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.

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

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

Once you have created the workflow you can add tasks, each task automates and streamlines some action or step in your business processes.

The process for adding a task to a workflow is as follows:

2. Click the New task button in the action bar.

3. The Task details are displayed, with a Task Number initially set to 100 and increasing in increments of 100 for each subsequent workflow task.

 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.

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

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

The connectors control when 2. Inside the next steps execute and control what list of tasks, click the next steps are (based on defined conditions)New button in the row preceding the task you wish to connect. In the example below the preceding task may be the Start option, but it could also be a preceding Task.

13. Navigate to the desired workflow and click on the Task tabThe New Connector modal window launches with number of options.

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

The available options include:

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

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

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

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

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

6. Go back to the General tab and click Save once all connectors have been defined. When the page refreshes then the connectors should be displayed.

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.

 ==Enable on Object==

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

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

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

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

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

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

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

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

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).

   =Configuring Configuration – Advanced=   ==Suppress Workflow Window==  When a workflow step is executed the user is generally presented with a Workflow window where they can select a value that will be used to determine the next task to be performed.

If the User has a pop-up stopper/blocker enabled within their browser, the Workflow Window will be suppressed and the Workflow will not trigger. You must ensure that users of workflows that prompt their

Workflow Window, have enabled pop-up window display for your instance of SmartSimple.

If you wish to suppress the display of these this window you can change the workflow settings as follows:

1. Go to the menu icon and under System Process click Workflows.

2. Click the edit button on the desired Workflow.

3. For Workflow Window enable the Suppress option.

4. Click Save. NOTE: If you do not require a user interventions in your workflows it is recommended that the Workflow window be suppressed to ensure workflows execute as you may have little control over user browser settings.

==Recurring Workflow== A recurring workflow is a Workflow that is not triggered against any particular object.

A recurring workflow workflows ability to use variables is limited, but recurring workflows are useful for tasks that recur at regular intervals, such as a Workflow that is not triggered against any particular objectweekly reminder e-mail.

A recurring workflows ability to use variables is limited, but recurring workflows are useful for tasks that recur at regular intervals, such as a weekly reminder e-mail.  When using a recurring workflow, the tasks must be connected in a loop, and there must be at least one connector with a delay. Otherwise, the workflow would endlessly loop.

If you wish to have a recurring workflow send an e-mail on a particular day or days of the month, you can use the following conditions:

* date_format(now(),"%d")="01" - Will be true only on the 1st of the month * date_format(now(),"%d") in ("01","15") - Will be true on the 1st and 15th of the month. You will need to configure an empty task (i.e. an Acknowledgement with no recipients) to manage the branching based on the date, and an empty task 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).

The Workflow Connectors attached to the "Empty Task for Branching" should have the following Conditions:

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

Each available task type represents a This section discusses the specific configuration needs for the different type of action and has different configurations needs as a result. tasks types

Acknowledgements use this Task to send messages to users in SmartSimple.  Acknowledgement Tasks have the following settings:

* '''Name''' - 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, 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}}* '''Message TemplateRouting: TypeUse Variable for Recipients''' - Type Allows recipients of the message to be sentselected 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. If This list includes all roles configured in the system, alongside the built-in roles that can be used in a message workflow:*** The Originator role is sent it can created using variables used to reference the name of the person that started the workflow. This could be the person that will create custom messages specific submitted an expense claim, added a file to a workflow or added a new employee. :*The Initiator role is used to instances 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 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:

* *::*No message required Let the current user select target user from this role – no message When the workflow is triggered, the user will be sent when prompted to select recipients from the list of users currently in the task triggersrole. *::*Quick Message only All Users of this role – a SmartSimple internal instant The message will be generated but no external e-mailsent to all users in the selected role. *::*E-mail Only Selectable list of users currently in the role – an external e-mail will be generated but no internal instant The messageis sent to the specific users that are selected. * '''Routing:Selected Users''' - details of the users configured as Recipients in the Role section*Quick Message and E'''Routing Options''' -mail – both an instant message 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 an e-mail are sentalternate sets of options can be created to reflect more complex business processes.

* '''Message Template===Task Type: From Address''' - Email address sent from. Activate/Deactivate User===This field accepts variables, so you can either hard-code type of Workflow task is used to set the access type for a value (e.g. donotreply@mycompany.com) user or use variable syntax (e.g. on to deactivate 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 fielduser. * '''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={1,2,3,4No message accompanies this workflow task. If you wish to notify users of a change in access type,5} :*Priority={normalfor example to notify activated users of their password,urgent,non-urgent} :*Importance={high,normal,low} :*Sensitivity={personal,private,company,confidential} ::e.gyou can configure an Acknowledgement type workflow task to follow this step in the workflow. Priority=urgent;Importance=high

* '''Message Template: Subject''' - Narrative subject line of the message. * '''Message Template: Body''' - Narrative body of the message. * '''Message Template: Attach Object''' - Attaches the details of the object to the message. In the case of a SmartSimple object, such as a company, person, or application, the textual details of the object will be added. If the object is a file, then the file will be attached to an e-mail message, in the case of an instant message no file is attached. * '''Message Template: Attachment File IDs''' - Attach additional default files. If this is a Link -Single File or Link - Multiple File or Display Only – Image custom field on the object, that triggered the workflow, then the custom field id needs to be specified (@#customfieldid#@). If you wish to attach a file from a SmartFolder, you must enter the SmartFolder file ID here. Multiple references should be separated by semicolons* '''Message Template: Save as Event''' - will create an e-mail activity. If it’s L1Activate/L2 workflow, where Deactivate User Tasks have the UTA L2/L3 Email Activity following settings have been configured, then it will be saved as L2/L3 event under the L1/L2 object. Otherwise it will be saved as user event under the Activities tab against each recipient in the field. * '''Routing: Use Variable for Recipients''' - Allows recipients of the message to be selected using variables. * '''Routing: Use UTA Role''' - When using roles to select recipients, the UTA Role can be used to determine recipients. Only appears if workflow is UTA specific.* '''Routing: Role''' - Used to select recipients by role. This list includes all roles configured in the system, alongside the built-in roles that can be used in a workflow:

:*The Originator role is used to reference the '''Name''' - Narrative name of for the person that started the workflowtask. This could be the person that submitted an expense claim, added a file * '''Task Type''' - manually set to a workflow or added a new employeeActivate / Deactivate User. :*The Initiator role is used to reference '''Task Number''' - A system generated number that determines the name presentation order of the person that initiated the current task in the workflow. This refers number can be changed to display the person that approved step in a different location.* '''Description''' - Detailed description of the current step task (optional).* '''Expire After''' - Intended duration of an expense claim, or reviewed a document loaded into a the workflow enabled Smart Folder. :*The Owner role is used to reference '''Option''' - Sets the access type for the user assigned as against which the Owner of the recordworkflow is triggered. Options are::*The People role is used '''Activate (Administrative or Portal Interface)''' - Provides access to reference the user assigned as system to the Person on extent permitted through the level oneuser's membership of specific roles. This role is only available to Level One specific tasks* '''Activate (User Centric or Applicant Interface)''' – Only provides access through the User Centric Interface and Applicant Tracking “career sites”. :*The Assigned Users role is '''Activate (Web Service Client Access)''' - Account type used to send messaging to users who are access data in the Assigned field of a Level Two activitySmartSimple instance via an API (Application Programming Interface). This role is only available for Level Two workflowsDoes not give access to SmartSimple interface directly. Once * '''Deactivate (No Access)''' – User cannot log into the role has been selected the following recipient choices are available: system.

===Task Type:*Let Change Status===Change Status Workflow Task Types change the current user select target user from this role – When status of the workflow is object that triggered, the user will be prompted to select recipients from the list of users currently in the roleworkflow. :*All Users of There is no messaging on 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 selectedtask type.

* '''RoutingChange Status Tasks have the following settings: Selected Users''' - details of the users configured as Recipients in the Role section * '''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.

===Task Type: Activate/Deactivate UserCompany Association===You can use the Company Association Workflow Task Type to automatically add, remove or update one or more companies to a Level 1 record. They will be assigned to the record with the UTA category defined in the "Roles will be assigned" setting.

This type of Workflow task is used to set Company Association Tasks have the access type for a user or to deactivate a user. following settings:

No message accompanies this workflow * '''Name''' - Narrative name for the task. If you wish * '''Task Type''' - manually set to notify users Company Association* '''Task Number''' - A system generated number that determines the presentation order of a change the task in access type, for example to notify activated users of their password, you the workflow. This number can configure an Acknowledgement type workflow task be changed to follow this 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.

Activate===Task Type: Create Consumer/Deactivate User Provider Link===Consumer/Provider Link Workflow Task Type creates Consumer/Provider relationships, and is only available to Level 1 and Level 2 workflows. Consumer/Provider Tasks have the following settings, all of which control how the target record is linked to the record triggering the workflow:

* '''Task Type''' - manually set to Activate Create Consumer/ Deactivate User. 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. * '''OptionConnection Type''' - Sets Select whether the access type for the user against which the workflow is triggered. Options are: link will be a Consumer or Provider* '''Activate (Administrative or Portal Interface)Connection Application''' - Provides access to Select the system to the extent permitted through the user's membership of specific roles. UTA being connected* '''Activate (User Centric or Applicant Interface)Connection Level''' – Only provides access through - Choose the User Centric Interface and Applicant Tracking “career sites”. connection level (Level One or Level Two)* '''Activate (Web Service Client Access)Object ID / Variable''' - Account type used Enter the Record ID (or a variable to obtain the Record ID of the object to connect to access data in a SmartSimple instance via an API (Application Programming Interface). Does not give access to SmartSimple interface directlyIt accepts semicolon separated lists. * '''Deactivate (No Access)Connection Role''' – User cannot log into - Select the system.Consumer UTA Connection role to be used for the connection

Change Status Workflow Task Types change the status of the object that triggered the workflow. There is no messaging on this task type2.Level 2 Formulas

===* '''Name''' - Narrative name for the task.* '''Task Type: Company Association===''' - manually set to Create New Activity* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.* '''Description''' - Detailed description of the task (optional)* '''Expire After''' - Intended duration of the workflow.* '''Activity Scheduling Options''' - drop-down with 3 options (Disable, Schedule by Date and Amount, Schedule by Number of Activities) that can be used to create multiple instances of the Activity.

You can use : If '''Schedule by Date and Amount''' option is selected then following settings are exposed.::* '''Start Date''': Level 1 field used to set the start date of the activity scheduling period::* '''End Date''': Level 1 field used to set the end date of the activity scheduling period::* '''Schedule Every''': frequency of scheduling::* '''Total Amount''': Level 1 field used for the Company Association Workflow Task Type Total Amount to automatically addbe distributed. The amount specified will be split evenly between each Level 2. If 'N/A' is selected, remove or update one or more companies the Level 2s will be created without an amount.::* '''Activity Date''': Level 2 field used to a set the date to be assigned to each record based on the scheduling options."::* '''Activity Amount''': Level 1 2 field used to store the calculated amount for each record. They If 'N/A' is selected, the Level 2s will be assigned created without an amount.::* '''Activity Index''': Level 2 field used to store the index number of each record with . If 'N/A' is selected, the UTA category defined in the "Roles Level 2s will be assignedcreated without an index number." setting.

Company Association Tasks : If '''Schedule by Number of Activities''' option is selected then following settings are exposed.::* '''Number of Activities''': Level 1 field used to set the number of activities to be created::* '''Activity Index''': Level 2 field used to store the index number of each record. If 'N/A' is selected, the Level 2s will be created without an index number."'''Days Delay''' - Number in days of delay before creation of new activity. If left blank, the new activity will be created immediately.::* '''Create for Users in UTA Role''' - select the UTA Role of the users that the Peer Activity should be created against.::* '''Activity Type''' - This is where you specify which Level 2 Type you wish to create. If you select the Custom Field option then a Custom Field ID field is exposed.::* '''Custom Field ID''' - The Create New Activity workflow can be driven by a Custom Field. For example, you could have check boxes at Level 1 corresponding to various Level 2 Types. Selecting each check box would create and attach the relevant Level 2 activity type. You must first create a Custom Field on the Level 1 record which stores the typeid(s) of the Level 2 Types to be created. To create multiple Level 2 records use one of the Select many field types (e.g. Select Many – Check Boxes, Select Many – Scrolling Check Box, Select Many – List Box) and to create a single Level 2 record use the Select One – Combo Box.::* '''Activity Status''' - Allows you to define the Status for the newly created Level 2 record(s). Note: If that Level 2 Status has a workflow attached to it the workflow will be triggered at the point of creation of the following settingsLevel 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.

* '''Name''' - Narrative name for the task. * '''===Task Type''' - manually set to Company Association : Generate PDF File===* '''Task Number''' - A system generated number that determines the presentation order Auto generation of the task in the workflow. This number can be changed to display the step in a different location. * '''Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * '''Use Variables for companies''' - Allows user to use syntax to reference the company IDs * '''Action''' - Add, update or delete the company association* '''Companies''' - use Lookup to select the Companies PDF that will be added. * '''Roles will be Assigned''' - select the categories that you want the companies to can be assigned with. To assign different companies with different categories, you will have to create more than one Company Association task. :

===Task Type: Create Consumer/Provider Multiple PDFs can be created and stored in a single Link===- Multiple Files custom field using this workflow task type, by entering the Custom Field IDs of the Web Page View fields, separated by commas.

Consumer/Provider 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 creates Consumer/Provider relationships, and is only available to Level 1 and Level 2 workflowssettings.

Consumer/Provider Tasks have The field you are storing too does not need to be on the following settings, all of which control how same object. The syntax @parent.Field Name.id@ allows the target record is linked workflow to store a level two web page view to the parent record triggering the workflow: .

* '''Name''' - Narrative name for Generate PDF File Tasks have the task. * '''Task Type''' - manually set to Create Consumer/Provider Link* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location. * '''Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * '''Connection Type''' - Select whether the link will be a Consumer or Provider * '''Connection Application''' - Select the UTA being connected * '''Connection Level''' - Choose the connection level (Level One or Level Two)* '''Object ID / Variable''' - Enter the Record ID (or a variable to obtain the Record ID of the object to connect to). It accepts semicolon separated lists. * '''Connection Role''' - Select the Consumer UTA Connection role to be used for the connection following settings:

===Task Type: Create New Activity===:* '''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.

You can use the Create New Activity Workflow ===Task Type to automatically create and attach one or more Level 2 records : PDF Merge===Will convert [[Custom Field Type: Special – MS Word Merge|Word Merge]] document to a Level 1 record. This workflow PDF which can then be driven by a Status change on the Level 1 record. The workflow will also trigger (in this sequence):

1:::::* E-mailed to the person(s) designated in the workflow step. Auto-assignments :::::* Stored within a Multiple Files Custom Field

2The PDF generated must be based upon a [[Custom Field Type: Special – MS Word Merge|Word Merge]] Custom Field. You must specify the Custom Field ID of the MS Word Merge document to be converted in the MSWord Merge Field ID field on the Workflow Task settings. Level 2 Formulas

3To 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 settings. Level 2 Workflows

New Activity Generate PDF File Tasks have the following settings:

::* '''Name''' - Narrative name for the task. ::* '''Task Type''' - manually set to Create New ActivityConsumer/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. ::* '''Days DelayMSWord Merge Field ID''' - Number in days of delay before creation of new activity. If left blank, Must contain the new activity will be created immediately. * '''Create for Users in UTA Role''' - select the UTA Role Custom Field ID of the users that the Peer Activity should Web Page View to be created againstconverted into PDF format.* '''Activity Type''' - This is where you specify which Level 2 Type you wish to To create. If you select multiple PDFs, enter the Custom Field option then a Custom IDs of the Web Page View fields in the Web Page Field ID field is exposed# setting of the Workflow Task, separated by commas.::* '''Custom Store to Field ID''' - The Create New Activity workflow can If PDF file should also be driven by a Custom Field. For example, you could have check boxes at Level 1 corresponding stored to various Level 2 Types. Selecting each check box would create and attach the relevant Level 2 activity type. You record, must first create a contain the Custom Field on the Level 1 record which stores the typeid(s) ID of the Level 2 Types to be created. To create multiple Level 2 records use one of the Select many relevant Link - Multiple Files custom 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 StatusPDF Render Language''' - 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 language is specified, the workflow language option will be triggered at applied to the point of creation of the Level 2 record. PDF generated::*::* '''Reminder Message Template: Message Type''' - You Type of message – e-mail, instant message, both, or none required with this task. E-mail and instant messages can select whether a Quick Message or reminder email be created using variables that will be sent out create custom messages specific to instances of the Owner or contacts attached to the recordworkflow. Options are No Message Required (default), Quick Message, or any combination of the aboveEmail Only and Quick Message and Email. * '''Reminder Days''' - Sets delay for reminder message being sent. {{Template:WorkflowMessageTemplate}}

===Task Type: Generate PDF FilePeople 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.

Auto generation of a PDF that can bePeople Association have the following settings:

::* E'''Name''' -mailed Narrative name for the task.::* '''Task Type''' - manually set to People Association::* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.::* '''Description''' - Detailed description of the task (optional).::* '''Expire After''' - Intended duration of the workflow.::* '''Action''': Add, update or delete the people association::* '''Routing: Use Variable for Recipients''' - Allows recipients of the message to be selected using variables. This is discussed in greater detail in the Configuration – Advanced section.::* '''Routing: Use UTA Role''' - When using roles to select recipients, the UTA Role can be used to determine recipients.::* '''Routing: Role''' - Used to control role of user that will be associated.::* '''Routing: Selected Users''' - If required, specific users can be selected to be associated::* '''Roles will be Assigned''' - select the role(s) that you want the contact(s) to be associated with. To assign different contacts with different roles, you will have to create more than one People Association task.In the Routing section select a Role currently possessed by the contact(s) you wish to add, whether this is a system role or a UTA role. You can then either select specific contacts or groups that will always be added to the Level 1 when the workflow is triggered, or you can choose Let current user select target user from this role to allow the personthat 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 (snot enabled) designated in otherwise the workflow stepwill 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. ::** Stored within Include a Multiple Files Custom Fielddescription, as the description will be presented to the user when they are asked to select the contact to be assigned.In order to notify the contact(s) that they have been assigned you can create a subsequent Acknowledgement Workflow Task to e-mail all contacts with the UTA role you selected.

The PDF generated must be based upon a Web Page View Custom Field. You must specify the Custom Field ID ===Task Type: Request for Approval / Request for Comment===Both of the Web Page View these Workflow Task Types prompt users to be converted in review the Web Page Field ID field work of others, and keep track of outstanding reviews on the [[Workflows_Overview#Workflow_Requests|Workflow Task settingsRequests]] page.

Multiple PDFs can be created and stored in a single Link - Multiple Files custom field using this workflow task type, by entering the Custom Field IDs The settings for both of these Workflow Task Types match those used for the Web Page View fields, separated by commas.Acknowledgment task except for 2 additional settings:

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

The field you are storing to does not need to These Routing Options will then be on available in the same objectTrigger Type drop-down when configuring Connectors. The syntax @parent.Field Name.id@ allows It is suggested that each routing option should have a corresponding task so that the workflow to store a level two web page view routing option can then be connected to the parent recordan appropriate task.

Generate PDF File Tasks have You must set the following settings: minimum number of respondents on the connector associated with each of the approval options.

::* '''Name''' - Narrative name If you have selected three respondents on the Request for Approval Task, and the task. * '''Task Type''' - manually should only pass if all three respondents click approve you would set to Create Consumer/Provider Link* '''Task Number''' - A system generated the number that determines the presentation order of respondents on the task in Approve connector to be three, and the workflow. This number can of respondents on the Reject connector to be changed to display the step in a different locationone. ::* '''Description''' - Detailed description of If you have selected four respondents on the Request for Approval Task, and the task (optional). * '''Expire After''' - Intended duration of should only pass if three respondents click "Approve," you would set the workflow. * '''Web Page Field ID''' - Must contain the Custom Field ID number of respondents on the Web Page View Approve connector to be converted into PDF format. To create multiple PDFsthree, enter and the Custom Field IDs number of respondents on the Web Page View fields in the Web Page Field ID# setting of the Workflow Task, separated by commasReject connector to be two.* '''Store to Field ID''' - If PDF file should also be stored to The system checks the record, must contain connectors once the Custom Field ID number of respondents on the relevant Link - Multiple Files custom field. * '''Message Template: Message Type''' - Type of message – e-mailtask has been met, instant message, both, or none required with this taskbehaviour is not configurable. E-mail and instant messages can The first connector the system checks will be created using variables that will create custom messages specific to instances of taken if the workflow. Options requirements are No Message Required (default), Quick Message, Email Only and Quick Message and Emailmet. * '''Message Template: From Address - Email'''address You must ensure the Workflow Task is sent from. This field accepts variablesto enough people to meet the minimum number of respondents required, so if 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 do not send the task to enough recipients address. (Separate multiple addresses with commas). Additional Email Syntax options can be used within this fieldthe task would never complete. * '''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} ==Task Type:*PrioritySelect User for Next Task={normal,urgent,non-urgent} :*Importance={high,normal,low} :*Sensitivity={personal,private,company,confidential} ::e.gThis 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. Priority=urgent;Importance=high

* '''Message Template: Subject''' - Narrative subject line of the message. * '''Message Template: Body''' - Narrative body of the message. * '''Message Template: Attach Object''' - Attaches the details of the object to the message. In the case of a SmartSimple object, such as a company, person, or application, the textual details of the object will be added. If the object This is a file, then the file necessary for tasks that 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 trigger at a Smart Folder. See the Determining the File ID article for instructions. * '''Message Template: Save as Event''' - will create an e-mail activity. If it’s L1/L2 workflow, where the UTA L2/L3 Email Activity settings have been configured, then it will be saved as L2/L3 event under the L1/L2 object. Otherwise it will be saved as user event against each recipient. * '''Routing: Use Variable for Recipients''' - Allows recipients of the message to be selected using variables. See this article 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 processeslater date.

===The settings for this Workflow Task Type: Internet Communication – HTTP Post===Types match those used for the Acknowledgment task. The only difference if that the Request with the Routing options.

* '''URL''' - where to Post===Task Type: Signority Submission===* '''User Name''' - username You can use the Signority Submission Workflow Task Type 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, etcautomatically trigger the Signority signing process via workflow. Can include username and password if not specified in the specific fields * '''Response Store to Custom Field ID''' - field on system where response from HTTP post can be stored

===:* '''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.: People Association ===* '''Signority Field''' - drop-down which lists all Signority enabled WPV fields for the entity the workflow is configured against.

===Task Type: Trigger Workflow===You can use the People Association Trigger Workflow Task Type to automatically add one or more contacts tasks to trigger a Level 1 record. They will be assigned to the record with the UTA role defined in the "Roles will be assigned" settingdifferent workflow.

People Association Trigger Workflow Tasks have the following settings:

:* '''Name''' - Narrative name for the task. * '''Task Type''' - manually set to People Association:* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location. :* '''Description''' - Detailed description of the task (optional). :* '''Expire After''' - Intended duration of the workflow. :* '''ActionTrigger Workflow''': Add, update or delete - Select the people associationworkflow that should be triggered from this dropdown menu.:* '''Routing: Use Record id / Variable for Recipients''' - Allows recipients of this setting should contain the unique record ID for the record against which the message to selected workflow should be selected using variablestriggered. This is discussed in greater detail in the Configuration – Advanced section. * '''Routing: Use UTA Role''' - When using roles to select recipients, the UTA Role record ID can be used to determine recipientsreferenced using variables. :* '''Routing** Examples: Role''' - Used If the workflow to control role of user that will be associated. * '''Routing: Selected Users''' - If requiredtriggered is a User type workflow, specific users can be selected you would need to be associated* '''Roles will be Assigned''' - select provide a User ID for the role(s) that contact record against which you would want the contact(s) workflow to be associated withtriggered. To assign different contacts with different roles:*** If the workflow is to be triggered against a series of Level 2s attached to a Level 1 record, you will have could use List Syntax to create more than one People Association taskdefine a list of activities meeting certain criteria against which the workflow should be triggered.

In the Routing section select a ===Task Type: Update Company Category===Update User Role currently possessed by the contact(s) you wish to Workflow Task Types can add, whether this is a system role or a UTA role. You can then either select specific contacts or groups that will always be added to the Level 1 when the workflow is triggered, or you can choose Let current user select target user remove categories from this role to allow the person that triggers the workflow to select a contact to be addedSmartSimple organizations.

Note: * If you are allowing the current user to select target user Suppress Workflow Window must be off (not enabled) otherwise the workflow will not fire. * If you are allowing the current user to select target user, the Workflow must be triggered by a status, and not by a script. * Include a description, as the description will be presented to the user when they are asked to select the contact to be assignedThis task type is only available for "Company" workflows.

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

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

Both of these Workflow Task Types prompt users to review the work of others, and keep track of outstanding reviews on the Workflow Requests pageThese values can be hard-coded or they can use variables.

* '''Respondents''' - Indicates Update Custom Field Value 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).* '''Expire After''' - Intended duration of the workflow.* '''Use Field''' - lists custom fields across all UTAs from the selected UTA level.) as soon as This workflow task will update the selected field with the value in the "Update To Value" setting.Note: If the field to be updated has the Read Only toggle enabled in the first recipient Formatting section of the Workflow Task responds. The Respondents field allows options (or a specific number of respondents "read-only" 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 required, which will keep used in the Request for Comment Task active until that number of respondents has replied"Update To Value" setting as well as hard-coded values.

===Task Type: Update Standard Field Value===The Routing options field is Update Standard Field Value workflow type can be used as part of to write values to standard fields on the Request for Approval process. Users should enter appropriate options within object against which the Routing Options section(Example: 10=approved;20=reject;30=Revise) and click SaveWorkflow is 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 Standard fields on the routing option level 1, level 2, level 3, companies, contact and transaction can then be connected to an appropriate task. updated using this method:

You must set Update Standard Field Value Tasks 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 '''Name''' - Narrative name for the Request for Approval task.* '''Task, and Number''' - A system generated number that determines the presentation order of the task should only pass if all three respondents click approve you would set 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 respondents on the Approve connector 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 be threeupdate the field selected in the "Use Field" setting.Note: Some standard fields (such as Type) require the ID, and the number of respondents on not the Reject connector type name in order to be oneupdate correctly.

* If you have selected four respondents on the Request for Approval ===Task, and the task should only pass if three respondents click "Approve," you would set the number of respondents on the Approve connector to be three, and the number of respondents on the Reject connector to be twoType: Update User Role===Update User Role Workflow Task Types can add or remove roles from SmartSimple contacts.

The system checks the connectors once the number of respondents on the This task has been met, this behavior type 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 completeonly available for "User" workflows.

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

===Task Type: Web Service - HTTP Request===This workflow task type is used to allow consume a [[APIs|web service]] via a workflow step. The web service will send the current user HTTP Post request to pre-select retrieve information. The response returned by the web service can be stored into a custom field on the user that is responsible for object against which the task that immediately follows this task typeWorkflow was triggered.

This is necessary for tasks that will trigger at a later date[[File:HTTPPost. PNG|500px]]

For example, consider a Workflow that is triggered on HTTP Post have the status of Escalated which is configured to send a reminder e-mail to a manager if the status has not changed for seven days. If the reminder e-mail workflow task has Let current user select target user from this role as the recipient the Workflow would fail. This is because the e-mail is triggered (seven days later) by the system, and there is no current user. following settings:

The settings for this Workflow Task Types match those used for :* '''URL''' - endpoint of the Acknowledgment taskHTTP Post web service:* '''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. The only difference Can include username and password if that the Request with not specified in the Routing options. specific fields:* '''Response Stores To''' - field on system where response from HTTP post can be stored

===Task Type[[File: Signority Submission===SOAP.png]]

You can use the Signority Submission Workflow This Task Type to automatically trigger type has the signority signing process via workflow.following settings:

Signority Submission Tasks have * '''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 settingssyntax, with the arguments separated by semicolon:** X-Priority={1,2,3,4,5}** Priority={normal,urgent,non-urgent}** Importance={high,normal,low}** Sensitivity={personal,private,company,confidential}*: e.g. Priority=urgent;Importance=high* ** '''Message Template: Endpoint''' - The URL or IP address of the destination server** '''Message Template: Envelope Template''' - The content of the Web Service message to be sent to the external service. This can contain variables related to the object the workflow is triggered against.** '''Message Template: Attach Object''' - Attaches the details of the object to the message. In the case of a SmartSimple object, such as a company, person, or application, the textual details of the object will be added. If the object is a file, then the file will be attached to an e-mail message, but not an instant message.** '''Message Template: Attachment File IDs''' - Attach additional default files when triggered from a Smart Folder. See the Determining the File ID article for instructions.** '''Message Template: Save as Event''' - Email will be saved as an event.If the content from the custom fields being included within the SOAP message contains certain special characters it will disrupt the XML structure, making the message unreadable by the receiving server.

* '''Name''' - Narrative name for the taskThe less than symbol (<) and ampersand (&) are two primary special characters to be concerned about. * '''Task Number''' - A system generated number When including fields that determines the presentation order of the task in the workflow. This number can be changed to display the step in may contain those characters you should use a different location. * '''Description''' - Detailed description of special wrapper so the task (optional). * '''Expire After''' - Intended duration receiving system understands that they are data content and not part of the workflow. * '''Signority Field''' - drop-down which lists all signority enabled WPV fields for the entity the workflow is configured against. XML structure:

You If the response to your Web Service call contains values that you wish to store within a Custom Field on the object against which the Workflow was triggered, you can connect a Update Custom Field Value Workflow Task to be the task following the Web Service - SOAP Message and use the Trigger Workflow tasks variable syntax to pull the value from the XML Custom Field you selected to store the response to trigger a different workflowthe Web Service call.

Trigger Workflow Tasks have For example, if the following settings[[Custom Field Type: Special - XML Data|XML]] Custom Field that stores the response (custom field ID 155255 in the image above) is called '''Web Service Response''', the variable in the [[Update Custom Field Value]] task to pull a node called '''AssignedIdentifier''' could be:

* '''Name''' - Narrative name for the task @xml. * '''Task Number''' - A system generated number that determines the presentation order of the task in the workflowWeb Service Response. This number can be changed to display the step in a different locationsoap:Body. * '''Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * '''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 variablesAssignedIdentifier. nodevalue@

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

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

Update User Role Workflow Task Types can add or remove categories from SmartSimple organizations====RESTful Web Service Request using GET Method====POST method is used to send data to a RESTful web service.

This task type is only available for "Company" workflows[[File:RESTful_GET. PNG|500px]]

Update Company Category Tasks GET RESTful Web Service Request have the following settings:

:* '''NameEndpoint''' - Narrative name for resource of the task. web service:* '''Task NumberRequest Header''' - A system generated number that determines the presentation order of additional instructions sent with the task in the workflowrequest. This number can be changed to display These might define the step in a different location. * '''Description''' - Detailed description type of response required or the task (optional)authorization details. :* '''Expire AfterStore Response To Field''' - Intended duration of [[Custom_Fields|Custom field]] where the workflowresponse will be stored. :* '''OptionStore Response to SmartFolder''' - options are Add or Remove. This determines whether [[SmartFolders|SmartFolder ID]] where the task response file 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 profilestored.

===Task Type[[File: Update Custom Field Value===RESTful_POST.PNG|500px]]

The Update Custom Field Value workflow task type can be used to write values to custom fields on POST RESTful Web Service Request have the object against which the Workflow is triggered. following settings:

:* '''Endpoint''' - endpoint of the web service:* '''Request Body''' - data sent with the request.:* '''Request Header''' - additional instructions sent with the request. These values can might define the type of response required or the authorization details.:* '''Store Response To Field''' - [[Custom_Fields|Custom field]] where the response will be hardstored.:* '''Store Response to SmartFolder''' -coded or they can use variables[[SmartFolders|SmartFolder ID]] where the response file will be stored.

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

Update Custom Field Value 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. * '''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 <pre>FIELD_NAME: {"Update To Valueusers" setting. Note: If the field to be updated has the Read Only toggle enabled in the Formatting section of the field options (or a [{"readonlyfirstname" HTML tag or :"textreadonlyMarie" 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 Fieldfirstname" setting. Variables can be used in the :"Update To ValueEve" setting as well as hard-coded values}]}variable syntax: @json.FIELD_NAME.users. [# ~firstname~, #]@result: Marie, Eve</pre>

===This Task Typetype has the following settings: Update Standard Field Value===

The Update Standard 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 type . This number can be used changed to display the step in a different location.** '''Description''' - Detailed description of the task (optional).** '''Translate to write values ''' - set which language or languages to standard translate to for the custom fields on the object against which that have enabled translationIf a record has translation enabled and a stored field translation exist, there will be a "Show Translation Values" in the Workflow is triggered. Options menu

Standard fields on When shown, the level 1, level 2, level 3, companies, contact and transaction can be updated using this method: translated field values will appear directly underneath the existing field value.

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

* '''Name''' - Narrative name for the task. ==Importing and Exporting Workflow Tasks==* '''Task Number''' - A system generated number that determines the presentation order of the task in the workflow. This number Workflow Tasks can be changed to display the step in a different location. * '''Description''' - Detailed description of exported and imported into other Workflows using the task (optional). * '''Expire After''' - Intended duration of Import/Export function on the workflow. * '''Use Field''' - lists standard fields from the selected UTA levelEdit Workflow page. This workflow task will update the selected field with the value in the "Update To Value" setting. * '''Update To Value''' - accepts hard-coded values feature is particularly useful if you have created workflows for testing on your backup instance and variables. This workflow task will use this value wish to update implement the field selected finalized reports in the "Use Field" setting.Note: Some standard fields (such as Type) require the ID, not the type name in order to update correctlyyour live system.

===Task Type[[Image: Update User Role===ExportWorkflow2017.png|1000px|border]]

This 1. Go to the relevant Workflow, click on the Tasks tab and select the checkbox next to the workflow task type is only available for "User" workflows(s) that you wish to export.

Update User Role Tasks have 2. Click on the following settings: Export button.

* '''Name''' - Narrative name for the task3. * '''Task Number''' A pop- A system generated number that determines up window will appear, containing the presentation order details of the task tasks you have selected in the workflowXML format. This number can be changed to display Select all of the step text in a different location. * '''Description''' - Detailed description of the task (optional). * '''Expire After''' pop- Intended duration of the workflow. * '''Option''' - options are Add or Remove. This determines whether the task will add or remove roles from the contact upon which the workflow is triggered. * '''Roles''' - select the roles that should be added or removed from the contact's profileup window and save it to a text editing program, such as Notepad.

The Web Service - SOAP Message Workflow Task allows you steps to post data to another system, outside '''import''' a workflow task or set 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.workflow tasks are as follows:

This Task type has 1. Go to the following settings: relevant Workflow, click on the Tasks tab, then click on the Import button.

* '''Name''' - Narrative name for the task2. * '''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''' blank pop- Detailed description of the task (optional)up window will appear. * '''Expire After''' - Intended duration of Paste 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 data that the response returned by the external serveryou have exported into this window. * '''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. Confirm your selection by clicking on the Import button at the bottom of the pop-urgent} :*Importance={high,normal,low} :*Sensitivity={personal,private,company,confidential} ::e.gup window. 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 workflow tasks will be sent to the external service. This can contain variables related to the object imported into the new 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 The Edit Workflow page will be attached refresh 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 show the File ID article for instructions. * '''Message Template: Save as Event''' newly- Email will be saved as an eventadded workflow tasks.

If the content from the custom fields being included within the SOAP Example Branching Logic can be implemented to send an approval message contains certain special characters it will disrupt to Senior Management when the XML structurerequest is over $100, making the message unreadable by 000, while requests under $100,000 will take a different path when the receiving serverworkflow is triggered.

:<font size="2">&lt;![CDATA[ '''''CONTENTS''''' Image:workflow2017_13.png|600px|border]]></font>

If Note: because the response to your Web Service call contains values sequence in which the system accesses each connector is not configurable it is important that you wish to store within a Custom Field on the object against which the Workflow was triggeredconditions are mutually exclusive. For example, if you can connect have 3 connectors for different paths based on a Update Custom Field Value Workflow Task to be the task following the Web Service - SOAP Message and use the variable syntax to pull the particular value from the XML Custom Field you selected to store the response to the Web Service call. conditions could be:

For example* "@Selection@"="Yes"* "@Selection@"="No"* "@Selection@"!="Yes" and "@Selection@"!="No"* The last statement could also be represented as "@Selection@" not in ("Yes", if "No")You can also use MySQL syntax to perform calculations within the [[Custom Field TypeCondition: Special - XML Data|XML]] Custom Field that stores the response * date_format(now(custom field ID 155255 in the image above) is called '''Web Service Response''', the variable in the [[Update Custom Field Value]] task to pull a node called '''AssignedIdentifier''' could be: @xml.Web Service Response.soap:Body.AssignedIdentifier.nodevalue@"%d")="01"

It also allows you ===Workflow Condition Examples===There are two rules that must be followed when adding multiple connectors to filter recipients based on a custom field on the contact, or UTA Contact Role Based custom field(s). workflow task that incorporate conditional logic statements:

To enable this feature'''1. Collectively, click the conditions on the "Use Variable for Recipients" checkbox under the "Routing" header in the workflow each task and then use variables to reference the relevant user.must accommodate every possible permutation'''

Workflow Tasks can be exported and imported into other Workflows using the Import/Export function on the Edit Workflow page* ''"@levelone. This feature is particularly useful if you have created workflows for testing on your backup instance typeid@"="12345"'' and wish to implement the finalized reports in your live system* ''"@levelone. typeid@"="45678"'', respectively

The steps to export If the workflow is fired against a record associated with typeID 67890, the workflow will never progress to the next task or set of workflow tasks are as follows: .

1. Go to Three level one [[types]] exist in a given [[UTA|application]], with [[Determining the relevant Workflowtypeid|typeIDs]] of 12345, click on the Tasks tab 45678 and select the checkbox next to the workflow task(s) that you wish to export67890.

2. Click Three connectors are set up on the Export button. a workflow task with conditions of:

[[Image:workflow2017_12* ''"@levelone.png|1000px|border]]typeid@"="12345"'',* ''"@levelone.typeid@"="45678"'' and* ''"@levelone.typeid@"="67890"'', respectively

The steps to import a workflow task or Alternatively, connectors with the following conditions could be set of workflow tasks are as followsup: 4. Go to the relevant Workflow, click on the Tasks tab, then click on the Import button.

* The workflow tasks will be imported into the new workflow''"@levelone. typeid@"="12345"''* The Edit Workflow page will refresh ''"@levelone.typeid@"!="12345"'' (not equal to show the newly-added workflow tasks"12345"), and* ''"@levelone.typeid@" NOT IN ("12345","45678")'', respectively

A logical statement can be added to workflow connectors Three [[Level_2_Types|level 2 types]] exist in a given [[UTA|application]], with [[Determining the Condition fieldtypeid|typeIDs]] of 12345, enabling you to specify which workflow task will be triggered45678 and 67890.

Example Branching Logic can be implemented to send an approval message to Senior Management when Two level 2 [[status]]es exist in the request is over $100same application,000, while requests under $100,000 will take a different path when with [[Determining the workflow is triggeredstatusid|statusIDs]] of 888 and 999.

[[ImageTwo connectors are set up on a workflow task with conditions of:workflow2017_13.png|600px|border]]

In general the Workflow Condition is used with several different connectors attached to a task* ''"@level2. Collectively the conditions on each task should accommodate every possibilitytypeid@" in ("12345","45678") AND "@level2. statusid@" in ("888","999")'' and* ''"@level2.statusid@" in ("888","999")''

* "@Selection@"="Yes" * "@Selection@"="No" * "@Selection@"!="Yes" and "@Selection@"!="No" * The last statement could also be represented issue here is that both statements [[Boolean Operators|evaluate]] as "@Selection@" not in ("Yes","No") '''true''' if the statuses on the record triggering the workflow have a statusID of 888 or 999.

You can also use MySQL syntax The workflow process will not "know" which task to perform calculations within connect to. The workflow will progress, but not necessarily to the next intended workflow task. In other words, the Condition: wrong email may be sent.

This condition will be true only on the 1st ''<u>Example of the month. This could be used with a Recurring Workflow that loops daily if you wish to send out a summary e-mail on the 1st of every month. Correct Configuration</u>'':

It is recommended that workflows with a loop include an empty task with 2 connectors with 2 separate conditionsThe types and statuses exist as above, one which goes back to and the looped task and another which proceeds on system administrator wishes to configure the next task, thus preventing an endless loopsame branching logic.

Note: Other than values that are always numeric, all variables Two connectors should be enclosed in double quotes.set up on a workflow task with the following conditions:

* CollectivelyThis configuration satisfies Rule #2, in that the conditions on each task are now mutually exclusive. However, a third connector must accommodate every possible permutation'''Example of Incorrect Configuration'''** Three [[types]] exist in a given [[UTA|application]]be included, with [[Determining the typeid|typeIDs]] of 12345following condition, 45678 and 67890.** Two connectors are set up on a workflow task with conditions of::** ''which connects to the "@typeid@Complete"="12345"'' and:** ''"@typeid@"="45678"''task, respectively* If the workflow is fired against a record associated with typeID 67890, the workflow will never progress in order to the next task.satisfy Rule #1 above:

'''Example of Correct Configuration'''** As above, three [[types]] exist in a given [[UTA|application]], with [[Determining the typeid|typeIDs]] of 12345, 45678 and 67890.** Three connectors are set up on a workflow task with conditions of::** ''"@typeid@"="12345"'', :** ''"@typeid@"="45678"'' and :** ''"@typeidlevel2.statusid@"="67890"'', respectively<!--** '''Alternatively''', connectors with the following conditions could be set up::** ''"@typeid@"="12345"'' :** ''"@typeid@"!="12345"'' (not equal to "12345"), and:** ''"@typeid@" NOT IN in ("12345888","45678999")'', respectively-->

'''Example of Incorrect Configuration'''** Three [[types]] exist in a given [[UTA|application]], with [[Determining the typeid|typeIDs]] of 12345, 45678 and 67890.** Two [[status]]es exist in the same application, with [[Determining the statusid|statusIDs]] of 888 and 999.** The system administrator wishes to send emails via workflow if the record is in one of the above statuses. One email should be sent out if the type is 12345 or 45678 and a different email should be sent out if a different type has been used.** Two connectors are set up on a workflow task with conditions of::** ''"@typeid@" in ("12345","45678") AND "@statusid@" in ("888","999")'' and:** ''"@statusid@" in ("888","999")''** The issue here is that both statements [[Boolean Operators|evaluate]] as '''true''' if the statuses on the record triggering the workflow have a statusID of 888 or 999.** The workflow process will not "know" which task to connect to. The workflow will progress, but not necessarily to the next intended workflow task. In other words, the wrong email may be sent. '''Example of Correct Configuration'''** The types and statuses exist as above, and the system administrator wishes to configure the same branching logic.** Two connectors should be set up on a workflow task with the following conditions::** ''"@typeid@" in ("12345","45678") AND "@statusid@" in ("888","999")'' and:** ''"@typeid@" not in ("12345","45678") AND "@statusid@" in ("888","999")''** This configuration satisfies Rule #2, in that the conditions are now mutually exclusive.** '''HOWEVER''', a third connector must be included, with the following condition, which connects to the "Complete" task, in order to satisfy Rule #1 above::** ''"@statusid@" not in ("888","999")'' ** With these three connectors configured, the workflow will::** never not have instructions on ''whether'' to trigger the next workflow task (Rule #1), and:** always have clear instructions on ''which'' task to trigger given a certain set of conditions (Rule #2).

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);

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

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) to clear the criteria.  5. All matching results will be listed, as well as filter criteria.

==Workflow Requests==The steps Workflow Requests are generated by Request for '''sorting''' are as follows: Approval / Request for Comment workflow tasks.

2. Second click sorts descending (going down example 3* outstanding tasks that you need to complete based on SmartSimple [[workflows]],2* tasks that other people need to complete where you are participating in some steps in the workflow,and* project tasks that you are assigned to complete.The request will be listed under the '''Requests to me''' link.1) . Click the '''Communications''', Workflow Requests link. The Workflow task is displayed.

32. Third click returns to Click the default sort order'''Task type''', '''File''' link.The Workflow step is displayed with the following fields in the request:

Clicking on the Diagram button in the action bar of the Edit Workflow page will bring up a graphical representation of the Workflow Tasks that have been configured on that System Administrators use this feature to document and troubleshoot complicated workflowconfigurations.

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.  The last column shows the "Objectid" of the entity against which the workflow was fired.

 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.

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

There should be a Lookup button to select the roles that should be allow them allowed to do attach the workflow.