Changes

# 1. Click the Menu Icon and under the System Processes , click the Workflows link.# 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.

# 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.  

# 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:.

# 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:

# 10. The following tabs are also now displayed:

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.

45. Set the ''Name '' of the Task as appropriate. 56. Populate the Description field if required. 67. Click Save at the bottom of the page.

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

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.

• * 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 - use to define a trigger date. The connector triggers, when the date matches the selected date.o **Trigger Date - The date the task is triggers.o **Start Date - The date in the Start Date field of the record with which the workflow is associated.o **End Date - The date in the End Date field of the record with which the workflow is associated.o **Custom Date Field - The date in a selected custom field that stores date values. • * Delay(s) - user can specify any delays based on the trigger date:o **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. o **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. o **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. o **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 action before the workflow moves to the next task. • * 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.34. Complete as appropriate and click Save at the bottom of the screen. 45. 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. 56. 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.

• * A workflow is configured to wait 5 days and then mail all contacts attached to the Level 1 with role Reviewer. • * That workflow is triggered against a specific Level 1 record which has three contacts in the contacts section with the role Reviewer. • * After the workflow has been triggered, before the 5 days have gone by, two additional Reviewers are added to the contacts section, and one of the original three is removed. • * If the Acknowledgement task is attached directly after the connector with the delay then the original three contacts will receive the email, even though they are no longer current. • * If there is a blank workflow task following the connector with the delay, which flows into a workflow task configured to email all Level 1 contacts with the role Reviewer, then the four reviewers on the Level 1 record at the time the email is sent, will be emailed, rather than the original three reviewers.