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→Configuring – Advanced
Acknowledgement Tasks have the following settings:
* '''Name''' - name for the task. * '''Task Type - manually set to Acknowledgment
* Task Number - a system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location, but order or execution of tasks is determined by the Connectors.
* Description - optional description of the task.
* Expire After - intended duration of the workflow.
* Message Template - Type - Type of message to be sent. If a message is sent it can created using variables that will create custom messages specific to instances of the workflow.
**'No message required – no message will be sent when the task triggers.
**Quick Message only – a SmartSimple internal instant message will be generated but no external e-mail.
**E-mail Only – an external e-mail will be generated but no internal instant message.
**Quick Message and E-mail – both an instant message and an e-mail are sent.
* Message Template - From Address - Email address sent from. This field accepts variables, so you can either hard-code a value (e.g. donotreply@mycompany.com) or use variable syntax (e.g. on a Level 1 Workflow, @owner.email@)
* Message Template- CC Email Address - CC recipients address. (Separate multiple addresses with commas). Additional Email Syntax options can be used within this field.
* Message Template- Email Body Format - Options are Plain Text or HTML.
* Message Template- Email Message Header - The email header can be modified using the following syntax, with the arguments separated by semicolon:
** X-Priority={1,2,3,4,5} ** Priority={normal,urgent,non-urgent} ** Importance={high,normal,low} ** Sensitivity={personal,private,company,confidential} e.g. Priority=urgent;Importance=high
* Message Template- Subject - Narrative subject line of the message.
* Message Template: Body - Narrative body of the message.
* Routing: Use UTA Role - When using roles to select recipients, the UTA Role can be used to determine recipients. Only appears if workflow is UTA specific.
* Routing: Role - Used to select recipients by role. This list includes all roles configured in the system, alongside the built-in roles that can be used in a workflow:
**The Originator role is used to reference the name of the person that started the workflow. This could be the person that submitted an expense claim, added a file to a workflow or added a new employee.
**The Initiator role is used to reference the name of the person that initiated the current task in the workflow. This refers to the person that approved the current step of an expense claim, or reviewed a document loaded into a workflow enabled Smart Folder.
**The 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:
**Let the current user select target user from this role – When the workflow is triggered, the user will be prompted to select recipients from the list of users currently in the role.
**All Users of this role – The message will be sent to all users in the selected role.
**Selectable list of users currently in the role – The message is sent to the specific users that are selected.
* Routing: Selected Users: details of the users configured as Recipients in the Role section
* Routing Options - Specifies the types of options available 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 User===
* Activate (Web Service Client Access) - Account type used to access data in a SmartSimple instance via an API (Application Programming Interface). Does not give access to SmartSimple interface directly.
* Deactivate (No Access) – User cannot log into the system.
===Task Type: Change Status===
* Expire After - Intended duration of the workflow.
* Change Status To - lists statuses from the selected UTA level. This workflow task will change the status of the object that triggered the workflow to the selected status.
===Task Type: Company Association===
3. Level 2 Workflows
New Activity Tasks have the following settings:
* Name - Narrative name for the task.
* Task Type - manually set to Create New Activity
Generate PDF File Tasks have the following settings:
* Name - Narrative name for the task.
* Task Type - manually set to Create Consumer/Provider Link
* Message Template: Email Body Format - Options are Plain Text or HTML.
* Message Template: Email Message Header - The email header can be modified using the following syntax, with the arguments separated by semicolon:
**X-Priority={1,2,3,4,5}
**Priority={normal,urgent,non-urgent}
**Sensitivity={personal,private,company,confidential} e.g. 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, but not an instant message.
HTTP Post have the following settings:
* URL - where to Post
* User Name - username to access post location if needed
People Association have the following settings:
* Name - Narrative name for the task.
* Task Type - manually set to People Association
You must set the minimum number of respondents on the connector associated with each of the approval options.
* If you have selected three respondents on the Request for Approval Task, and the task should only pass if all three respondents click approve you would set the number of respondents on the Approve connector to be three, and the number of respondents on the Reject connector to be one.
Signority Submission Tasks have the following settings:
* Name - Narrative name for the task.
* Task Number - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.
Trigger Workflow Tasks have the following settings:
* Name - Narrative name for the task.
* Task Number - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.
* Trigger Workflow - Select the workflow that should be triggered from this dropdown menu.
* Record id / Variable - this setting should contain the unique record ID for the record against which the selected workflow should be triggered. This record ID can be referenced using variables.
**Examples: If the workflow to be triggered is a User type workflow, you would need to provide a User ID for the contact record against which you would want the workflow to be triggered.
**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.
Update Company Category Tasks have the following settings:
* Name - Narrative name for the task.
* Task Number - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.
Update Custom Field Value Tasks have the following settings:
* Name - Narrative name for the task.
* Task Number - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.
Update Standard Field Value Tasks have the following settings:
* Name - Narrative name for the task.
* Task Number - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.
Update User Role Tasks have the following settings:
* Name - Narrative name for the task.
* Task Number - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.
This Task type has the following settings:
* Name - Narrative name for the task.
* Task Number - A system generated number that determines the presentation order of the task in the workflow. This number can be changed to display the step in a different location.
* Message Template: Custom Field ID for Response: The Custom Field ID of an XML custom field on the object that the Workflow was triggered against that the response returned by the external server.
* Message Template: Email Message Header - The email header can be modified using the following syntax, with the arguments separated by semicolon:
** X-Priority={1,2,3,4,5}
** Priority={normal,urgent,non-urgent}
** Importance={high,normal,low}
** Sensitivity={personal,private,company,confidential} e.g. Priority=urgent;Importance=high
* 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.
@system.xml.fieldname.nodename.nodevalue@
[[Image:workflow2017_11.png|1000px]]
1. Go to the relevant Workflow, click on the Tasks tab and select the checkbox next to the workflow task(s) that you wish to export.
[[Image:workflow2017_12.png|1000px]]
The steps to import a workflow task or set of workflow tasks are as follows:
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==
[[Image:workflow2017_13.png|600px]]
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:
* "@Selection@"="Yes"
* "@Selection@"="No"
You can also use MySQL syntax to perform calculations within the Condition:
* date_format(now(),"%d")="01"
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==
The email engine will process iCalendar objects using the following syntax:
* "@@ievent"
* "@@itodo"
Simple sample iCalednar objects are shown below
===ievent Object===<!--@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: Meeting roomRoom 1<br />SUMMARY: Details to follow<br />DESCRIPTION: @description@<br />@@ <br /> ===itodo Object===<!--@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: summary textMeeting <br />DESCRIPTION: @description@<br />@@ <br />
===icard Object===<!--@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-->
* Because the workflow is triggered when the script executes it happens before the record is saved. If the workflow changes the Status or a Custom Field value, when the record on the screen is actually saved it will overwrite any changes made by the workflow by those on the page that is being saved. Accordingly you should include any Status or Custom Field changes within the JavaScript that triggers the Workflow.
* If this function is called with a button on a page where standard libraries are not included, make sure to include /js/sstools.js (Example: <SCRIPT type="text/javascript" src="/js/sstools.js"></SCRIPT> ).
=Using workflows=