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==Using variable syntax to select recipients for workflow tasks==
To enable this feature, click on the "Use Variable for Recipients" checkbox under the "Routing" header in the workflow task and then use variables to reference the relevant user.
==Importing and Exporting Workflow Tasks==
Workflow Tasks can be exported and imported into other Workflows using the Import/Export function on the Edit Workflow page. This feature is particularly useful if you have created workflows for testing on your backup instance and wish to implement the finalized reports in your live system.
The steps to export a workflow task or set of workflow tasks are as follows:
Note that, if multiple tasks are selected, they will be delimited in the XML text block with the <task> tag.
The steps to import a workflow task or set of workflow tasks are as follows:
4. Go to the relevant Workflow, click on the Tasks tab, then click on the Import button. 5. A blank pop-up window will appear. Paste the XML data that you have exported into this window. 6. Confirm your selection by clicking on the Import button at the bottom of the pop-up window. • * The workflow tasks will be imported into the new workflow. • * The Edit Workflow page will refresh to show the newly-added workflow tasks.
==Workflow Condition==
A logical statement can be added to workflow connectors in the Condition field, enabling you to specify which workflow task will be triggered.
Example Branching Logic can be implemented to send an approval message to Senior Management when the request is over $100,000, while requests under $100,000 will take a different path when the workflow is triggered.
In general the Workflow Condition is used with several different connectors attached to a task. Collectively the conditions on each task should accommodate every possibility.
Note: because the sequence in which the system accesses each connector is not configurable it is important that the conditions are mutually exclusive. For example, if you have 3 connectors for different paths based on a particular value the conditions could be:
You can also use MySQL syntax to perform calculations within the Condition:
This condition will be true only on the 1st 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.
It is recommended that workflows with a loop include an empty task with 2 connectors with 2 separate conditions, one which goes back to the looped task and another which proceeds on to the next task, thus preventing an endless loop.
Note: Other than values that are always numeric, all variables should be enclosed in double quotes.
==Using iCalendar to generate Meeting Requests, Tasks and Contact cards==
iCalendar is a file format that allows Internet users to send meeting requests, contacts and tasks through email and other digital methods.
SmartSimple workflows support 3 email attachments types (ievent, itodo and icard).
The SmartSimple 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 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 iCalendar objects using the following syntax:
Simple sample iCalednar objects are shown below
ievent Object
@@ievent
EMAIL;TYPE=PREF,INTERNET:forrestgump@example.com
@@
==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);
The Entity ID should not be included for UTA Level 1 workflows
You must first create the workflow. Once it has been created you need the workflow ID.
In the browser script you would use triggerwf with the following syntax:
Level 1: _triggerwf('@opportunityid@',workflowid);
Example:
_triggerwf('@opportunityid@',98765);
Level 2: _triggerwf('@eventid@',workflowid,26);
Example:
_triggerwf('@eventid@',98765,26);
(26 is the objecttype for Level 2 activities, and will be the same for all Level 2 workflows)
NOTE: For workflows triggered by a Browser Script within a UTA you should set Trigger When to --Deactivate-- rather than selecting a Status. This ensures that the workflow is only triggered when called by the script, and there is no risk of triggering it when a status changes.
Notes
=Using workflows=
==Searching or Sorting Workflows==
To access the workflows list, click the menu icon in the action bar, followed by the Workflows link in the System Process section.
The following tabs are also displayed:
Each of these tabs has search and sort options, to allow quick and easy location of workflows and tasks.
The steps for searching are as follows:
1. Go to the tab that you wish to search against. 2. Click into the criteria field to select the list view column to search against.
3. Enter in appropriate criteria. 4. Click on the Search button to run the search or click on the X (clear button) to clear the criteria. 5. All matching results will be listed, as well as filter criteria.
The steps for sorting are as follows:
1. Click the column header on the column you wish to sort. First click sorts ascending (going up example 1,2,3). 2. Second click sorts descending (going down example 3,2,1) 3. Third click returns to the default sort order.
==Workflow Diagram==
Clicking on the Diagram button in the action bar of the Edit Workflow page will bring up a graphical representation of the Workflow Tasks that have been configured on that workflow.
System Administrators use this feature to document and troubleshoot complicated workflow configurations.
This Workflow Task configuration:
==Workflow Pending Queue==
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.
==Workflow History==
In the Edit Workflow page, the history of an individual Workflow can also be accessed by the History tab. This page shows all instances of the workflow being triggered. The last column shows the "Objectid" of the entity against which the workflow was fired.
==Workflows Triggered by a Given Entity==
The Workflow History tab is made visible for a given Universal Tracking Application™ by enabling the relevant Manager Permission. Go to UTA – Settings – Security, click on Feature and Function Permissions. The Enable Workflow History setting is found on the Feature tab.
Enabling the Manager Permission will enable the Workflow History section from the Option drop-down on Level 1, Level 2 and Level 3 records.
==Configure System to display Workflow options==
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 to do attach the workflow.
Once the role is selected, the options will display in the edit company view.