loops.

4. Click SaveOnce you have configured the Workflow, the Activate button can be used to start the workflow. NOTE: If you do not require Once activated, a user interventions in your workflows it is recommended Deactivate button will be visible that the Workflow window can be suppressed used to ensure workflows execute as you may have little control over user browser settingsstop the workflow.

A recurring workflow is a Workflow that is not triggered against any particular object[[Image:workflow2017_9. png|1000px|border]]

When using a recurring workflow, The Workflow Connectors attached to the tasks must be connected in a loop, and there must be at least one connector with a delay. Otherwise, "Empty Task for Branching" should have the workflow would endlessly loop. following Conditions:

If the workflow is set to look endlessly (without a delay), the system will automatically stop processing any workflows configured this way, after five loops[[Image:workflow2017_10.png|1000px|border]]

* date_format(now(),"%d")="01" - Will be true only on the 1st =Task Type specific configuration==Each available task type represents a different type of the month * date_format(now(),"%d") in ("01","15") - Will be true on the 1st action and 15th of the monthhas different configurations needs as a result.

You will need to configure an empty task (i.e. an Acknowledgement with no recipients) to manage This section discusses the branching based on specific configuration needs for the date, and an empty task to manage the one-day delay so the workflow will loop daily and connect to the task that sends the e-mail on the appropriate day(s). different tasks types

The Workflow Connectors attached to the "Empty Task for Branching" should Acknowledgement Tasks have the following Conditions: [[Imagesettings:workflow2017_10.png|1000px]]

==* '''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.* '''Expire After''' - intended duration of the workflow.{{Template:WorkflowMessageTemplate}}* '''Routing: Use Variable for Recipients''' - Allows recipients of the message to be selected using variables.* '''Routing: Use UTA Role''' - When using roles to select recipients, the UTA Role can be used to determine recipients. Only appears if workflow is UTA specific.* '''Routing: Role''' - Used to select recipients by role. This list includes all roles configured in the system, alongside the built-in roles that can be used in a workflow:*** The Originator role is used to reference the name of the person that started the workflow. This could be the person that submitted an expense claim, added a file to a workflow or added a new employee. :*The Initiator role is used to reference the name of the person that initiated the current task in the workflow. This refers to the person that approved the current step of an expense claim, or reviewed a document loaded into a workflow enabled Smart Folder.*** The Owner role is used to reference the user assigned as the Owner of the record.*** The People role is used to reference the user assigned as the Person on the level one. This role is only available to Level One specific configuration== tasks.*** The Assigned Users role is used to send messaging to users who are in the Assigned field of a Level Two activity. This role is only available for Level Two workflows.Once the role has been selected the following recipient choices are available:

Each available task type represents a different type * *::* Let the current user select target user from this role – When the workflow is triggered, the user will be prompted to select recipients from the list of users currently in the role.*::* All Users of action and has different configurations needs as a resultthis role – The message will be sent to all users in the selected role. This section discusses *::* Selectable list of users currently in the role – The message is sent to the specific configuration needs for users that are selected.* '''Routing: Selected Users''' - details of the users configured as Recipients in the Role section* '''Routing Options''' - Specifies the different tasks types of options available to process this workflow step. In many instances, the default options can be used, such as Approved, Rejected or Revise. But additional and alternate sets of options can be created to reflect more complex business processes.

===Task Type: No message accompanies this workflow task. If you wish to notify users of a change in access type, for example to notify activated users of their password, you can configure an Acknowledgement===type workflow task to follow this step in the workflow.

Acknowledgement Tasks have * '''Name''' - Narrative name for the following settingstask.* '''Task Type''' - manually set to Activate / Deactivate User.* '''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''' - Sets the access type for the user against which the workflow is triggered. Options are: * '''Activate (Administrative or Portal Interface)''' - Provides access to the system to the extent permitted through the user's membership of specific roles.* '''Activate (User Centric or Applicant Interface)''' – Only provides access through the User Centric Interface and Applicant Tracking “career sites”.* '''Activate (Web Service Client Access)''' - Account type used to access data in a SmartSimple instance via an API (Application Programming Interface). Does not give access to SmartSimple interface directly.* '''Deactivate (No Access)''' – User cannot log into the system.

* Name - name for the task. * ===Task Type - manually set to Acknowledgment: Change Status===* Change Status Workflow Task Number - a system generated number that determines Types change the presentation order status of the task in object that triggered the workflow. This number can be changed to display the step in a different location, but order or execution of tasks There is determined by the Connectors. * Description - optional description of the no messaging on this task. * Expire After - intended duration of the workflow. * Message Template - Type - Type of message to be sent. If a message is sent it can created using variables that will create custom messages specific to instances of the workflowtype.

**'No message required – no message will be sent when Change Status Tasks have the task triggers. **Quick Message only – a SmartSimple internal instant message will be generated but no external e-mail. **E-mail Only – an external e-mail will be generated but no internal instant message. **Quick Message and E-mail – both an instant message and an e-mail are sent. following settings:

* Message Template '''Name''' - From Address Narrative name for the task.* '''Task Type''' - Email address sent frommanually set to Change Status* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This field accepts variables, so you number can either hard-code a value (e.g. donotreply@mycompany.com) or use variable syntax (e.g. on be changed to display the step in a Level 1 Workflow, @ownerdifferent location.email@) * Message Template'''Description''' - CC Email Address - CC recipients address. Detailed description of the task (Separate multiple addresses with commasoptional). Additional Email Syntax options can be used within this field. * Message Template'''Expire After''' - Email Body Format - Options are Plain Text or HTMLIntended duration of the workflow. * Message Template'''Change Status To''' - Email Message Header - The email header can be modified using lists statuses from the selected UTA level. This workflow task will change the status of the object that triggered the following syntax, with workflow to the arguments separated by semicolon: selected status.

**X-Priority={1,2,3,4,5} **Priority={normal,urgent,non-urgent} **Importance={high,normal,low} Task Type: Company Association===**Sensitivity={personalYou can use the Company Association Workflow Task Type to automatically add,private,company,confidential} eremove or update one or more companies to a Level 1 record.gThey will be assigned to the record with the UTA category defined in the "Roles will be assigned" setting. Priority=urgent;Importance=high

* Message Template- Subject - Narrative subject line of the message. * Message Template: Body - Narrative body of the message. * 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, in the case of an instant message no file is attached. * Message Template: Attachment File IDs - Attach additional default files. If this is a Link -Single File or Link - Multiple File or Display Only – Image custom field on the object, that triggered the workflow, then the custom field id needs to be specified (@#customfieldid#@). If you wish to attach a file from a SmartFolder, you must enter the SmartFolder file ID here. Multiple references should be separated by semicolons* Message Template: Save as Event - will create an e-mail activity. If it’s L1/L2 workflow, where Company Association Tasks have the UTA L2/L3 Email Activity following settings have been configured, then it will be saved as L2/L3 event under the L1/L2 object. Otherwise it will be saved as user event under the Activities tab against each recipient in the field. * Routing: Use Variable for Recipients - Allows recipients of the message to be selected using variables. * Routing: Use UTA Role - When using roles to select recipients, the UTA Role can be used to determine recipients. Only appears if workflow is UTA specific.* Routing: Role - Used to select recipients by role. This list includes all roles configured in the system, alongside the built-in roles that can be used in a workflow:

**The Originator role is used to reference the '''Name''' - Narrative name of for the person that started the workflowtask. This could be the person that submitted an expense claim, added a file * '''Task Type''' - manually set to a workflow or added a new employee. Company Association**The Initiator role is used to reference '''Task Number''' - A system generated number that determines the name presentation order of the person that initiated the current task in the workflow. This refers number can be changed to display the person that approved the current step of an expense claim, or reviewed a document loaded into in a workflow enabled Smart Folderdifferent location. *'''Description''' - Detailed description of the task (optional).*The Owner role is used to reference the user assigned as the Owner '''Expire After''' - Intended duration of the recordworkflow. **The People role is used '''Use Variables for companies''' - Allows user to use syntax to reference the user assigned as company IDs* '''Action''' - Add, update or delete the Person on company association* '''Companies''' - use Lookup to select the level one. This role is only available to Level One specific tasksCompanies that will be added. **The '''Roles will be Assigned Users role is used ''' - select the categories that you want the companies to send messaging be assigned with. To assign different companies with different categories, you will have to users who are in the Assigned field of a Level Two activity. This role is only available for Level Two workflowscreate more than one Company Association task. Once the role has been selected the following recipient choices are available:

**Let the current user select target user from this role – When the workflow is triggered===Task Type: Create Consumer/Provider Link===Consumer/Provider Link Workflow Task Type creates Consumer/Provider relationships, the user will be prompted to select recipients from the list of users currently in the role. **All Users of this role – The message will be sent to all users in the selected role. **Selectable list of users currently in the role – The message and is sent only available to the specific users that are selectedLevel 1 and Level 2 workflows.

* Routing: Selected Users: details Consumer/Provider Tasks have the following settings, all of which control how the users configured as Recipients in target record is linked to the Role section * Routing Options - Specifies record triggering the types of options available to process this workflow step. In many instances, the default options can be used, such as Approved, Rejected or Revise. But additional and alternate sets of options can be created to reflect more complex business processes. :

===Task Type: Activate/Deactivate UserCreate New Activity===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 can be driven by a Status change on the Level 1 record. The workflow will also trigger (in this sequence):

This type of Workflow task is used to set the access type for a user or to deactivate a user1. Auto-assignments

No message accompanies this workflow task. If you wish to notify users of a change in access type, for example to notify activated users of their password, you can configure an Acknowledgement type workflow task to follow this step in the workflow2. Level 2 Formulas

===* '''Name''' - Narrative name for the task.* '''Task Type: Change Status===''' - manually set to Create New Activity* '''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.* '''Activity Scheduling Options''' - drop-down with 3 options (Disable, Schedule by Date and Amount, Schedule by Number of Activities) that can be used to create multiple instances of the Activity.

Change Status Workflow Task Types change : If '''Schedule by Date and Amount''' option is selected then following settings are exposed.::* '''Start Date''': Level 1 field used to set the start date of the status activity scheduling period::* '''End Date''': Level 1 field used to set the end date of the object that triggered activity scheduling period::* '''Schedule Every''': frequency of scheduling::* '''Total Amount''': Level 1 field used for the workflowTotal Amount to be distributed. There The amount specified will be split evenly between each Level 2. If 'N/A' is no messaging selected, the Level 2s will be created without an amount.::* '''Activity Date''': Level 2 field used to set the date to be assigned to each record based on this task typethe scheduling options."::* '''Activity Amount''': Level 2 field used to store the calculated amount for each record. If 'N/A' is selected, the Level 2s will be created without an amount.::* '''Activity Index''': Level 2 field used to store the index number of each record. If 'N/A' is selected, the Level 2s will be created without an index number."

Change : If '''Schedule by Number of Activities''' option is selected then following settings are exposed.::* '''Number of Activities''': Level 1 field used to set the number of activities to be created::* '''Activity Index''': Level 2 field used to store the index number of each record. If 'N/A' is selected, the Level 2s will be created without an index number."'''Days Delay''' - Number in days of delay before creation of new activity. If left blank, the new activity will be created immediately.::* '''Create for Users in UTA Role''' - select the UTA Role of the users that the Peer Activity should be created against.::* '''Activity Type''' - This is where you specify which Level 2 Type you wish to create. If you select the Custom Field option then a Custom Field ID field is exposed.::* '''Custom Field ID''' - 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. 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. To create multiple Level 2 records use one of the Select many field types (e.g. Select Many – Check Boxes, Select Many – Scrolling Check Box, Select Many – List Box) and to create a single Level 2 record use the Select One – Combo Box.::* '''Activity Status''' - Allows you to define the Status for the newly created Level 2 record(s). Note: If that Level 2 Status Tasks have has a workflow attached to it the workflow will be triggered at the point of creation of the Level 2 record.::* '''Reminder Type''' - You can select whether a Quick Message or reminder email will be sent out to the Owner or contacts attached to the record, or any combination of the following settingsabove.:: * '''Reminder Days''' - Sets delay for reminder message being sent.

* Name - Narrative name for the task. * ===Task Type - manually set to Change Status: Generate PDF File===* Task Number - A system generated number Auto generation of a PDF 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. * Change Status To - lists statuses from the selected UTA level. This workflow task will change the status of the object that triggered the workflow to the selected status. :

You can use To store the Company Association Workflow Task Type to automatically addPDF, remove or update one or more companies to a Level 1 record. They will be assigned to specify the record with field ID of the UTA category defined Link - Multiple Files custom field in the "Roles will be assigned" settingStore to Field ID field on the Workflow Task settings.

Company Association Tasks have The field you are storing too does not need to be on the following settings: same object. The syntax @parent.Field Name.id@ allows the workflow to store a level two web page view to the parent record.

* Name - Narrative name for the task. * Task Type - manually set to Company Association * Task Number - A system generated number that determines the presentation order of Generate PDF File Tasks have 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 Variables for companies - Allows user to use syntax to reference the company IDs * Actionfollowing settings: Add, update or delete the company association* Companies - use Lookup to select the Companies that will be added. * Roles will be Assigned - select the categories that you want the companies to be assigned with. To assign different companies with different categories, you will have to create more than one Company Association task.

===Task Type: Create Consumer/Provider Link===:* '''Routing: Use Variable for Recipients''' - Allows recipients of the message to be selected using variables. See this article for configuration details.::* '''Routing: Use UTA Role''' - When using roles to select recipients, the UTA Role can be used to determine recipients.::* '''Routing: Role''' - Used to select recipients by role.::* '''Routing: Selected Users''' - If required, specific users can be selected to complete this task. This technique restricts the number of users that the initiator can select.::* '''Routing: Routing Options''' - Specifies the types of options available to process this workflow step. In many instances, the default options can be used, such as Approved, Rejected or Revise. But additional and alternate sets of options can be created to reflect more complex business processes.

Consumer/Provider Link Workflow ===Task Type creates Consumer/Provider relationships, and is only available : PDF Merge===Will convert [[Custom Field Type: Special – MS Word Merge|Word Merge]] document to Level 1 and Level 2 workflows. a PDF which can then be:

Consumer/Provider Tasks have the following settings, all of which control how the target record is linked :::::* E-mailed to the record triggering person(s) designated in the workflowstep.::::: * Stored within a Multiple Files Custom Field

* Name - Narrative name for the task. * Task Type - manually set to Create Consumer/Provider Link* Task Number - A system The PDF generated number that determines the presentation order of the task in the workflow. This number can must be changed to display the step in based upon a different location[[Custom Field Type: Special – MS Word Merge|Word Merge]] Custom Field. * Description - Detailed description of You must specify the task (optional). * Expire After - Intended duration Custom Field ID of the workflow. * Connection Type - Select whether the link will MS Word Merge document to be a Consumer or Provider * Connection Application - Select the UTA being connected * Connection Level - Choose converted in the connection level (Level One or Level Two)* Object MSWord Merge Field ID / Variable - Enter field on the Record ID (or a variable to obtain the Record ID of the object to connect to). It accepts semicolon separated listsWorkflow Task settings. * Connection Role - Select the Consumer UTA Connection role to be used for the connection

You can use Generate PDF File Tasks have 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 can be driven by a Status change on the Level 1 record. The workflow will also trigger (in this sequence)following settings:

1::* '''Name''' - Narrative name for the task.::* '''Task Type''' - manually set to Create Consumer/Provider Link::* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. AutoThis number can be changed to display the step in a different location.::* '''Description''' -assignments Detailed description of the task (optional).::* '''Expire After''' - Intended duration of the workflow.::* '''MSWord Merge Field ID''' - Must contain the Custom Field ID of the Web Page View to be converted into PDF format. To create multiple PDFs, enter the Custom Field IDs of the Web Page View fields in the Web Page Field ID# setting of the Workflow Task, separated by commas.::* '''Store to Field ID''' - If PDF file should also be stored to the record, must contain the Custom Field ID of the relevant Link - Multiple Files custom field.::* '''PDF Render Language''' - If a language is specified, the language option will be applied to the PDF generated::*::* '''Message Template: Message Type''' - Type of message – e-mail, instant message, both, or none required with this task. E-mail and instant messages can be created using variables that will create custom messages specific to instances of the workflow. Options are No Message Required (default), Quick Message, Email Only and Quick Message and Email.{{Template:WorkflowMessageTemplate}}

2::* '''Routing: Use Variable for Recipients''' - Allows recipients of the message to be selected using variables. See this article for configuration details.::* '''Routing: Use UTA Role''' - When using roles to select recipients, the UTA Role can be used to determine recipients.::* '''Routing: Role''' - Used to select recipients by role.::* '''Routing: Selected Users''' - If required, specific users can be selected to complete this task. This technique restricts the number of users that the initiator can select.::* '''Routing: Routing Options''' - Specifies the types of options available to process this workflow step. In many instances, the default options can be used, such as Approved, Rejected or Revise. But additional and alternate sets of options can be created to reflect more complex business processes. Level 2 Formulas

3===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. Level 2 Workflows

New Activity Tasks ::* '''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 following settingscurrent 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.

* Name - Narrative name for the task. * ===Task Type - manually set to Create New Activity: Request for Approval / Request for Comment===* Both of these Workflow 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. * Days Delay - Number in days of delay before creation of new activity. If left blank, the new activity will be created immediately. * Create for Users in UTA Role: select the UTA Role of the Types prompt users that the Peer Activity should be created against.* Activity Type: This is where you specify which Level 2 Type you wish to create. If you select review the Custom Field option then a Custom Field ID field is exposed.* Custom Field ID: 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. 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. To create multiple Level 2 records use one work of the Select many field types (e.g. Select Many – Check Boxes, Select Many – Scrolling Check Boxothers, Select Many – List Box) and to create a single Level 2 record use the Select One – Combo Box. * Activity Status: Allows you to define the Status for the newly created Level 2 record(s). Note: If that Level 2 Status has a workflow attached to it the workflow will be triggered at the point of creation of the Level 2 record. * Reminder Type - You can select whether a Quick Message or reminder email will be sent out to the Owner or contacts attached to the record, or any combination keep track of outstanding reviews on the above. * Reminder Days - Sets delay for reminder message being sent. * Message Template: From Address - Email address sent from. This field accepts variables, so you can either hard-code a value (i.e. donotreply@mycompany.com) or use variable syntax (i.e., on a Level 1 [[Workflows_Overview#Workflow_Requests|Workflow, @owner.email@) * Message Template: Subject - Narrative subject line of the message. * Message Template: Body - Narrative body of the messageRequests]] page.

===:* '''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 Typeactive 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: Generate PDF File10=approved;20=reject;30=Revise) and click Save.

Auto generation of 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 PDF corresponding task so that the routing option can then be: connected to an appropriate task.

* E-mailed to You must set the person(s) designated in minimum number of respondents on the workflow step. * Stored within a Multiple Files Custom Fieldconnector associated with each of the approval options.

The PDF generated must ::* 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 based upon a Web Page View Custom Fieldone. You must specify ::* 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 Custom Field ID number of respondents on the Web Page View Reject connector to be converted in two.The system checks the Web Page Field ID field connectors once the number of respondents on the task has been met, this behaviour is not configurable. The first connector the system checks will be taken if the requirements are met.You must ensure the Workflow Task settingsis 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.

Multiple PDFs can be created and stored in a single Link ===Task Type: Select User for Next Task===This task type used to allow the current user to pre- Multiple Files custom field using select the user that is responsible for the task that immediately follows this workflow task type, by entering the Custom Field IDs of the Web Page View fields, separated by commas.

To store the PDF, specify the field ID of the Link - Multiple Files custom field in the Store to Field ID field on the Workflow Task settingsThis is necessary for tasks that will trigger at a later date.

The field you are storing For example, consider a Workflow that is triggered on the status of Escalated which is configured to does not need send a reminder e-mail to be on a manager if the same objectstatus has not changed for seven days. The syntax @parent.Field NameIf the reminder e-mail workflow task has Let current user select target user from this role as the recipient the Workflow would fail.id@ allows This is because the workflow to store a level two web page view to e-mail is triggered (seven days later) by the parent recordsystem, and there is no current user.

Generate PDF File Tasks have The settings for this Workflow Task Types match those used for the Acknowledgment task. The only difference if that the Request with the following settings: Routing options.

* Message Template===Task Type: Body - Narrative body of the message. Signority Submission===* 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 You can use the object is a file, then the file will be attached Signority Submission Workflow Task Type 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 - will create an e-mail activity. If it’s L1/L2 workflow, where the UTA L2/L3 Email Activity settings have been configured, then it will be saved as L2/L3 event under the L1/L2 object. Otherwise it will be saved as user event against each recipient. * Routing: Use Variable for Recipients - Allows recipients of automatically trigger the message to be selected using variables. See this article for configuration details. * Routing: Use UTA Role - When using roles to select recipients, the UTA Role can be used to determine recipients. * Routing: Role - Used to select recipients by role. * Routing: Selected Users - If required, specific users can be selected to complete this task. This technique restricts the number of users that the initiator can select. * Routing: Routing Options - Specifies the types of options available to Signority signing process this via workflow step. In many instances, the default options can be used, such as Approved, Rejected or Revise. But additional and alternate sets of options can be created to reflect more complex business processes.

===:* '''Name''' - Narrative name for the task.:* '''Task TypeNumber''' - 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.: Internet Communication – HTTP Post===* '''Signority Field''' - drop-down which lists all Signority enabled WPV fields for the entity the workflow is configured against.

This workflow task type is used to pass a string of data ===Task Type: Trigger Workflow===You can use the Trigger Workflow tasks to another web service via trigger a different workflow step.

HTTP Post Trigger Workflow Tasks have the following settings:

:* URL '''Name''' - where to PostNarrative name for the task.:* User Name '''Task Number''' - username A system generated number that determines the presentation order of the task in the workflow. This number can be changed to access post display the step in a different location if needed.:* Password '''Description''' - password to access post location if needed 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.:* Parameters '''Record id / Variable''' - free text field 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 pass in parameters such as apitoken be triggered is a User type workflow, alias id, etcyou would need to provide a User ID for the contact record against which you would want the workflow to be triggered. Can include username and password if not specified in the specific fields :** Response Store * If the workflow is to Custom Field ID - field on system where response from HTTP post can be stored 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.

You can use Update Company Category Tasks have 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.following settings:

People Association have * '''Name''' - Narrative name for the following settings: 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.

* Name - Narrative name for the task. * ===Task Type - manually set to People Association: Update Custom Field Value===* Task Number - A system generated number that determines the presentation order of the task in the The Update Custom Field Value 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 type 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 write values to be associated* Roles will be Assigned - select custom fields on the role(s) that you want object against which the contact(s) to be associated with. To assign different contacts with different roles, you will have to create more than one People Association taskWorkflow is triggered.

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 These values can then either select specific contacts or groups that will always be added to the Level 1 when the workflow is triggered, hard-coded or you they 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 addeduse variables.

Note: * If you are allowing the current user You can also use MySQL syntax 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 assignedmanipulate values using sscalculation.

In order to notify the contact(s) that they Update Custom Field Value Tasks have been assigned you can create a subsequent Acknowledgement Workflow Task to e-mail all contacts with the UTA role you selected. following settings:

===Task Type: Request for Approval / Request for CommentUpdate 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.

Both of these Workflow Task Types prompt users to review Standard fields on the work of otherslevel 1, level 2, level 3, companies, contact and keep track of outstanding reviews on the Workflow Requests page.transaction can be updated using this method:

The settings for both of these Workflow Task Types match those used for Update Standard Field Value Tasks have the Acknowledgment task except for 2 additional following settings:

* Respondents '''Name''' - Indicates Narrative name for the task.* '''Task Number''' - A system generated number that determines the presentation order of respondents required for this approvalthe task in the workflow. This number can be changed to display the step in a different location.* '''Description''' - Detailed description of the task (optional). * Allow Edit '''Expire After''' - Allows editing Intended duration of the attached objectworkflow.* '''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.

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 ===Task Type: Update User Role===Update User Role 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 repliedTypes can add or remove roles from SmartSimple contacts.

The Routing options field This task type is used as part of the Request only available for Approval process. Users should enter appropriate options within the Routing Options section(Example: 10=approved;20=reject;30=Revise) and click Save"User" workflows.

These Routing Options will then be available in the Trigger Type drop-down when configuring Connectors. It is suggested that each routing option should Update User Role Tasks have a corresponding task so that the routing option can then be connected to an appropriate task. following settings:

You must set * '''Name''' - Narrative name for the minimum 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 respondents on the connector associated with each task (optional).* '''Expire After''' - Intended duration of the approval workflow.* '''Option''' - optionsare 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.

* If you have selected three respondents on the ===Task Type: Web Service - HTTP Request for Approval Task, and the ===This workflow task should only pass if all three respondents click approve you would set type is used to consume a [[APIs|web service]] via a workflow step. The web service will send the number of respondents on HTTP Post request to retrieve information. The response returned by the Approve connector to web service can be three, and stored into a custom field on the number of respondents on object against which the Reject connector to be oneWorkflow was triggered.

* 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[[File:HTTPPost. PNG|500px]]

The system checks HTTP Post have 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. following settings:

===Task Type: Select User for Next TaskWeb 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 used to allow the current user to pre-select the user that is responsible for the task that immediately follows this task type[[File:SOAP. png]]

This is necessary for tasks that will trigger at a later date. Task type has the following settings:

For example, consider a Workflow * '''Name''' - Narrative name for the task.* '''Task Number''' - A system generated number that is triggered on determines the status presentation order of Escalated which is configured the task in the workflow. This number can be changed to send display the step in a reminder edifferent location.* '''Description''' - Detailed description of the task (optional).* '''Expire After''' - Intended duration of the workflow.* '''Message Template: Action''' -mail The action to a manager if called by the Web Service call (These actions are defined by the status has external server, and are not changed part of SmartSimple)* '''Message Template: Custom Field ID for seven daysResponse''' - 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. If * '''Message Template: Email Message Header''' - The email header can be modified using the following syntax, with the reminder 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''' -mail The content of the Web Service message to be sent to the external service. This can contain variables related to the object the workflow task has Let current user select target user from this role 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 recipient textual details of the Workflow would failobject will be added. This If the object is because a file, then the file will be attached to an e-mail is message, but not an instant message.** '''Message Template: Attachment File IDs''' - Attach additional default files when triggered (seven days later) 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 system, and there is no current userreceiving server.

The settings for this Workflow Task Types match less than symbol (<) and ampersand (&) are two primary special characters to be concerned about. When including fields that may contain those used for characters you should use a special wrapper so the Acknowledgment task. The only difference if receiving system understands that they are data content and not part of the Request with the Routing options. XML structure:

You 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 Signority Submission Workflow Task Type variable syntax to pull the value from the XML Custom Field you selected to store the response to automatically trigger the signority signing process via workflowWeb Service call.

Signority Submission Tasks have For example, if the following settings[[Custom Field Type: Special - XML Data|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:

* Name - Narrative name for the task @xml. * Task Number - A system generated number that determines the presentation order of the task in the workflowWeb Service Response. This number can be changed to display the step in a different locationsoap:Body. * 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 againstAssignedIdentifier. nodevalue@

@system.xml.''fieldname''.''nodename''.nodevalue@ ===Task Type: Trigger WorkflowWeb Service - RESTful Request===This workflow task type is used to consume a RESTful web service using GET or POST method.

You can use the Trigger Workflow tasks ====RESTful Web Service Request using GET Method====POST method is used to send data to trigger a different workflowRESTful web service.

Trigger Workflow Tasks have the following settings[[File: RESTful_GET.PNG|500px]]

* Name - Narrative name for GET RESTful Web Service Request have 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. following settings:

:*'''Endpoint''' - resource of the web service:*Examples: If '''Request Header''' - additional instructions sent with the request. These might define the workflow to be triggered is a User type workflow, you would need to provide a User ID for of response required or the contact record against which you would want authorization details.:* '''Store Response To Field''' - [[Custom_Fields|Custom field]] where the workflow to response will be triggeredstored. :**If the workflow is '''Store Response 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 SmartFolder''' - [[SmartFolders|SmartFolder ID]] where the workflow should response file will be triggeredstored.

===Task Type[[File: Update Company Category ===RESTful_POST.PNG|500px]]

This task :* '''Endpoint''' - endpoint of the web service:* '''Request Body''' - data sent with the request.:* '''Request Header''' - additional instructions sent with the request. These might define the type is only available for "Company" workflowsof response required or the authorization details.:* '''Store Response To Field''' - [[Custom_Fields|Custom field]] where the response will be stored.:* '''Store Response to SmartFolder''' - [[SmartFolders|SmartFolder ID]] where the response file will be stored.

Update Company Category Tasks have ====Credentials of the following settingsRESTful Web Service Request====<!--89397 - Workflow Task Type: Web Service - RESTful Request -->Credentials of the web service can be added in the Request Header in the format: Authorization=Basic [base64 encoded credentials].<br/>A third party software can be used to convert the username/password to a base64 encoded credentials.<br/>Note that all equal signs within the base64 credentials should be replaced with %3D.<br/>Example:<br/>FROM: Authorization=Basic c3NcUyVzZXI6SzhAtHVuY2g<span style="color: #ff0000;">'''='''</span><br/>TO: Authorization=Basic c3NcUyVzZXI6SzhAtHVuY2g<span style="color: #ff0000;">'''%3D'''</span>====Parsing JSON response====<!--67458 - Add GET/POST REST services workflow tasks that are compatible with JSON-->Variable syntax is available to parse and retrieve values from JSON format data.<br/>''Sample 1''<pre>FIELD_NAME: {"firstname":"John"}variable syntax: @json.FIELD_NAME.firstname@ result: John</pre>''Sample 2''

* Name - Narrative name for the task. <pre>FIELD_NAME: {"primarycontact":{"firstname":"Thomas"}}* Task Number - A system generated number that determines the presentation order of the task in the workflowvariable syntax: @json. This number can be changed to display the step in a different locationFIELD_NAME. * Description - Detailed description of the task (optional)primarycontact. firstname@ * Expire After - Intended duration of the workflow. result: Thomas* 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. </pre>* Categories - select the categories that should be added or removed from the organization's profile. 'Sample 3''

===Task Type: Update Custom Translate Field Value===The Translate Field Value Workflow Task allows you to perform automatic translation of records and field values in the system. It will only apply to those custom fields that have [[Enable_Translation_Service|enabled translation services]].

The Update Custom Field Value workflow task This Task type can be used to write values to custom fields on has the object against which the Workflow is triggered. following settings:

These values ** '''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 hardchanged to display the step in a different location.** '''Description''' - Detailed description of the task (optional).** '''Translate to''' -coded set which language or they can use variables. languages to translate to for the custom fields that have enabled translationIf a record has translation enabled and a stored field translation exist, there will be a "Show Translation Values" in the Options menu

You can also use MySQL syntax to manipulate When shown, the translated field values using sscalculationwill appear directly underneath the existing field value.

Update Custom Field Value Tasks have If more than one translated language exist, there will be a language drop down appearing at the following settings: top of the record.

* Name - Narrative name for the task. ==Importing and Exporting Workflow Tasks==* Task Number - A system generated number that determines the presentation order of the task in the workflow. This number Workflow Tasks can be changed to display exported and imported into other Workflows using the step in a different location. * Description - Detailed description of the task (optional). * Expire After - Intended duration of Import/Export function on the workflow. * Use Field - lists custom fields across all UTAs from the selected UTA levelEdit Workflow page. This workflow task will update the selected field with the value in the "Update To Value" setting. Note: If the field feature is particularly useful if you have created workflows for testing on your backup instance and wish to be updated has implement the Read Only toggle enabled finalized reports 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 valuesyour live system.

The Update Standard Field Value workflow type can be used 1. Go to write values to standard fields the relevant Workflow, click on the object against which Tasks tab and select the Workflow is triggeredcheckbox next to the workflow task(s) that you wish to export.

Standard fields 2. Click on the level 1, level 2, level 3, companies, contact and transaction can be updated using this method: Export button.

Update Standard Field Value Tasks 3. A pop-up window will appear, containing the details of the tasks you have selected in XML format. Select all of the text in the following settings: pop-up window and save it to a text editing program, such as Notepad.

* Name - Narrative name for the task. * Task Number - A system generated number Note that determines the presentation order of the task in the workflow. This number can , if multiple tasks are selected, they will be changed to display the step delimited 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 XML text block 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 correctlytag.

===Task TypeThe steps to '''import''' a workflow task or set of workflow tasks are as follows: Update User Role===

Update User Role 1. Go to the relevant Workflow Task Types can add or remove roles from SmartSimple contacts, click on the Tasks tab, then click on the Import button.

This task type is only available for "User" workflows2. A blank pop-up window will appear. Paste the XML data that you have exported into this window.

Update User Role Tasks have 3. Confirm your selection by clicking on the following settings: Import button at the bottom of the pop-up window.

* Name - Narrative name for the task. * Task Number - A system generated number that determines the presentation order of the task in the The workflow. This number can tasks will be changed to display the step in a different location. * Description - Detailed description of the task (optional). * Expire After - Intended duration of imported into the new workflow. * Option - options are Add or Remove. This determines whether the task The Edit Workflow page will add or remove roles from refresh to show the contact upon which the workflow is triggered. * Roles newly- select the roles that should be added or removed from the contact's profileworkflow tasks.

This Task type has the following settings[[Image: workflow2017_13.png|600px|border]]

** X-Priority={1,2,3,4,5} ** Priority={normal,urgent,non-urgent} ** Importance={high,normal,low} ** Sensitivity={personal,private,company,confidential} eIn general the Workflow Condition is used with several different connectors attached to a task.gCollectively the conditions on each task should accommodate every possibility. Priority=urgent;Importance=high

* Message TemplateNote: Envelope Template: The content of because the Web Service message to be sent to sequence in which the external service. This can contain variables related to the object the workflow system accesses each connector is not configurable it is triggered against. * Message Template: Attach Object - Attaches important that the details of the object to the messageconditions are mutually exclusive. In the case of a SmartSimple objectFor example, such as if you have 3 connectors for different paths based on a company, person, or application, the textual details of particular value the object will conditions could 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 * "@Selection@"="Yes"* "@Selection@"="No"* "@Selection@"!="Yes" and "@Selection@"!="No"* The last statement could also be represented as "@Selection@" not in ("Yes","No")You can also use MySQL syntax to perform calculations within the SOAP message contains certain special characters it will disrupt the XML structureCondition:* date_format(now(), making the message unreadable by the receiving server. "%d")="01"

For exampleIt is recommended that workflows with a loop include an empty task with 2 connectors with 2 separate conditions, one which goes back to the looped task and another which proceeds on to the next task, thus preventing an address could contain ampersands, so it should be wrapped as follows: endless loop.

If the response should ===Workflow Condition Examples===There are two rules that must be saved followed when adding multiple connectors to a [[System Variable]], the syntax would beworkflow task that incorporate conditional logic statements: @system.xml.''fieldname''.''nodename''.nodevalue@

The recipient of workflows (selected Three level one [[types]] exist in a given [[UTA|application]], with [[Determining the Acknowledgementtypeid|typeIDs]] of 12345, Request for Comment 45678 and Request for Approval task types) can be defined using variable syntax, rather than being limited to the list by role67890.

It also allows you to filter recipients based on a custom field on the contact* ''"@levelone.typeid@"="12345"'' and* ''"@levelone.typeid@"="45678"'', or UTA Contact Role Based custom field(s). respectively

To enable this featureIf the workflow is fired against a record associated with typeID 67890, click on the "Use Variable for Recipients" checkbox under the "Routing" header in the workflow task and then use variables will never progress to reference the relevant usernext task.

==Importing Three level one [[types]] exist in a given [[UTA|application]], with [[Determining the typeid|typeIDs]] of 12345, 45678 and Exporting Workflow Tasks==67890.

Workflow Tasks can be exported and imported into other Workflows using the Import/Export function Three connectors are set up on the Edit Workflow page. This feature is particularly useful if you have created workflows for testing on your backup instance and wish to implement the finalized reports in your live system. a workflow task with conditions of:

2. Click on Alternatively, connectors with the Export button. following conditions could be set up:

[[Image:workflow2017_12* ''"@levelone.png|1000px]]typeid@"="12345"''* ''"@levelone.typeid@"!="12345"'' (not equal to "12345"), and* ''"@levelone.typeid@" NOT IN ("12345","45678")'', respectively

The steps to import a workflow task or set of workflow tasks are as follows: 4. Go to the relevant Workflow, click on the Tasks tab, then click on the Import button'''2. Each condition must be mutually exclusive from every other'''

6. Confirm your selection by clicking on Three [[Level_2_Types|level 2 types]] exist in a given [[UTA|application]], with [[Determining the Import button at the bottom typeid|typeIDs]] of the pop-up window12345, 45678 and 67890.

* The workflow tasks will be imported into Two level 2 [[status]]es exist in the new workflow. * The Edit Workflow page will refresh to show same application, with [[Determining the newly-added workflow tasksstatusid|statusIDs]] of 888 and 999.

Example Branching Logic can be implemented to send an approval message to Senior Management when The issue here is that both statements [[Boolean Operators|evaluate]] as '''true''' if the request is over $100,000, while requests under $100,000 will take a different path when statuses on the record triggering the workflow is triggeredhave a statusID of 888 or 999.

Note: because the sequence in which The types and statuses exist as above, and the system accesses each connector is not configurable it is important that administrator wishes to configure the conditions are mutually exclusivesame branching logic. For example, if you have 3 connectors for different paths based on a particular value the conditions could be:

* "@Selection@"="Yes" * "@Selection@"="No" * "@Selection@"!="Yes" and "@Selection@"!="No" * The last statement could also Two connectors should be represented as "@Selection@" not in ("Yes","No") set up on a workflow task with the following conditions:

This condition will be true only on the 1st of configuration satisfies Rule #2, in that the monthconditions are now mutually exclusive. This could However, a third connector must be used included, with a Recurring Workflow that loops daily if you wish the following condition, which connects to send out a summary e-mail on the 1st of every month. "Complete" task, in order to satisfy Rule #1 above:

It is recommended that workflows with a loop include an empty task with 2 connectors with 2 separate conditions* ''"@level2.statusid@" not in ("888", one which goes back to the looped task and another which proceeds on to the next task, thus preventing an endless loop. "999")''

iCalendar is a file format that allows Internet users to send meeting requestsSmartSimple workflows support 3 email attachments types (ievent, contacts and tasks through email itodo and other digital methodsicard).

The SmartSimple workflows support 3 email attachments types (engine will look for email contents that have ievent, itodo , and icard)objects. The contents of these objects are assembled and added as email attachments.

The SmartSimple email engine will look for email contents that have ievent, itodo, and icard process iCalendar objects. The contents of these objects are assembled and added as email attachments. using the following syntax:

The email engine will look for email contents that have * "@@ievent, "* "@@itodo, and "* "@@icard objects. The contents of these objects are assembled and added as email attachments. "

The email engine will process Simple sample iCalendar objects using the following syntax: are shown below

===ievent Object===<pre><!--@ssattach(icalendar,vevent)--><br />@@ievent<br />UID:@owner.email@<br />ORGANIZER;CN=@company@<br />DTSTART:TO_UTC(@startdate@ @starttime@)<br />DTEND:TO_UTC(@enddate@ @endtime@)<br />LOCATION:Room 1<br />SUMMARY: Details to follow<br />DESCRIPTION: @description@@@<br /!--@end-->@@ <br /pre>instead of UTC you can specify the Time Zone for the DTSTART and DTEND as:

<pre><!--@ssattach(icalendar,vtodo)--><br />@@itodo<br />UID:@owner.email@<br />ORGANIZER;CN=@company@<br />DUE:TO_UTC(@startdate@)<br />STATUS:NEEDS-ACTIONLOCATION:Room 1<br />SUMMARY: Meeting <br />DESCRIPTION: @description@@@<br /!--@end-->@@<br /pre>

<pre><!--@ssattach(icalendar,vcard)--><br />@@icard<br />FN:@owner.fullname@<br />ORG:@company@<br />TITLE:@name@<br />TEL;TYPE=WORK,VOICE:@owner.phone@<br />TEL;TYPE=HOME,VOICE:(404) 555-1212<br />ADR;TYPE=WORK:;;100 Waters Edge;Baytown;LA;30314;United States of America<br />LABEL;TYPE=WORK:100 Waters Edge\nBaytown\, LA 30314\nUnited States of America<br />ADR;TYPE=HOME:;;42 Plantation St.;Baytown;LA;30314;United States of America<br />LABEL;TYPE=HOME:42 Plantation St.\nBaytown\, LA 30314\nUnited States of America<br />EMAIL;TYPE=PREF,INTERNET:forrestgump@example.com<br />@@<!--@end--></pre> ==Trigger a Workflow from a Custom Browser Script==Workflows can be triggered based on a value in a custom field on the object using a browser script:  _triggerwf(objectid,workflowid,Entity ID);

This syntax should work when generating an email, and when used in the connectors as a condition. It should also work when using a Trigger Workflow task, and when a Task Connector is linked directly to the workflow. ===Using variable syntax to select recipients for workflow tasks===The recipient of workflows(selected in the Acknowledgement, Request for Comment and Request for Approval task types) can be defined using [[Variable List|variable syntax]], rather than being limited to the list by role. The benefits to using this approach is, you can send to multiple roles at the same time, rather than having to configure different tasks for each role. It also allows you to filter recipients based on a custom field on the contact, or UTA Contact Role Based custom field(s). To enable this feature, click on the "Use Variable for Recipients" checkbox under the "Routing" header in the workflow task and then use variables to reference the relevant user.   ===Notes Workflow===The following variables can be used in Notes Workflows:  @notes@ - the body of the note To reference fields found on the associated Level 1, Level 2, Level 3, contact or organization record:  @parent.fieldname@ or @parent.#fieldID#@ For Notes at Level 2 you can reference fields on Level 1 using:  @parent.parent.fieldname@ or @parent.parent.#fieldID#@ The same syntax can be used to call Level 2 fields for Notes at Level 3 To call Level 1 fields for notes on Level 3:

* '''Workflows''' – click this tab to see list of workflows. * '''Tasks''' – click this tab to see a list of tasks for all workflows. {{WorkflowTaskTypeCCEmailSyntaxOptions}}* '''Outstanding Tasks''' – click this tab <!--sendnoto sendnotto Sendnotto sendasto reply-to see a list of outstanding tasks for all workflows. replyto-->

Each of these tabs has search and sort options=Using workflows===Searching or Sorting Workflows==To access the workflows list, click the menu icon in the action bar, to allow quick and easy location of workflows and tasksfollowed by the Workflows link in the System Process section.

The steps for '''searching''' following tabs are as followsalso displayed:

1* '''Workflows''' – click this tab to see list of workflows. Go * '''Tasks''' – click this tab to the see a list of tasks for all workflows.* '''Outstanding Tasks''' – click this tab that you wish to see a list of outstanding tasks for all workflows.Each of these tabs has search againstand sort options, to allow quick and easy location of workflows and tasks. The steps for '''searching''' are as follows:

[[Image:workflow2017_141. Go to the tab that you wish to search against.png]]

32. Enter in appropriate Click into the search criteriafield to select the list view column to search against.

43. Click on the Search button to run the search or click on the X (clear button) to clear the Enter in appropriate criteria.

54. All matching results will be listed, as well as filter Click on the Search button to run the search or click on the X (clear button) to clear the criteria.

[[Image:workflow2017_155. All matching results will be listed, as well as filter criteria.png]]

The steps for '''sorting''' are as follows: 1. Click the column header on the column you wish to sort. First click sorts ascending (going up example 1,2,3). 2. Second click sorts descending (going down example 3,2,1)

==* outstanding tasks that you need to complete based on SmartSimple [[workflows]],* tasks that other people need to complete where you are participating in some steps in the workflow, and* project tasks that you are assigned to complete.The request will be listed under the '''Requests to me''' link.1. Click the '''Communications''', Workflow Diagram==Requests link. The Workflow task is displayed. 2. Click the '''Task type''', '''File''' link. The Workflow step is displayed with the following fields in the request:

Clicking on * '''Task Name''' – The name of the [[Workflow|workflow]] task.* '''Created Date''' – The date the task was triggered.* '''Task Description''' – The description of the Diagram button in task’s purpose.* '''Action''' – The '''Routing Options''' for the action bar request. These options are only visible for '''Requests For Approval'''.* '''Comments''' – This box is always visible but can only be used with '''Request For Comments'''.* '''Object Area''' – The bottom portion of the Edit Workflow page will bring up request screen where the attached object is displayed.3. Select '''Approve''' to approve the file and click the '''Submit''' button. The '''Approve''' option requires us to select a graphical representation of [[User|user]] to send the approval message to so the '''Select User''' list is displayed.4. Select the [[User|user]] to receive the approval message and click the '''Submit''' button. The step is complete and the Workflow Tasks that have been configured on that is also complete. The '''workflowcomplete''' message is displayed.

System Administrators use this feature 5. Click the '''Communications''', '''Workflow Requests''' button. The [[Workflow|workflow]] is removed from the '''Request to document and troubleshoot complicated workflow configurationsMe''' window.

This ==Workflow Task configuration: Diagram==Clicking on the Diagram button in the action bar of the Edit Workflow page will bring up a graphical representation of the Workflow Tasks that have been configured on that workflow.

[[Image:workflow2017_16System Administrators use this feature to document and troubleshoot complicated workflow configurations.png]]

Produces this diagram[[Image: workflow2017_17.png|border]]

On The last column shows the Edit Workflow page, "Objectid" of the Pending Queue tab shows all instances where entity against which the workflow in question has been triggered, and the task has been scheduled for future completionwas fired.

The last column shows the "Objectid" of the entity against which the workflow was fired[[Image:workflow2017_18. png|900px|border]]

 In the Edit Workflow page, the history of an individual Workflow can also be accessed by the History tab.

The Enabling the Manager Permission will enable the Workflow History tab is made visible for a given Universal Tracking Application™ by enabling section from the relevant Manager Permission. Go to UTA – Settings – SecurityOption drop-down on Level 1, click on Feature Level 2 and Function PermissionsLevel 3 records.

The Enable Workflow History setting is found on the Feature tab[[Image:workflow2017_19. png|border]]

[[Image:workflow2017_19Clicking on the Workflow History tab will display the history of workflows triggered on the entity.png]]

Clicking on the Workflow History tab will display the history of workflows triggered on the entity[[Image:workflow2017_20. png|border]]

The user creating There should be a Lookup button to select the workflow must have permission roles that should be allowed to set company attach the workflow trigger.

Go to Global settings – Security – System Feature Permissions Once the role is selected, go to the Action Permission tab and scroll down to options will display in the Workflows - Attach Workflow to Company settingedit company view.

There should be a Lookup button to select the roles that should be allow them to do attach the workflow[[Image:workflow2017_21. png|border]]

 ==Reasons workflow messages aren't arriving==Some common reasons for workflow messages not arriving are: # Your [[Browser|browser]] has a pop-up blocker.# [[Workflow|Workflows]] are not enabled.# There is another [[Workflow|workflow]] triggering on the same status.# Your [[ImageWorkflow|workflow]] is not configured properly.Solution to:workflow2017_21# Allow [[SmartSimple]] as a trusted site '''''or''''' check your [[Browser|browser]] for any tool bars that may be blocking the pop-ups '''''or''''' set the [[Workflow|workflows]] to [[Workflow - Silent Mode|suppress pop-ups]].# Typically in [[UTA]]s, you will need to edit the ''template'' and enable [[Workflow|workflows]] for the level at which they are being triggered.png# You will need to review the other [[Workflow|workflows]] to make sure that two [[Workflow|workflows]] are not triggering on the same status.# You will need to review the configuration of the [[Workflow|workflows]] to ensure that the connectors are set appropriately as well as the individual tasks that are to take place. ==Determining the Workflow ID==Once a workflow has been created, the workflow ID (''wfid'') can be found as follows: * Click on the hyperlink for [[Global Settings]]* Go System tab, click on the hyperlink for ''Workflows''* The workflow ID is visible as the right-most column on the list of workflows.Alternatively:* Click on the Edit workflow icon for the Workflow you want, and the Workflow ID will be at the top of the page: [[Category:System Management]][[Category:Workflows]][[Category:Applications]]