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|-||UTA Role Assignment||UTA Template||Contact Assignment at Level 1<br /><span style="font-size: xx-small;">(with the [[Role]] specified) </span>||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 Company 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 Company Assignment at Level 1<br><font size="1">(with the [[Role]] specified) </font>||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.

==Create Workflow Connectors== All tasks must be connected to other tasks or 1. Navigate to the start desired workflow and complete before they will executeclick on the Task tab.

The connectors control when 2. Inside the next steps execute and control what list of tasks, click the next steps are (based on defined conditions)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.

13. Navigate to the desired workflow and click on the Task tabThe New 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.

4. Complete as appropriate and click Save at the bottom of the screen.

5. Click the New button in the desired row for the task you wish to connect and connect to a proceeding task, the Complete option or to another workflow entirely. Click Save when finished.

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).

When using a recurring workflow step is executed , the user is generally presented tasks must be connected in a loop, and there must be at least one connector with a Workflow window where they can select delay. Otherwise, the workflow would endlessly loop. If the workflow is set to look endlessly (without a value that delay), the system will be used to determine the next task to be performedautomatically stop processing any workflows configured this way, after five loops.

This feature is vital for workflows that require user interventionsOnce you have configured the Workflow, the Activate button can be used to start the workflow. Once activated, but is not required for workflows a Deactivate button will be visible that are can be used to simply send an instant message or email message to one or more usersstop the workflow.

If the User has you wish to have a poprecurring workflow send an e-up stopper/blocker enabled within their browsermail on a particular day or days of the month, you can use the Workflow Window will be suppressed and the Workflow will not trigger. You must ensure that users of workflows that prompt their following conditions:

Workflow Window* date_format(now(), have enabled pop"%d")="01" -up window display for your instance Will be true only on the 1st of SmartSimplethe month* date_format(now(),"%d") in ("01","15") - Will be true on the 1st and 15th of the month.

If you wish You will need to suppress configure an empty task (i.e. an Acknowledgement with no recipients) to manage the branching based on the date, and an empty task to manage the display of these window you can change one-day delay so the workflow settings as follows: will loop daily and connect to the task that sends the e-mail on the appropriate day(s).

1. Go to the menu icon and under System Process click Workflows[[Image:workflow2017_9. png|1000px|border]]

3. For The Workflow Window enable Connectors attached to the Suppress option. "Empty Task for Branching" should have the following Conditions:

4. Click Save. NOTE[[Image: If you do not require a user interventions in your workflows it is recommended that the Workflow window be suppressed to ensure workflows execute as you may have little control over user browser settingsworkflow2017_10.png|1000px|border]]

==Recurring WorkflowTask Type specific configuration== Each available task type represents a different type of action and has different configurations needs as a result.

If the workflow is set ===Task Type: Acknowledgement===Acknowledgements use this Task to look endlessly (without a delay), the system will automatically stop processing any workflows configured this way, after five loopssend messages to users in SmartSimple.

Once you Acknowledgement Tasks have configured the Workflow, the Activate button can be used to start the workflow. Once activated, a Deactivate button will be visible that can be used to stop the workflow.following settings:

If you wish * '''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 have 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 recurring workflow send :*** The Originator role is used to reference the name of the person that started the workflow. This could be the person that submitted an e-mail on expense claim, added a file to a particular day workflow or days added a new employee. :*The Initiator role is used to reference the name of the monthperson that initiated the current task in the workflow. This refers to the person that approved the current step of an expense claim, you can use 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 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 conditionsrecipient choices are available:

* date_format(now()*::* Let the current user select target user from this role – When the workflow is triggered,"%d")="01" - Will the user will be true only on prompted to select recipients from the list of users currently in the 1st role.*::* All Users of this role – The message will be sent to all users in the month selected role.* date_format(now(),"%d") ::* Selectable list of users currently in the role – The message is sent to the specific users that are selected.* '''Routing: Selected Users''' - details of the users configured as Recipients in ("01"the Role section* '''Routing Options''' - Specifies the types of options available to process this workflow step. In many instances,"15") - Will the default options can be true on the 1st used, such as Approved, Rejected or Revise. But additional and 15th alternate sets of the monthoptions can be created to reflect more complex business processes.

You will need to configure an empty task (i.e. an Acknowledgement with no recipients) to manage the branching based on the date, and an empty ===Task Type: Activate/Deactivate User===This type of Workflow task is used to manage the one-day delay so set the workflow will loop daily and connect access type for a user or to the task that sends the e-mail on the appropriate day(s). [[Image:workflow2017_9deactivate a user.png|1000px]]

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

Each available * '''Name''' - Narrative name for the task type represents .* '''Task Type''' - manually set to Change Status* '''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 type 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 action and has different configurations needs as a resultthe object that triggered the workflow to the selected status.

This section discusses ===Task Type: Company Association===You can use the specific configuration needs for Company Association Workflow Task Type to automatically add, remove or update one or more companies to a Level 1 record. They will be assigned to the different tasks types record with the UTA category defined in the "Roles will be assigned" setting.

===* '''Name''' - Narrative name for the task.* '''Task Type: Acknowledgement===''' - manually set to Company 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.* '''Use Variables for companies''' - Allows user to use syntax to reference the company IDs* '''Action''' - 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.

Acknowledgements use this ===Task Type: Create Consumer/Provider Link===Consumer/Provider Link Workflow Task Type creates Consumer/Provider relationships, and is only available to send messages to users in SmartSimpleLevel 1 and Level 2 workflows.

Acknowledgement Consumer/Provider Tasks have the following settings, all of which control how the target record is linked to the record triggering the workflow:

* '''Name ''' - Narrative name for the task. * '''Task Type ''' - manually set to AcknowledgmentCreate Consumer/Provider Link* '''Task Number ''' - a 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 Detailed description of the task(optional). * '''Expire After ''' - intended Intended duration of the workflow. * Message Template - '''Connection Type ''' - Type of message to Select whether the link will be sent. If a message is sent it can created using variables that will create custom messages specific Consumer or Provider* '''Connection Application''' - Select the UTA being connected* '''Connection Level''' - Choose the connection level (Level One or Level Two)* '''Object ID / Variable''' - Enter the Record ID (or a variable to instances obtain the Record ID of the workflowobject to connect to). It accepts semicolon separated lists. * '''Connection Role''' - Select the Consumer UTA Connection role to be used for the connection

===Task Type:*'No message required – no message will be sent when Create New Activity===You can use the task triggersCreate New Activity Workflow Task Type to automatically create and attach one or more Level 2 records to a Level 1 record. :*Quick Message only – This workflow can be driven by a SmartSimple internal instant message will be generated but no external e-mailStatus change on the Level 1 record. :*E-mail Only – an external e-mail The workflow will be generated but no internal instant message. also trigger (in this sequence):*Quick Message and E-mail – both an instant message and an e-mail are sent.

* Message Template - From Address - Email address sent from. This field accepts variables, so you can either hard-code a value (e.g. donotreply@mycompany.com) or use variable syntax (e.g. on a Level 1 Workflow, @owner.email@) * Message Template- CC Email Address - CC recipients address. (Separate multiple addresses with commas). Additional Email Syntax options can be used within this field. * Message Template- Email Body Format - Options are Plain Text or HTML. * Message Template- Email Message Header Auto- The email header can be modified using the following syntax, with the arguments separated by semicolon: assignments

:*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 Level 2 Formulas

* Message Template- Subject - Narrative subject line of the message3. * 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 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 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: Level 2 Workflows

:*Let New Activity Tasks have 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. following settings:*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 is sent to the specific users that are selected.

* Routing: Selected Users: details '''Name''' - Narrative name for the task.* '''Task Type''' - manually set to Create New Activity* '''Task Number''' - A system generated number that determines the presentation order of the users configured as Recipients task in the Role section workflow. This number can be changed to display the step in a different location.* Routing Options '''Description''' - Specifies Detailed description of the types task (optional)* '''Expire After''' - Intended duration of options available to process this the workflow step. In many instances, the default * '''Activity Scheduling Options''' - drop-down with 3 options can be used(Disable, such as ApprovedSchedule by Date and Amount, Rejected or Revise. But additional and alternate sets Schedule by Number of options Activities) that can be created used to reflect more complex business processescreate multiple instances of the Activity.

===Task Type: ActivateIf '''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 activity scheduling period::* '''End Date''': Level 1 field used to set the end date of the activity scheduling period::* '''Schedule Every''': frequency of scheduling::* '''Total Amount''': Level 1 field used for the Total Amount to be distributed. The amount specified will be split evenly between each Level 2. If 'N/A' is 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 the 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/Deactivate User===A' is selected, the Level 2s will be created without an index number."

This type : If '''Schedule by Number of Workflow task Activities''' option is selected then following settings are exposed.::* '''Number of Activities''': Level 1 field used to set the access 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 has a user 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 deactivate a userthe record, or any combination of the above.::* '''Reminder Days''' - Sets delay for reminder message being sent.

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

Activate/Deactivate User Tasks have :::::* E-mailed to the person(s) designated in the workflow step.:::::* Stored within a Multiple Files Custom Field.The PDF generated must be based upon a Web Page View Custom Field. You must specify the Custom Field ID of the Web Page View to be converted in the Web Page Field ID field on the following Workflow Task settings: .

* Name - Narrative name for the task.* 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 Multiple PDFs can be changed to display the step created and stored in a different location. * Description single Link - Detailed description of the Multiple Files custom field using this workflow task (optional). * Expire After - Intended duration of the workflow. * Option - Sets the access type for , by entering 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 Custom Field IDs 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 systemPage View fields, separated by commas.

Change Status Workflow Task Types change Generate PDF File Tasks have the status of the object that triggered the workflow. There is no messaging on this task type.following settings:

Change Status Tasks have ::* '''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. 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.::* '''Web Page 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 following settingsworkflow. Options are No Message Required (default), Quick Message, Email Only and Quick Message and Email.{{Template: WorkflowMessageTemplate}}

::* Name '''Routing: Use Variable for Recipients''' - Narrative name Allows recipients of the message to be selected using variables. See this article for the taskconfiguration details. ::* Task Type '''Routing: Use UTA Role''' - manually set When using roles to Change Status* Task Number - A system generated number that determines select recipients, the presentation order of the task in the workflow. This number UTA Role can be changed used to display the step in a different locationdetermine recipients. ::* Description '''Routing: Role''' - Detailed description of the task (optional)Used to select recipients by role. ::* Expire After '''Routing: Selected Users''' - Intended duration If required, specific users can be selected to complete this task. This technique restricts the number of users that the workflowinitiator can select. ::* Change Status To '''Routing: Routing Options''' - lists statuses from Specifies the selected UTA leveltypes of options available to process this workflow step. This workflow task will change In many instances, the status default options can be used, such as Approved, Rejected or Revise. But additional and alternate sets of the object that triggered the workflow options can be created to the selected statusreflect more complex business processes.

===Task Type: Company Association===::::* E-mailed to the person(s) designated in the workflow step.:::::* Stored within a Multiple Files Custom Field

The PDF generated must be based upon a [[Custom Field Type: Special – MS Word Merge|Word Merge]] Custom Field. You can use must specify the Company Association Workflow Task Type to automatically add, remove or update one or more companies Custom Field ID of the MS Word Merge document to a Level 1 record. They will be assigned to converted in the record with MSWord Merge Field ID field on the UTA category defined in the "Roles will be assigned" settingWorkflow Task settings.

Company Association Tasks have To store the following PDF, specify the field ID of the Link - Multiple Files custom field in the Store to Field ID field on the Workflow Task settings: .

* Name - Narrative name for the task. * Task Type - manually set The field you are storing too does not need to Company Association * Task Number - A system generated number that determines the presentation order of the task in be on the workflowsame object. This number can be changed to display the step in a different locationThe syntax @parent. * Description - Detailed description of the task (optional)Field Name. * Expire After - Intended duration of id@ allows the workflow. * Use Variables for companies - Allows user to use syntax to reference the company IDs * Action: Add, update or delete the company association* Companies - use Lookup store a level two web page view 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 taskparent record.

===::* '''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. 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.::* '''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}}

Consumer/Provider Link Workflow Task Type creates Consumer/Provider relationships::* '''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, and is only 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 Level 1 process this workflow step. In many instances, the default options can be used, such as Approved, Rejected or Revise. But additional and Level 2 workflowsalternate sets of options can be created to reflect more complex business processes.

Consumer/Provider Tasks have ===Task Type: People Association===You can use the following settings, all of which control how the target People Association Workflow Task Type to automatically add one or more contacts to a Level 1 record is linked . They will be assigned to the record triggering with the workflow: UTA role defined in the "Roles will be assigned" setting.

* Name - Narrative name for People Association have 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. 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. * Connection Type - Select whether the link will be a Consumer or Provider * Connection Application - Select the UTA being connected * Connection Level - Choose the connection level (Level One or Level Two)* Object ID / Variable - Enter the Record ID (or a variable to obtain the Record ID of the object to connect to). It accepts semicolon separated lists. * Connection Role - Select the Consumer UTA Connection role to be used for the connection following settings:

===Task Type: Create New ActivityRequest for Approval / Request for Comment===Both of these Workflow Task Types prompt users to review the work of others, and keep track of outstanding reviews on the [[Workflows_Overview#Workflow_Requests|Workflow Requests]] page.

You can use the Create New Activity The settings for both of these Workflow Task Type to automatically create and attach one or more Level Types match those used for the Acknowledgment task except for 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)additional settings:

1:* '''Respondents''' - Indicates the number of respondents required for this approval. Auto:* '''Allow Edit''' -assignments Allows editing of the attached object.By default, a Request for Approval or Comment workflow task will move on to the next task (whether approved, rejected, etc.) as soon as the first recipient of the Workflow Task responds. The Respondents field allows a specific number of respondents to be required, which will keep the Request for Comment Task active until that number of respondents has replied.The Routing options field is used as part of the Request for Approval process. Users should enter appropriate options within the Routing Options section(Example: 10=approved;20=reject;30=Revise) and click Save.

2These Routing Options will then be available in the Trigger Type drop-down when configuring Connectors. It is suggested that each routing option should have a corresponding task so that the routing option can then be connected to an appropriate task. Level 2 Formulas

3You must set the minimum number of respondents on the connector associated with each of the approval options. Level 2 Workflows

New Activity Tasks have ===Task Type: Select User for Next Task===This task type used to allow the current user to pre-select the user that is responsible for the following settings: task that immediately follows this task type.

* Name - Narrative name for the task. * Task Type - 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. * 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 necessary for the newly created Level 2 record(s). Note: If tasks that Level 2 Status has a workflow attached to it the workflow will be triggered trigger 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 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 Workflow, @owner.email@) * Message Template: Subject - Narrative subject line of the message. * Message Template: Body - Narrative body of the messagelater date.

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

The PDF generated must be based upon a Web Page View Custom Field. ===Task Type: Signority Submission===You must specify can use the Custom Field ID of the Web Page View Signority Submission Workflow Task Type to be converted in automatically trigger the Web Page Field ID field on the Workflow Task settingsSignority signing process via workflow.

Multiple PDFs can be created and stored in a single Link - Multiple Files custom field using this workflow task type, by entering Signority Submission Tasks have the Custom Field IDs of the Web Page View fields, separated by commas.following settings:

To store :* '''Name''' - Narrative name for the PDF, specify task.:* '''Task Number''' - A system generated number that determines the field ID presentation order of the Link - Multiple Files custom field task in the Store workflow. This number can be changed to display the step in a different location.:* '''Description''' - Detailed description of the task (optional).:* '''Expire After''' - Intended duration of the workflow.:* '''Signority Field ID field on ''' - drop-down which lists all Signority enabled WPV fields for the entity the Workflow Task settingsworkflow is configured against.

The field you are storing to does not need to be on the same object. The syntax @parent.Field Name.id@ allows ===Task Type: Trigger Workflow===You can use the workflow Trigger Workflow tasks to store trigger a level two web page view to the parent recorddifferent workflow.

Generate PDF File Trigger Workflow Tasks have the following settings:

:* '''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. 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. :* Web Page Field ID '''Trigger Workflow''' - Must contain Select the Custom Field ID of the Web Page View to workflow that should 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 commastriggered from this dropdown menu.:* Store to Field ID '''Record id / Variable''' - If PDF file this setting should also be stored to contain the unique record, must contain ID for the Custom Field ID of record against which the relevant Link - Multiple Files custom fieldselected workflow should be triggered. * Message Template: Message Type - Type of message – e-mail, instant message, both, or none required with this task. E-mail and instant messages This record ID can be created referenced 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. :*** Message TemplateExamples: From Address - Email address sent from. This field accepts variablesIf the workflow to be triggered is a User type workflow, so you can either hard-code would need to provide a value (iUser ID for the contact record against which you would want the workflow to be triggered.e. donotreply@mycompany.com) or use variable syntax (i.e., on :*** If the workflow is to be triggered against a series of Level 2s attached to a Level 1 Workflowrecord, @owner.email@) * Message Template: CC Email Address - CC recipients address. (Separate multiple addresses with commas). Additional Email you could use List Syntax options can to define a list of activities meeting certain criteria against which the workflow should be used within this fieldtriggered. * Message Template: Email Body Format - Options are Plain Text or HTML. * Message Template: Email Message Header - The email header can be modified using the following syntax, with the arguments separated by semicolon:

:*X-Priority={1,2,3,4,5} :*Priority={normal,urgent,non-urgent} :*Importance={high,normal,low} Task Type:*SensitivityUpdate Company Category={personal,private,company,confidential} e.g. Priority=urgent;Importance=high :*Message Template: Subject - Narrative subject line of the messageUpdate User Role Workflow Task Types can add or remove categories from SmartSimple organizations.

* 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 This task type 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 - 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 the message to be selected using variables. See this article only available 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"Company" workflows.

===Task TypeUpdate Company Category Tasks have the following settings: Internet Communication – HTTP Post===

* '''Name''' - Narrative name for the task.* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This workflow task type is used number can be changed to pass display the step in a string different location.* '''Description''' - Detailed description of data to another web service via a 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 stepis triggered.* '''Categories''' - select the categories that should be added or removed from the organization's profile.

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

* URL These values can be hard- where to Post* User Name - username to access post location if needed* Password - password to access post location if needed * Parameters - free text field to pass in parameters such as apitoken , alias id, etccoded or they can use variables. Can include username and password if not specified in the specific fields * Response Store to Custom Field ID - field on system where response from HTTP post can be stored

===Task TypeUpdate Custom Field Value Tasks have the following settings: People Association ===

You can use * '''Name''' - Narrative name for the People Association Workflow task.* '''Task Type to automatically add one or more contacts 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 Level 1 recorddifferent location. They * '''Description''' - Detailed description of the task (optional).* '''Expire After''' - Intended duration of the workflow.* '''Use Field''' - lists custom fields across all UTAs from the selected UTA level. This workflow task will be assigned to update the record selected field with the UTA role defined value in the "Update To Value" setting.Note: If the field to be updated has the Read Only toggle enabled in the Formatting section of the field options (or a "read-only" HTML tag or "Roles 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 assignedused in the "Update To Value" settingas well as hard-coded values.

People Association have ===Task Type: Update Standard Field Value===The Update Standard Field Value workflow type can be used to write values to standard fields on the following settings: object against which the Workflow is triggered.

* Name - Narrative name for Standard fields on 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: Addlevel 1, level 2, level 3, 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 recipientscompanies, the UTA Role contact and transaction can be used to determine recipients. * Routingupdated using this method: 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 Update Standard Field Value Tasks have 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. following settings:

Note: * '''Name''' - Narrative name for the task.* If you are allowing '''Task Number''' - A system generated number that determines the presentation order of the task in the current user workflow. This number can be changed to select target user Suppress Workflow Window must be off display the step in a different location.* '''Description''' - Detailed description of the task (not enabledoptional) otherwise .* '''Expire After''' - Intended duration of the workflow will not fire. * If you are allowing '''Use Field''' - lists standard fields from the current user to select target user, selected UTA level. This workflow task will update the selected field with the value in the Workflow must be triggered by a status, and not by a script"Update To Value" setting. * Include a description, as the description '''Update To Value''' - accepts hard-coded values and variables. This workflow task will be presented use this value to update the field selected in the user when they are asked to select "Use Field" setting.Note: Some standard fields (such as Type) require the ID, not the contact type name in order to be assignedupdate correctly.

In order to notify the contact(s) that they have been assigned you can create a subsequent Acknowledgement ===Task Type: Update User Role===Update User Role Workflow Task to e-mail all Types can add or remove roles from SmartSimple contacts with the UTA role you selected.

===Task TypeUpdate User Role Tasks have the following settings: Request for Approval / Request for Comment===

Both * '''Name''' - Narrative name for the task.* '''Task Number''' - A system generated number that determines the presentation order of these Workflow Task Types prompt users the task in the workflow. This number can be changed to review display the work step in a different location.* '''Description''' - Detailed description of others, and keep track the task (optional).* '''Expire After''' - Intended duration of outstanding reviews on the Workflow Requests pageworkflow.* '''Option''' - options are Add or Remove. This determines whether the task will add or remove roles from the contact upon which the workflow is triggered.* '''Roles''' - select the roles that should be added or removed from the contact's profile.

The settings for both of these Workflow ===Task Types match those Type: Web Service - HTTP Request===This workflow task type is used for to consume a [[APIs|web service]] via a workflow step. The web service will send the HTTP Post request to retrieve information. The response returned by the web service can be stored into a custom field on the object against which the Acknowledgment task except for 2 additional settings: Workflow was triggered.

* Respondents - Indicates the number of respondents required for this approval. * Allow Edit - Allows editing of the attached object[[File:HTTPPost.PNG|500px]]

By default, a Request for Approval or Comment workflow task will move on to HTTP Post have the next task (whether approved, rejected, etc.) as soon as the first recipient of the Workflow Task responds. The Respondents field allows a specific number of respondents to be required, which will keep the Request for Comment Task active until that number of respondents has replied. following settings:

The Routing options :* '''URL''' - endpoint of the HTTP Post web service:* '''User Name''' - username to access post location if needed:* '''Password''' - password to access post location if needed:* '''Parameters''' - free text field is used to pass in parameters such as part of the Request for Approval processapitoken , alias id, etc. Users should enter appropriate options within Can include username and password if not specified in the Routing Options section(Examplespecific fields: 10=approved;20=reject;30=Revise) and click Save. * '''Response Stores To''' - field on system where response from HTTP post can be stored

These Routing Options will then be available in the Trigger ===Task Type drop: Web Service – SOAP Message===The Web Service -down when configuring ConnectorsSOAP Message Workflow Task allows you to post data to another system, outside of SmartSimple. It is suggested that each routing option should have a corresponding task so that The response returned by the routing option external system can then be connected to an appropriate taskstored into a custom field on the object against which the Workflow was triggered.

You must set the minimum number of respondents on the connector associated with each of the approval options[[File:SOAP. png]]

* If you have selected three respondents on the Request for Approval This 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 type has the Reject connector to be one. following settings:

* If you have selected four respondents on '''Name''' - Narrative name for the Request for Approval task.* '''TaskNumber''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.* '''Description''' - Detailed description of the task (optional).* '''Expire After''' - Intended duration of the workflow.* '''Message Template: Action''' - The action to called by the Web Service call (These actions are defined by the external server, and are not part of SmartSimple)* '''Message Template: Custom Field ID for Response''' - The Custom Field ID of an XML custom field on the task should only pass if three respondents click "Approveobject that the Workflow was triggered against that the response returned by the external server.* '''Message Template: Email Message Header''' - The email header can be modified using the following syntax, with the arguments separated by semicolon:** X-Priority={1,2,3,4,5}** Priority={normal,urgent,non-urgent}** Importance={high,normal,low}** Sensitivity={personal,private,company," you would set confidential}*: e.g. Priority=urgent;Importance=high* ** '''Message Template: Endpoint''' - The URL or IP address of the number destination server** '''Message Template: Envelope Template''' - The content of respondents on the Approve connector Web Service message to be threesent to the external service. This can contain variables related to the object the workflow is triggered against.** '''Message Template: Attach Object''' - Attaches the details of the object to the message. In the case of a SmartSimple object, such as a company, person, or application, and the number textual details of respondents on the Reject connector object will be added. If the object is a file, then the file will be attached to an e-mail message, but not an instant message.** '''Message Template: Attachment File IDs''' - Attach additional default files when triggered from a Smart Folder. See the Determining the File ID article for instructions.** '''Message Template: Save as Event''' - Email will be twosaved as an event.If the content from the custom fields being included within the SOAP message contains certain special characters it will disrupt the XML structure, making the message unreadable by the receiving server.

The system checks the connectors once the number of respondents on the task has been met, this behavior is not configurableless than symbol (<) and ampersand (&) are two primary special characters to be concerned about. The first connector When including fields that may contain those characters you should use a special wrapper so the receiving system checks will be taken if the requirements understands that they are met. You must ensure the Workflow Task is sent to enough people to meet the minimum number data content and not part of respondents required, if you do not send the task to enough recipients the task would never complete. XML structure:

This 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 type used following the Web Service - SOAP Message and use the variable syntax to allow pull the current user value from the XML Custom Field you selected to pre-select store the user that is responsible for response to the task that immediately follows this task typeWeb Service call.

This For example, if the [[Custom Field Type: Special - XML Data|XML]] Custom Field that stores the response (custom field ID 155255 in the image above) is necessary for tasks that will trigger at called '''Web Service Response''', the variable in the [[Update Custom Field Value]] task to pull a later date. node called '''AssignedIdentifier''' could be:

For example, consider a Workflow that is triggered on the status of Escalated which is configured to send a reminder e-mail to a manager if the status has not changed for seven days @xml. If the reminder e-mail workflow task has Let current user select target user from this role as the recipient the Workflow would failWeb Service Response. This is because the e-mail is triggered (seven days later) by the system, and there is no current usersoap:Body. AssignedIdentifier.nodevalue@

The settings for this Workflow Task Types match those used for If the Acknowledgment task. The only difference if that response should be saved to a [[System Variable]], the Request with the Routing options. syntax would be:

===Task Type: Signority SubmissionWeb Service - RESTful Request===This workflow task type is used to consume a RESTful web service using GET or POST method.

You can use the Signority Submission Workflow Task Type ====RESTful Web Service Request using GET Method====POST method is used to automatically trigger the signority signing process via workflowsend data to a RESTful web service.

Signority Submission 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. * Signority Field - drop-down which lists all signority enabled WPV fields for the entity the workflow is configured against. following settings:

===Task Type: Trigger Workflow=RESTful Web Service Request using POST Method====POST method is used to send data to a RESTful web service.

You can use the Trigger Workflow tasks to trigger a different workflow[[File:RESTful_POST.PNG|500px]]

Trigger Workflow Tasks POST RESTful Web Service Request have the following settings:

:* Name '''Endpoint''' - Narrative name for endpoint of the task. web service:* Task Number '''Request Body''' - A system generated number that determines the presentation order of the task in data sent with the workflow. This number can be changed to display the step in a different locationrequest. :* Description '''Request Header''' - Detailed description of additional instructions sent with the task (optional)request. * Expire After - Intended duration These might define the type of response required or the workflowauthorization details. :* Trigger Workflow '''Store Response To Field''' - Select [[Custom_Fields|Custom field]] where the workflow that should response will be triggered from this dropdown menustored. :* Record id / Variable '''Store Response to SmartFolder''' - this setting should contain the unique record [[SmartFolders|SmartFolder ID for ]] where the record against which the selected workflow should be triggered. This record ID can response file will be referenced using variablesstored.

====Credentials of the RESTful Web Service Request====<!--89397 - Workflow Task Type:*ExamplesWeb Service - RESTful Request -->Credentials of the web service can be added in the Request Header in the format: If Authorization=Basic [base64 encoded credentials].<br/>A third party software can be used to convert the workflow to be triggered is a User type workflow, you would need username/password to provide a User ID for base64 encoded credentials.<br/>Note that all equal signs within the contact record against which you would want the workflow to base64 credentials should be triggeredreplaced with %3D. <br/>Example:<br/>FROM:*If the 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 be triggered against a series of Level 2s attached to a Level parse and retrieve values from JSON format data.<br/>''Sample 1 record, you could use List Syntax to define a list of activities meeting certain criteria against which the workflow should be triggered''<pre>FIELD_NAME: {"firstname":"John"}variable syntax: @json.FIELD_NAME.firstname@ result: John</pre>''Sample 2''

===Task Type<pre>FIELD_NAME: Update Company Category ==={"primarycontact":{"firstname":"Thomas"}}variable syntax: @json.FIELD_NAME.primarycontact.firstname@ result: Thomas</pre>''Sample 3''

Update User Role Workflow Task Types can add or remove categories from SmartSimple organizations<pre>FIELD_NAME: {"users":[{"firstname":"Marie"},{"firstname":"Eve"}]}variable syntax: @json. FIELD_NAME.users.[# ~firstname~, #]@result: Marie, Eve</pre>

This task type is ===Task Type: 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 available for "Company" workflowsapply to those custom fields that have [[Enable_Translation_Service|enabled translation services]].

Update Company Category Tasks have This Task type has the following settings:

* * '''Name ''' - Narrative name for the task. * * '''Task Number ''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location. * * '''Description ''' - Detailed description of the task (optional). * Expire After - Intended duration of the workflow. * Option '''Translate to''' - options are Add set which language or Remove. This determines whether languages to translate to for the task custom fields that have enabled translationIf a record has translation enabled and a stored field translation exist, there 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 a "Show Translation Values" in the organization's profile. Options menu

The Update Custom Field Value workflow task type ==Importing and Exporting Workflow Tasks==Workflow Tasks can be used to write values to custom fields exported and imported into other Workflows using the Import/Export function on the object against which the Edit Workflow page. This feature is triggeredparticularly useful if you have created workflows for testing on your backup instance and wish to implement the finalized reports in your live system.

These values can be hard-coded The steps to export a workflow task or they can use variables. set of workflow tasks are as follows:

You can also use MySQL syntax to manipulate values using sscalculation[[Image:ExportWorkflow2017. png|1000px|border]]

* Name - Narrative name for the task1. * Task Number - A system generated number that determines Go to the presentation order of relevant Workflow, click on the task in Tasks tab and select the workflow. This number can be changed checkbox next to display the step in a different location. * Description - Detailed description of the task (optional). * Expire After - Intended duration of the workflow. * Use Field - lists custom fields across all UTAs from the selected UTA level. This workflow task will update the selected field with the value in the "Update To Value" setting. Note: If the field to be updated has the Read Only toggle enabled in the Formatting section of the field options (or a "readonly" HTML tag or "textreadonly" CSS classs) the value will not update. * Update To Value - This workflow task will use this value that you wish 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 valuesexport.

The Update Standard Field Value workflow type can Note that, if multiple tasks are selected, they will be used to write values to standard fields on delimited in the object against which XML text block with the Workflow is triggeredtag.

Update Standard Field Value Tasks have the following settingsThe steps to '''import''' a workflow task or set of workflow tasks are as follows:

* Name - Narrative name for the task. * Task Number - A system generated number that determines the presentation order of the task in the workflow1. This number can be changed Go to display the step in a different location. * Description - Detailed description of the task (optional). * Expire After - Intended duration of the workflow. * Use Field - lists standard fields from relevant Workflow, click on 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 IDTasks tab, not then click on the type name in order to update correctlyImport button.

Update User Role * The workflow tasks will be imported into the new workflow.* The Edit Workflow Task Types can add or remove roles from SmartSimple contactspage will refresh to show the newly-added workflow tasks.

This ==Workflow Condition==A logical statement can be added to workflow connectors in the Condition field, enabling you to specify which workflow task type is only available for "User" workflowswill be triggered.

Update User Role Tasks have Example Branching Logic can be implemented to send an approval message to Senior Management when the following settings: request is over $100,000, while requests under $100,000 will take a different path when the workflow is triggered.

The Web Service - SOAP Message In general the Workflow Task allows you Condition is used with several different connectors attached to post data to another system, outside of SmartSimplea task. The response returned by Collectively the external system can be stored into a custom field conditions on the object against which the Workflow was triggeredeach task should accommodate every possibility.

This Task type has Note: because the following settingssequence in which the system accesses each connector is not configurable it is important that the conditions are mutually exclusive. For example, if you have 3 connectors for different paths based on a particular value the conditions could be:

* Name - Narrative name for the task. "@Selection@"="Yes"* 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. "@Selection@"="No"* Description - Detailed description of the task (optional). * Expire After - Intended duration of the workflow. "@Selection@"!="Yes" and "@Selection@"!="No"* Message Template: Action: The action to called by the Web Service call last statement could also be represented as "@Selection@" not in (These actions are defined by the external server"Yes", and are not part of SmartSimple"No") * Message TemplateYou can also use MySQL syntax to perform calculations within the Condition: Custom Field ID for Response: The Custom Field ID of an XML custom field on the object that the Workflow was triggered against that the response returned by the external server. * Message Template: Email Message Header - The email header can be modified using the following syntaxdate_format(now(), with the arguments separated by semicolon: "%d")="01"

* Message Template: Envelope Template: The content of the Web Service message to This condition will be sent to true only on the external service. This can contain variables related to the object the workflow is triggered against. * Message Template: Attach Object - Attaches the details 1st of the object to the messagemonth. In the case of a SmartSimple object, such as a company, person, or application, the textual details of the object will This could be added. If the object is used with a file, then the file will be attached Recurring Workflow that loops daily if you wish to an send out a summary e-mail message, but not an instant message. * Message Template: Attachment File IDs - Attach additional default files when triggered from a Smart Folder. See on the Determining the File ID article for instructions. * Message Template: Save as Event - Email will be saved as an event1st of every month.

If It is recommended that workflows with a loop include an empty task with 2 connectors with 2 separate conditions, one which goes back to the content from looped task and another which proceeds on to the custom fields being included within the SOAP message contains certain special characters it will disrupt the XML structurenext task, making the message unreadable by the receiving serverthus preventing an endless loop.

The less Note: Other than symbol (<) and ampersand (&) values that are two primary special characters to always numeric, all variables should be concerned aboutenclosed in double quotes. When including fields that may contain those characters you should use a special wrapper so the receiving system understands that they are data content and not part of the XML structure:

If '''1. Collectively, the response to your Web Service call contains values that you wish to store within a Custom Field conditions on the object against which the Workflow was triggered, you can connect a Update Custom Field Value Workflow Task to be the each task following the Web Service - SOAP Message and use the variable syntax to pull the value from the XML Custom Field you selected to store the response to the Web Service call. must accommodate every possible permutation'''

For example, if the [[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 '<u>Example of Incorrect Configuration</u>''AssignedIdentifier''' could be: @xml.Web Service Response.soap:Body.AssignedIdentifier.nodevalue@

If the response should be saved to Three level one [[types]] exist in a given [[System VariableUTA|application]], with [[Determining the syntax would be: @system.xml.''fieldname''.''nodename''typeid|typeIDs]] of 12345, 45678 and 67890.nodevalue@

==Using variable syntax to select recipients for Two connectors are set up on a workflow tasks==task with conditions of:

The recipient of workflows (selected in the Acknowledgement, Request for Comment * ''"@levelone.typeid@"="12345"'' and Request for Approval task types) can be defined using variable syntax* ''"@levelone.typeid@"="45678"'', rather than being limited to the list by role. respectively

The benefits to using this approach If the workflow isfired against a record associated with typeID 67890, you can send the workflow will never progress to multiple roles at the same time, rather than having to configure different tasks for each rolenext task.

3* ''"@levelone. A pop-up window will appear, containing the details of the tasks you have selected in XML formattypeid@"="12345"''* ''"@levelone. Select all of the text in the pop-up window and save it typeid@"!="12345"'' (not equal to a text editing program"12345"), such as Notepadand* ''"@levelone. typeid@" NOT IN ("12345","45678")'', respectively

[[Image:workflow2017_12'''2.png|1000px]]Each condition must be mutually exclusive from every other'''

The steps to import Three [[Level_2_Types|level 2 types]] exist in a workflow task or set of workflow tasks are as follows: 4. Go to the relevant Workflowgiven [[UTA|application]], click on with [[Determining the Tasks tabtypeid|typeIDs]] of 12345, then click on the Import button45678 and 67890.

5. A blank pop-up window will appear. Paste Two level 2 [[status]]es exist in the XML data that you have exported into this windowsame application, with [[Determining the statusid|statusIDs]] of 888 and 999.

6. Confirm your selection by clicking on The system administrator wishes to send emails via workflow if the Import button at record is in one of the bottom of above statuses. One email should be sent out if the pop-up windowtype is 12345 or 45678 and a different email should be sent out if a different type has been used.

* The Two connectors are set up on a workflow tasks will be imported into the new workflow. * The Edit Workflow page will refresh to show the newly-added workflow tasks.task with conditions of:

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);

 * You must not select Let current user select target user from this role for the Routing of workflows triggered by script, as they will not execute. * Because the workflow is triggered when the script executes it happens before the record is saved. If the workflow changes the Status or a Custom Field value, when the record on the screen is actually saved it will overwrite any changes made by the workflow by those on the page that is being saved. Accordingly you should include any Status or Custom Field changes within the JavaScript that triggers the Workflow. * If this function is called with a button on a page where standard libraries are not included, make sure to include /js/sstools.js (Example: <SCRIPT type="text/javascript" script src="/js/sstools.js" type="text/javascript"></SCRIPTscript> ). ==Using variables with workflows=====Pass parameters when workflow triggers another workflow===If a workflow is triggered from another workflow, you can reference a value from the object that triggers the previous workflow (e.g. if a L3 workflow triggers a L2 workflow, you can reference any value from the L3 object from within the L2 workflow). The syntax is as below:  @triggerobject.FIELDNAME@ 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. 

=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:  @parent.parent.parent.fieldname@ or @parent.parent.parent.#fieldid#@ Using workflowsthe "Variable processed recipients" feature of Workflow Tasks, you can direct a Notes Workflow to the contacts on the record to which the note is attached, using the @parent.owner.userid@ or @parent.[#(?object=contact)~userid~,#]@ syntaxes.

==Searching or Sorting Workflows=Password Variables= ==In the upcoming November 2023 release, password variables will be deprecated for improved security. All systems will be required to use the activation link variable (<code>@activationlink@</code>) to send the user to a page where they can enter their desired password instead.

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

1. Go to the tab that you wish to search against.

2. Click into the search criteria field to select the list view column to search against.

[[Image:workflow2017_143. Enter in appropriate criteria.png|800px]]

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

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

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)

==Workflow DiagramRequests==Workflow Requests are generated by Request for Approval / Request for Comment workflow tasks. The Workflow Requests page lists: * 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 Requests link. The Workflow task is displayed.

Clicking on 2. Click the Diagram button '''Task type''', '''File''' link. The Workflow step is displayed with the following fields 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. request:

System Administrators use this feature * '''Task Name''' – The name of the [[Workflow|workflow]] task.* '''Created Date''' – The date the task was triggered.* '''Task Description''' – The description of the task’s purpose.* '''Action''' – The '''Routing Options''' for the 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 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 document select a [[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 troubleshoot complicated the Workflow is also complete. The '''workflow configurationscomplete''' message is displayed.

This 5. Click the '''Communications''', '''Workflow Task configuration: Requests''' button. The [[Workflow|workflow]] is removed from the '''Request to Me''' window.

[[Image:workflow2017_16==Workflow 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.png]]

System Administrators use this feature to document and troubleshoot complicated workflow configurations.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]]