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.

Next add tasks and connectors.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

10. The following tabs are also now displayed:

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

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

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

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

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

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

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

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

scope row Move Object {|border="1"|-

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

6. Populate the Description field if required.

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

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

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

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

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

3. The connectors control when the next steps execute and control what the next steps are (based on defined conditions)New Connector modal window launches with number of options.

1. Navigate to the desired workflow and click on the Task tab[[Image:workflow201802_6.png|border]]

[[ImageThe available options include:workflow2017_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 an existing Company is modified.

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

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

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

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

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

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

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

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

5. Click Save.

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

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

Each Level One Type page has the following 2 options: * '''UTA Role Assignment Workflow''' - use to define one or more UTA Role Assignment Workflows that are triggered by this type .* '''UTA Company Assignment Workflow''' - use to define one or more UTA Company Assignment Workflows that are triggered by this type.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

You will need to configure an empty task (i.e. an Acknowledgement with no recipients) to manage This section discusses the branching based on specific configuration needs for the date, and an empty task to manage the one-day delay so the workflow will loop daily and connect to the task that sends the e-mail on the appropriate day(s). [[Image:workflow2017_9.png|1000px]]different tasks types

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

Each * *::* Let the current user select target user from this role – When the workflow is triggered, the user will be prompted to select recipients from the list of users currently in the role.*::* All Users of 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 of the users configured as Recipients in the Role section* '''Routing Options''' - Specifies the types of options available task type represents a different type 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 action and has different configurations needs as a resultoptions can be created to reflect more complex business processes.

===Task Type: Activate/Deactivate User===This section discusses type of Workflow task is used to set the specific configuration needs access type for the different tasks types a user or to deactivate a user.

===Task TypeActivate/Deactivate User Tasks have the following settings: Acknowledgement===

Acknowledgements use this * '''Name''' - Narrative name for the task.* '''Task Type''' - manually set to send messages Activate / Deactivate User.* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.* '''Description''' - Detailed description of the task (optional).* '''Expire After''' - Intended duration of the workflow.* '''Option''' - Sets the access type for the user against which the workflow is triggered. Options are:* '''Activate (Administrative or Portal Interface)''' - Provides access to the system to the extent permitted through the user's membership of specific roles.* '''Activate (User Centric or Applicant Interface)''' – Only provides access through the User Centric Interface and Applicant Tracking “career sites”.* '''Activate (Web Service Client Access)''' - Account type used to users access data in a SmartSimple instance via an API (Application Programming Interface). Does not give access to SmartSimpleinterface directly.* '''Deactivate (No Access)''' – User cannot log into the system.

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

* '''Name''' - name for Change Status Tasks have 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. * '''Message Template - Type''' - Type of message to be sent. If a message is sent it can created using variables that will create custom messages specific to instances of the workflow. following settings:

:*'No message required – no message will be sent when ''Name''' - Narrative name for the task triggers. :*Quick Message only – '''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 SmartSimple internal instant message will be generated but no external edifferent location.* '''Description''' -mailDetailed description of the task (optional). :*E'''Expire After''' -mail Only – an external e-mail will be generated but no internal instant messageIntended duration of the workflow. :*Quick Message and E'''Change Status To''' -mail – both an instant message and an e-mail are sentlists statuses from the selected UTA level. This workflow task will change the status of the object that triggered the workflow to the selected status.

* '''Message Template - From Address''' - Email address sent from. This field accepts variables===Task Type: Company Association===You can use the Company Association Workflow Task Type to automatically add, so you can either hard-code a value (e.g. donotreply@mycompany.com) remove or update one or use variable syntax (e.g. on more companies to a Level 1 Workflow, @ownerrecord.email@) * '''Message Template- CC Email Address''' - CC recipients address. (Separate multiple addresses with commas). Additional Email Syntax options can They will be used within this field. * '''Message Template- Email Body Format''' - Options are Plain Text or HTML. * '''Message Template- Email Message Header''' - The email header can be modified using assigned to the following syntax, record with the arguments separated by semicolon: UTA category defined in the "Roles will be assigned" setting.

Company Association Tasks have the following settings:*X-Priority={1,2,3,4,5} :*Priority={normal,urgent,non-urgent} :*Importance={high,normal,low} :*Sensitivity={personal,private,company,confidential} e.g. Priority=urgent;Importance=high

* '''Message Template- SubjectName''' - Narrative subject line of name for the messagetask. * '''Message Template: BodyTask Type''' - Narrative body of the message. manually set to Company Association* '''Message Template: Attach ObjectTask Number''' - Attaches A system generated number that determines the details presentation order of the object to task in the messageworkflow. In the case of a SmartSimple object, such as a company, person, or application, the textual details of the object will This number can be added. If changed to display the object is step in a file, then the file will be attached to an e-mail message, in the case of an instant message no file is attacheddifferent location. * '''Message Template: Attachment File IDsDescription''' - 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 Detailed description of the custom field id needs to be specified task (@#customfieldid#@optional). 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 EventExpire After''' - will create an e-mail activity. If it’s L1/L2 Intended duration of the 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 Variables for Recipientscompanies''' - Allows recipients of user to use syntax to reference the company IDs* '''Action''' - Add, update or delete the message to be selected using variables. company association* '''Routing: Use UTA RoleCompanies''' - When using roles use Lookup to select recipients, the UTA Role can Companies that will be used to determine recipients. Only appears if workflow is UTA specificadded.* '''Routing: RoleRoles will be Assigned''' - Used to select recipients by role. This list includes all roles configured in the system, alongside categories that you want the built-in roles that can companies to be used in a workflow: assigned with. To assign different companies with different categories, you will have to create more than one Company Association task.

===Task Type:*The Originator role is used to reference the name of the person that started the workflow. This could be the person that submitted an expense claimCreate Consumer/Provider Link===Consumer/Provider Link Workflow Task Type creates Consumer/Provider relationships, added a file to a workflow or added a new employee. :*The Initiator role is used to reference the name of the person that initiated the current task in the workflow. This refers to the person that approved the current step of an expense claim, or reviewed a document loaded into a workflow enabled Smart Folder. :*The Owner role is used to reference the user assigned as the Owner of the record. :*The People role is used to reference the user assigned as the Person on the level one. This role and 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 1 and Level Two activity. This role is only available for Level Two 2 workflows. Once the role has been selected the following recipient choices are available:

:*Let Consumer/Provider Tasks have the current user select target user from this role – When the workflow is triggeredfollowing settings, the user will be prompted to select recipients from the list of users currently in the role. :*All Users of this role – The message will be sent to all users in the selected role. :*Selectable list of users currently in which control how the role – The message target record is sent linked to the specific users that are selected. record triggering the workflow:

* '''Routing: Selected UsersName''' - Narrative name for the task.* '''Task Type''' - manually set to Create Consumer/Provider Link* '''Task Number''' - details 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.* '''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)* '''Routing OptionsObject ID / Variable''' - Specifies Enter the types Record ID (or a variable to obtain the Record ID of options available the object to process this workflow stepconnect to). It accepts semicolon separated lists. In many instances, * '''Connection Role''' - Select the default options can Consumer UTA Connection role to be used, such as Approved, Rejected for the connection ===Task Type: Create New Activity===You can use the Create New Activity Workflow Task Type to automatically create and attach one or Revisemore Level 2 records to a Level 1 record. But additional and alternate sets of options This workflow can be created to reflect more complex business processesdriven by a Status change on the Level 1 record. The workflow will also trigger (in this sequence): 1.Auto-assignments

This type of Workflow task is used to set the access type for a user or to deactivate a user3. Level 2 Workflows

Activate/Deactivate User New Activity Tasks have the following settings:

* '''Task Type''' - manually set to Activate / Deactivate User. 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. * '''OptionActivity Scheduling Options''' - Sets drop-down with 3 options (Disable, Schedule by Date and Amount, Schedule by Number of Activities) that can be used to create multiple instances of the access type for the user against which the workflow Activity. : If '''Schedule by Date and Amount''' option is triggeredselected then following settings are exposed. Options are:: * '''Activate (Administrative or Portal Interface)Start Date''' - Provides access : Level 1 field used to set the start date of the system activity scheduling period::* '''End Date''': Level 1 field used to set the extent permitted through end date of the useractivity scheduling period::* '''Schedule Every'''s membership : frequency of specific rolesscheduling::* '''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. ::* '''Activate (User Centric or Applicant Interface)Activity Date''' – Only provides access through : Level 2 field used to set the date to be assigned to each record based on the User Centric Interface and Applicant Tracking “career sites”scheduling options. "::* '''Activate (Web Service Client Access)Activity Amount''' - Account type : Level 2 field used to access data in a SmartSimple instance via store the calculated amount for each record. If 'N/A' is selected, the Level 2s will be created without an API (Application Programming Interface). Does not give access to SmartSimple interface directlyamount. ::* '''Deactivate (No Access)Activity Index''': Level 2 field used to store the index number of each record. If 'N/A' – User cannot log into is selected, the systemLevel 2s will be created without an index number."

===:::::* 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 Workflow Task Type: Change Status===settings.

Change Status Workflow Task Types change Multiple PDFs can be created and stored in a single Link - Multiple Files custom field using this workflow task type, by entering the status Custom Field IDs of the object that triggered the workflow. There is no messaging on this task typeWeb Page View fields, separated by commas.

Change Status 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 Change Status* '''Task Number''' - A system generated number that determines be on the presentation order of the task in 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. * '''Change Status To''' - lists statuses from the selected UTA to store a level. This workflow task will change the status of the object that triggered the workflow two web page view to the selected statusparent 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.::* '''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 workflow. Options are No Message Required (default), Quick Message, Email Only and Quick Message and Email.{{Template: Company Association===WorkflowMessageTemplate}}

You can use ::* '''Routing: Use Variable for Recipients''' - Allows recipients of the Company Association Workflow Task Type message to automatically addbe selected using variables. See this article for configuration details.::* '''Routing: Use UTA Role''' - When using roles to select recipients, remove or update one or more companies the UTA Role can be used to determine recipients.::* '''Routing: Role''' - Used to a Level 1 recordselect recipients by role. They will ::* '''Routing: Selected Users''' - If required, specific users can be assigned selected to complete this task. This technique restricts the record with number of users that the UTA category defined in initiator can select.::* '''Routing: Routing Options''' - Specifies the types of options available to process this workflow step. In many instances, the "Roles will default options can be assigned" settingused, such as Approved, Rejected or Revise. But additional and alternate sets of options can be created to reflect more complex business processes.

Company Association Tasks have the following settings===Task Type: PDF Merge===Will convert [[Custom Field Type: Special – MS Word Merge|Word Merge]] document to a PDF which can then be:

:::::* '''Name''' E- Narrative name for the task. * '''Task Type''' - manually set mailed to Company Association * '''Task Number''' - A system generated number that determines the presentation order of the task person(s) designated 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. Stored within a Multiple Files Custom Field

===To store the PDF, specify the field ID of the Link - Multiple Files custom field in the Store to Field ID field on the Workflow Task Type: Create Consumer/Provider Link===settings.

Consumer/Provider Link Workflow Task Type creates Consumer/Provider relationships, and is only available The field you are storing too does not need to Level 1 and Level 2 workflowsbe on the same object. The syntax @parent.Field Name.id@ allows the workflow to store a level two web page view to the parent record.

Consumer/Provider Generate PDF File 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 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 TypeMSWord Merge Field ID''' - Select whether Must contain the Custom Field ID of the link will Web Page View to be a Consumer or Provider 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.::* '''Connection ApplicationStore to Field ID''' - Select If PDF file should also be stored to the UTA being connected record, must contain the Custom Field ID of the relevant Link - Multiple Files custom field.::* '''Connection LevelPDF Render Language''' - Choose If a language is specified, the language option will be applied to the connection level (Level One or Level Two)PDF generated::*::* '''Object ID / VariableMessage Template: Message Type''' - Enter the Record ID (Type of message – e-mail, instant message, both, or a variable none required with this task. E-mail and instant messages can be created using variables that will create custom messages specific to obtain the Record ID instances of the object to connect toworkflow. Options are No Message Required (default). It accepts semicolon separated lists, Quick Message, Email Only and Quick Message and Email. * '''Connection Role''' - Select the Consumer UTA Connection role to be used for the connection {{Template:WorkflowMessageTemplate}}

===Task Type: Create New ActivityPeople Association===You can use the People Association Workflow Task Type to automatically add one or more contacts to a Level 1 record. They will be assigned to the record with the UTA role defined in the "Roles will be assigned" setting.

You can use People Association have the Create New Activity Workflow Task Type to automatically create and attach one or more Level 2 records to a Level 1 record. This workflow can be driven by a Status change on the Level 1 record. The workflow will also trigger (in this sequence)following settings:

::* '''Name''' - Narrative name for the task.::* '''Task Type''' - manually set to People Association::* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.::* '''Description''' - Detailed description of the task (optional).::* '''Expire After''' - Intended duration of the workflow.::* '''Action''': Add, update or delete the people association::* '''Routing: Use Variable for Recipients''' - Allows recipients of the message to be selected using variables. This is discussed in greater detail in the Configuration – Advanced section.::* '''Routing: Use UTA Role''' - When using roles to select recipients, the UTA Role can be used to determine recipients.::* '''Routing: Role''' - Used to control role of user that will be associated.::* '''Routing: Selected Users''' - If required, specific users can be selected to be associated::* '''Roles will be Assigned''' - select the role(s) that you want the contact(s) to be associated with. To assign different contacts with different roles, you will have to create more than one People Association task.In the Routing section select a Role currently possessed by the contact(s) you wish to add, whether this is a system role or a UTA role. You can then either select specific contacts or groups that will always be added to the Level 1when the workflow is triggered, or you can choose Let current user select target user from this role to allow the person that triggers the workflow to select a contact to be added.Note:::** If you are allowing the current user to select target user Suppress Workflow Window must be off (not enabled) otherwise the workflow will not fire.::** If you are allowing the current user to select target user, the Workflow must be triggered by a status, and not by a script. Auto::** Include a description, as the description will be presented to the user when they are asked to select the contact to be assigned.In order to notify the contact(s) that they have been assigned you can create a subsequent Acknowledgement Workflow Task to e-assignments mail all contacts with the UTA role you selected.

2===Task Type: Request for Approval / Request for Comment===Both of these Workflow Task Types prompt users to review the work of others, and keep track of outstanding reviews on the [[Workflows_Overview#Workflow_Requests|Workflow Requests]] page. Level 2 Formulas

3. Level The settings for both of these Workflow Task Types match those used for the Acknowledgment task except for 2 Workflows additional settings:

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

* '''Name''' - Narrative name for the task. * '''Task Type''' - manually You must set to Create New Activity* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This minimum number can be changed to display the step in a different location. * '''Description''' - Detailed description of the task (optional)* '''Expire After''' - Intended duration of respondents on 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 connector associated with 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 workflow attached to it the workflow will be triggered at the point of creation of the Level 2 record. * '''Reminder Type''' - You can select whether a Quick Message or reminder email will be sent out to the Owner or contacts attached to the record, or any combination of the 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 messageapproval options.

===Task Type: Generate PDF FileSelect User for Next Task===This task type used to allow the current user to pre-select the user that is responsible for the task that immediately follows this task type.

Auto generation of This is necessary for tasks that will trigger at a PDF that can be: later date.

* EFor example, consider a Workflow that is triggered on the status of Escalated which is configured to send a reminder e-mailed mail to a manager if the personstatus has not changed for seven days. If the reminder e-mail workflow task has Let current user select target user from this role as the recipient the Workflow would fail. This is because the e-mail is triggered (sseven days later) designated in by the workflow step. * Stored within a Multiple Files Custom Fieldsystem, and there is no current user.

The PDF generated must be based upon a Web Page View Custom Fieldsettings for this Workflow Task Types match those used for the Acknowledgment task. You must specify The only difference if that the Custom Field ID of Request with the Web Page View to be converted in the Web Page Field ID field on the Workflow Task settingsRouting options.

The field you are storing ===Task Type: Signority Submission===You can use the Signority Submission Workflow Task Type to does not need to be on the same object. The syntax @parent.Field Name.id@ allows automatically trigger the Signority signing process via workflow to store a level two web page view to the parent record.

Generate PDF File Signority Submission 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 Signority 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 drop-down which lists all Signority enabled WPV 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 for the Custom Field ID of the relevant Link - Multiple Files custom field. * 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 entity the workflowis configured against. Options are No Message Required (default), Quick Message, Email Only and Quick Message and Email. * 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: 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 - 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:*SensitivityTrigger Workflow={personal,private,company,confidential} e.g. Priority=urgent;Importance=high :*Message Template: Subject - Narrative subject line of You can use the messageTrigger Workflow tasks to trigger a different workflow.

* 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, 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 Trigger Workflow Tasks have the UTA L2/L3 Email Activity following settings have been configured, then it will be saved as L2/L3 event under the L1/L2 object. Otherwise it will be saved as user event against each recipient. * Routing: Use Variable for Recipients - Allows recipients of the message to be selected using variables. See this article for configuration details. * Routing: Use UTA Role - When using roles to select recipients, the UTA Role can be used to determine recipients. * Routing: Role - Used to select recipients by role. * Routing: Selected Users - If required, specific users can be selected to complete this task. This technique restricts the number of users that the initiator can select. * Routing: Routing Options - Specifies the types of options available to process this workflow step. In many instances, the default options can be used, such as Approved, Rejected or Revise. But additional and alternate sets of options can be created to reflect more complex business processes.

===:* '''Name''' - Narrative name for the task.:* '''Task TypeNumber''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.:* '''Description''' - Detailed description of the task (optional).:* '''Expire After''' - Intended duration of the workflow.:* '''Trigger Workflow''' - Select the workflow that should be triggered from this dropdown menu.:* '''Record id / Variable''' - this setting should contain the unique record ID for the record against which the selected workflow should be triggered. This record ID can be referenced using variables.:*** Examples: If the workflow to be triggered is a User type workflow, you would need to provide a User ID for the contact record against which you would want the workflow to be triggered.: Internet Communication – HTTP Post===*** If the workflow is to be triggered against a series of Level 2s attached to a Level 1 record, you could use List Syntax to define a list of activities meeting certain criteria against which the workflow should be triggered.

This workflow task type is used to pass a string of data to another web service via a workflow step===Task Type: Update Company Category===Update User Role Workflow Task Types can add or remove categories from SmartSimple organizations.

* URL - where to Post* User Name - username to access post location if needed* Password - password to access post location if needed * Parameters - free text field to pass in parameters such as apitoken , alias id, etc. Can include username and password if not specified in Update Company Category Tasks have the specific fields * Response Store to Custom Field ID - field on system where response from HTTP post can be stored following settings:

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

You These values can be hard-coded or they can use the People Association Workflow Task Type to automatically add one or more contacts to a Level 1 record. They will be assigned to the record with the UTA role defined in the "Roles will be assigned" settingvariables.

* '''Name''' - Narrative name for the task. * ''' Task Type''' - manually set to People Association* ''' Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * Action: Add, update or delete Update Custom Field Value Tasks have the people association* Routingfollowing settings: Use Variable for Recipients - Allows recipients of the message to be selected using variables. This is discussed in greater detail in the Configuration – Advanced section. * Routing: Use UTA Role - When using roles to select recipients, the UTA Role can be used to determine recipients. * Routing: Role - Used to control role of user that will be associated. * Routing: Selected Users - If required, specific users can be selected to be associated* Roles will be Assigned - select the role(s) that you want the contact(s) to be associated with. To assign different contacts with different roles, you will have to create more than one People Association task.

In * '''Name''' - Narrative name for the Routing section select 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 Role currently possessed by different location.* '''Description''' - Detailed description of the contacttask (soptional) you wish to add, whether this is a system role or a .* '''Expire After''' - Intended duration of the workflow.* '''Use Field''' - lists custom fields across all UTAs from the selected UTA rolelevel. You can then either select specific contacts or groups that This workflow task will always update the selected field with the value in the "Update To Value" setting.Note: If the field to be added to updated has the Read Only toggle enabled in the Formatting section of the Level 1 when field options (or a "read-only" HTML tag or "textreadonly" CSS class) the value will not update.* '''Update To Value''' - This workflow is triggered, or you can choose Let current user select target user from task will use this role value to allow update the person that triggers field selected in the workflow to select a contact to "Use Field" setting. Variables can be addedused in the "Update To Value" setting as well as hard-coded values.

Note===Task Type: Update Standard Field Value===* If you are allowing the current user The Update Standard Field Value workflow type can be used to write values to select target user Suppress Workflow Window must be off (not enabled) otherwise standard fields on the workflow will not fire. * If you are allowing the current user to select target user, object against which the Workflow must be is triggered by a status, and not by a script. * Include a description, as the description will be presented to the user when they are asked to select the contact to be assigned.

In order to notify Standard fields on the level 1, level 2, level 3, companies, contact(s) that they have been assigned you and transaction can create a subsequent Acknowledgement Workflow Task to e-mail all contacts with the UTA role you selected. be updated using this method:

===* '''Name''' - Narrative name for the task.* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.* '''Description''' - Detailed description of the task (optional).* '''Expire After''' - Intended duration of the workflow.* '''Use Field''' - lists standard fields from the selected UTA level. This workflow task will update the selected field with the value in the "Update To Value" setting.* '''Update To Value''' - accepts hard-coded values and variables. This workflow task will use this value to update the field selected in the "Use Field" setting.Note: Some standard fields (such as Type: Request for Approval / Request for Comment===) require the ID, not the type name in order to update correctly.

Both of these ===Task Type: Update User Role===Update User Role Workflow Task Types prompt users to review the work of others, and keep track of outstanding reviews on the Workflow Requests pagecan add or remove roles from SmartSimple contacts.

The settings for both of these Workflow Task Types match those used for the Acknowledgment This task except type is only available for 2 additional settings: "User" workflows.

* Respondents - Indicates Update User Role Tasks have the number of respondents required for this approval. * Allow Edit - Allows editing of the attached object.following settings:

By default, a Request * '''Name''' - Narrative name for Approval or Comment the task.* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow task will move on . This number can be changed to display the step in a different location.* '''Description''' - Detailed description of the next task (whether approved, rejected, etcoptional).) as soon as the first recipient * '''Expire After''' - Intended duration of the Workflow Task respondsworkflow.* '''Option''' - options are Add or Remove. The Respondents field allows a specific number of respondents to be required, This determines whether the task will add or remove roles from the contact upon which will keep the Request for Comment Task active until workflow is triggered.* '''Roles''' - select the roles that number of respondents has repliedshould be added or removed from the contact's profile.

The Routing options field ===Task Type: Web Service - HTTP Request===This workflow task type is used as part of to consume a [[APIs|web service]] via a workflow step. The web service will send the Request for Approval processHTTP Post request to retrieve information. Users should enter appropriate options within The response returned by the web service can be stored into a custom field on the object against which the Routing Options section(Example: 10=approved;20=reject;30=Revise) and click SaveWorkflow was triggered.

These Routing Options will then be available in the Trigger Type drop-down when configuring Connectors. It is suggested that each routing option should have a corresponding task so that the routing option can then be connected to an appropriate task[[File:HTTPPost. PNG|500px]]

You must set HTTP Post have the minimum number of respondents on the connector associated with each of the approval options. following settings:

:* If you have selected three respondents on '''URL''' - endpoint of the Request for Approval Task, and the task should only pass HTTP Post web service:* '''User Name''' - username to access post location if needed:* '''Password''' - password to access post location if all three respondents click approve you would set the number of respondents on the Approve connector needed:* '''Parameters''' - free text field to be threepass in parameters such as apitoken , alias id, etc. Can include username and password if not specified in the number of respondents specific fields:* '''Response Stores To''' - field on the Reject connector to system where response from HTTP post can be one. stored

* If ===Task Type: Web Service – SOAP Message===The Web Service - SOAP Message Workflow Task allows you have selected four respondents on the Request for Approval Taskto post data to another system, and the task should only pass if three respondents click "Approve," you would set the number outside of respondents on SmartSimple. The response returned by the Approve connector to external system can be three, and stored into a custom field on the number of respondents on object against which the Reject connector to be twoWorkflow was triggered.

The system checks the connectors once the number of respondents on the task has been met, this behavior is not configurable. The first connector the system checks will be taken if the requirements are met. You must ensure the Workflow Task is sent to enough people to meet the minimum number of respondents required, if you do not send the task to enough recipients the task would never complete[[File:SOAP. png]]

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

This task type used The less than symbol (<) and ampersand (&) are two primary special characters to allow the current user to pre-select be concerned about. When including fields that may contain those characters you should use a special wrapper so the user receiving system understands that is responsible for they are data content and not part of the task that immediately follows this task type. XML structure:

The settings for 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 Types match those used for to be the Acknowledgment task. The only difference if that 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 Request with response to the Routing optionsWeb Service call.

===Task Type @xml.Web Service Response.soap: Signority Submission===Body.AssignedIdentifier.nodevalue@

You can use If the Signority Submission Workflow Task Type response should be saved to automatically trigger a [[System Variable]], the signority signing process via workflow.syntax would be:

* '''Name''' ===Task Type: Web Service - Narrative name for the task. RESTful Request===* ''' Task Number''' - A system generated number that determines the presentation order of the This workflow task in the workflow. This number can be changed type is used to display the step in consume 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 againstRESTful web service using GET or POST method.

===Task Type[[File: Trigger Workflow===RESTful_GET.PNG|500px]]

You can use GET RESTful Web Service Request have the Trigger Workflow tasks to trigger a different workflow.following settings:

Trigger Workflow Tasks have :* '''Endpoint''' - resource of the web service:* '''Request Header''' - additional instructions sent with the request. These might define the type of response required or the authorization details.:* '''Store Response To Field''' - [[Custom_Fields|Custom field]] where the following settingsresponse will be stored.: * '''Store Response to SmartFolder''' - [[SmartFolders|SmartFolder ID]] where the response file will be stored.

* '''Name''' - Narrative name for the task. ====RESTful Web Service Request using POST Method====* ''' Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed POST method is used to send data to display the step in a different location. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * Trigger Workflow - Select the workflow that should be triggered from this dropdown menu. * Record id / Variable - this setting should contain the unique record ID for the record against which the selected workflow should be triggered. This record ID can be referenced using variablesRESTful web service.

[[File:*Examples: If the workflow to be triggered is a User type workflow, you would need to provide a User ID for the contact record against which you would want the workflow to be triggered. :*If the workflow is to be triggered against a series of Level 2s attached to a Level 1 record, you could use List Syntax to define a list of activities meeting certain criteria against which the workflow should be triggeredRESTful_POST.PNG|500px]]

===Task TypePOST RESTful Web Service Request have the following settings: Update Company Category ===

Update User Role Workflow Task Types can add :* '''Endpoint''' - endpoint of the web service:* '''Request Body''' - data sent with the request.:* '''Request Header''' - additional instructions sent with the request. These might define the type of response required or remove categories from SmartSimple organizationsthe authorization details.:* '''Store Response To Field''' - [[Custom_Fields|Custom field]] where the response will be stored.:* '''Store Response to SmartFolder''' - [[SmartFolders|SmartFolder ID]] where the response file will be stored.

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

Update Company Category Tasks have the following settings<pre>FIELD_NAME: {"primarycontact":{"firstname":"Thomas"}}variable syntax: @json.FIELD_NAME.primarycontact.firstname@ result: Thomas</pre>''Sample 3''

* '''Name''' - Narrative name for the task. <pre>FIELD_NAME: {"users":[{"firstname":"Marie"},{"firstname":"Eve"}]}* ''' Task Number''' - A system generated number that determines the presentation order of the task in the workflowvariable syntax: @json. This number can be changed to display the step in a different locationFIELD_NAME. * ''' Description''' - Detailed description of the task (optional)users. [# ~firstname~, #]@* '''Expire After''' - Intended duration of the workflow. result: Marie, Eve* Option - options are Add or Remove. This determines whether the task will add or remove categories from the organization upon which the workflow is triggered. * Categories - select the categories that should be added or removed from the organization's profile. </pre>

===This Task Typetype has the following settings: Update Custom Field Value=== ** '''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).** '''Translate to''' - set which language or languages to translate to for the custom fields that have enabled translationIf a record has translation enabled and a stored field translation exist, there will be a "Show Translation Values" in the Options menu

The Update Custom Field Value workflow task type can be used to write When shown, the translated field values to custom fields on the object against which will appear directly underneath the Workflow is triggeredexisting field value.

These values can If more than one translated language exist, there will be hard-coded or they can use variablesa language drop down appearing at the top of the record.

You ==Importing and Exporting Workflow Tasks==Workflow Tasks can also use MySQL syntax be exported and imported into other Workflows using the Import/Export function on the Edit Workflow page. This feature is particularly useful if you have created workflows for testing on your backup instance and wish to manipulate values using sscalculationimplement the finalized reports in your live system.

Update Custom Field Value Tasks have the following settingsThe steps to export 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 workflow. This number can be changed to display the step in a different location. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * Use Field - lists custom fields across all UTAs from the selected UTA level. This workflow task will update the selected field with the value in the "Update To Value" setting. Note[[Image: If the field to be updated has the Read Only toggle enabled in the Formatting section of the field options (or a "readonly" HTML tag or "textreadonly" CSS class) the value will not update. * Update To Value - This workflow task will use this value to update the field selected in the "Use Field" setting. Variables can be used in the "Update To Value" setting as well as hard-coded valuesExportWorkflow2017. png|1000px|border]]

The Update Standard Field Value workflow type can be used to write values to standard fields 2. Click on the object against which the Workflow is triggeredExport button.

Standard fields on the level 1, level 2, level 3. A pop-up window will appear, companiescontaining the details of the tasks you have selected in XML format. Select all of the text in the pop-up window and save it to a text editing program, contact and transaction can be updated using this method: such as Notepad.

Update Standard Field Value Tasks have Note that, if multiple tasks are selected, they will be delimited in the following settings: XML text block with the tag.

Update User Role Workflow Task Types can add or remove roles from SmartSimple contacts2. A blank pop-up window will appear. Paste the XML data that you have exported into this window.

This task type is only available for "User" workflows3. Confirm your selection by clicking on the Import button at the bottom of the pop-up window.

Update User Role Tasks have * The workflow tasks will be imported into the following settings: new workflow.* The Edit Workflow page will refresh to show the newly-added workflow tasks.

* '''Name''' - Narrative name for the task. ==Workflow Condition==* ''' Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number logical statement can be changed added to display the step workflow connectors in a different location. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the Condition field, enabling you to specify which workflow. * Option - options are Add or Remove. This determines whether the task will add or remove roles from the contact upon which the workflow is be triggered. * Roles - select the roles that should be added or removed from the contact's profile.

The Web Service - SOAP Message Workflow Task allows you to post data to another system, outside of SmartSimple. The response returned by the external system can be stored into a custom field on the object against which the Workflow was triggered[[Image:workflow2017_13.png|600px|border]]

* '''Name''' - Narrative name for In general the task. * ''' Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed Workflow Condition is used with several different connectors attached to display the step in a different location. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of Collectively 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 conditions on the object that the Workflow was triggered against that the response returned by the external servereach task should accommodate every possibility. * Message Template: Email Message Header - The email header can be modified using the following syntax, with the arguments separated by semicolon:

Note:*X-Priority={1,2because the sequence in which the system accesses each connector is not configurable it is important that the conditions are mutually exclusive. For example,if you have 3,4,5} :*Priority={normal,urgent,non-urgent} connectors for different paths based on a particular value the conditions could be:*Importance={high,normal,low} :*Sensitivity={personal,private,company,confidential} e.g. Priority=urgent;Importance=high

* Message Template: Envelope Template: "@Selection@"="Yes"* "@Selection@"="No"* "@Selection@"!="Yes" and "@Selection@"!="No"* The content of the Web Service message to last statement could also be sent to the external service. This represented as "@Selection@" not in ("Yes","No")You can contain variables related also use MySQL syntax to perform calculations within the object the workflow is triggered against. Condition:* Message Template: Attach Object - Attaches the details of the object to the message. In the case of a SmartSimple objectdate_format(now(), such as a company, person, or application, the textual details of the object will be added. If the object is a file, then the file will be attached to an e-mail message, but not an instant message. * Message Template: Attachment File IDs - Attach additional default files when triggered from a Smart Folder. See the Determining the File ID article for instructions. * Message Template: Save as Event - Email will be saved as an event."%d")="01"

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);

To access 1. Go to the workflows list, click the menu icon in the action bar, followed by the Workflows link in the System Process sectiontab that you wish to search against.

* '''Workflows''' – click this tab to see list of workflows3. * '''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 workflowsEnter in appropriate criteria.

Each of these tabs has 4. Click on the Search button to run the search and sort options, or click on the X (clear button) to allow quick and easy location of workflows and tasksclear the criteria.

The steps for '''searching''' are 5. All matching results will be listed, as follows: well as filter criteria.

1. Click the column header on the column you wish to sort. First click sorts ascending (going up example 1,2,3. Enter in appropriate criteria).

42. Click on the Search button to run the search or Second click on the X sorts descending (clear buttongoing down example 3,2,1)  3. Third click returns to clear the criteriadefault sort order.

5. All matching results will be listed, as well as filter criteria==Workflow Requests==Workflow Requests are generated by Request for Approval / Request for Comment workflow tasks.

* 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 steps for request will be listed under the '''Requests to me''' link.1. Click the '''sortingCommunications''' are as follows: , Workflow Requests link. The Workflow task is displayed.

12. Click the column header on the column you wish to sort. First click sorts ascending (going up example 1'''Task type''',2,3)'''File''' link. The Workflow step is displayed with the following fields in the request:

2* '''Task Name''' – The name of the [[Workflow|workflow]] task. Second * '''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 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 sorts descending (going down example 3,2,1) the '''Submit''' button. The step is complete and the Workflow is also complete. The '''workflow complete''' message is displayed.

35. Third click returns Click the '''Communications''', '''Workflow Requests''' button. The [[Workflow|workflow]] is removed from the '''Request to the default sort orderMe''' window.

On the Edit Workflow page, the Pending Queue tab shows all instances where the workflow in question has been triggered, and the task has been scheduled for future completion[[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 Enable Workflow History tab setting is made visible for a given Universal Tracking Application™ by enabling found on the relevant Manager Permission. Go to UTA – Settings – Security, click on Feature and Function Permissionstab.

The Enable Enabling the Manager Permission will enable the Workflow History setting is found section from the Option drop-down on the Feature tabLevel 1, Level 2 and Level 3 records.

Enabling the Manager Permission will enable the Workflow History section from the Option drop-down on Level 1, Level 2 and Level 3 records[[Image:workflow2017_19. png|border]]

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

The user creating Go to Global settings – Security – System Feature Permissions , go to the Action Permission tab and scroll down to the workflow must have permission Workflows - Attach Workflow to set company workflow triggerCompany setting.

Go to Global settings – Security – System Feature Permissions , go There should be a Lookup button to select the Action Permission tab and scroll down roles that should be allowed to attach the Workflows - Attach Workflow to Company settingworkflow.

There should be a Lookup button to select Once the roles that should be allow them to do attach role is selected, the workflowoptions will display in the edit company view.

[[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 [[Workflow|workflow]] is not configured properly.Solution to:# 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.# 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 role 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 selectedvisible as the right-most column on the list of workflows.Alternatively:* Click on the Edit workflow icon for the Workflow you want, and the options Workflow ID will display in be at the top of the edit company view.page:

[[ImageCategory:workflow2017_21.pngSystem Management]][[Category:Workflows]][[Category:Applications]]