Smartstaff, administrator
4,478
edits
Changes
→Configuring – Essentials
=Configuring – 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.
* Tasks – click this tab to see a list of tasks for all workflows.
* Outstanding Tasks – click this tab to see a list of outstanding tasks for all workflows. This is where the workflow in question has been triggered, and the task has been scheduled for future completion date
The table below shows a list of available Workflow Types, the objects that each type are enabled on, and the Trigger When options as well as the Termination Trigger options.
* 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.
**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.
* Back/Recently Visited – click this button to return to pages previous accessed.
* Workflows – click thisbutton to return to the workflow list.
* Diagram – click this button to see a diagram view of the workflow.
* 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.
* History - click this tab to see a list of completed tasks for this workflow.
==Create workflow tasks==
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:
1. Navigate to the desired workflow and click on the Tasks tab.2. Click the New task button in the action bar. 3. The Task details are displayed, with a Task Number initially set to 10 and increasing in increments of 10 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 Workflow Requests area. • * Request for Comment - use to generate comment requirements. These will be displayed in the 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 - SOAP Message - use to pass information to a system outside of SmartSimple as a Web Services call. • * Trigger Workflow - use to triggers a different workflow against a specified object. • * Signority Submission - use to triggers signority signing process.
|}
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. 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 to the start and complete before they will execute.
The connectors control when the next steps execute and control what the next steps are (based on defined conditions).
1. Navigate to the desired workflow and click on the Task tab.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.
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: