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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 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}
:*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, 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 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 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 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.
:*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/Deactivate User Tasks have the following settings:
* '''Name ''' - Narrative name for the task.* '''Task Type ''' - manually set to Activate / Deactivate User. * '''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 ''' - Sets the access type for the user against which the workflow is triggered. Options are: * '''Activate (Administrative or Portal Interface) ''' - Provides access to the system to the extent permitted through the user's membership of specific roles. * '''Activate (User Centric or Applicant Interface) ''' – Only provides access through the User Centric Interface and Applicant Tracking “career sites”. * '''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.
Change Status Tasks have the following settings:
* '''Name ''' - Narrative name for the task. * '''Task Type ''' - manually set to Change Status* '''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. * '''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.
Company Association Tasks have the following settings:
* '''Name ''' - Narrative name for the task. * '''Task Type ''' - manually set to Company 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. * '''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.
Consumer/Provider Tasks have the following settings, all of which control how the target record is linked to the record triggering the workflow:
* '''Name ''' - Narrative name for 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
New Activity Tasks have the following settings:
* '''Name ''' - Narrative name for the task. * '''Task Type ''' - 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. * '''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 Level 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. * '''Message Template: From Address ''' - Email address sent from. This field accepts variables, so 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: Subject ''' - Narrative subject line of the message. * '''Message Template: Body ''' - Narrative body of the message.
