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Generate PDF File Tasks have the following settings:
* '''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. * '''Web Page Field ID''' - Must contain the Custom Field ID of the Web Page View to be converted into PDF format. To create multiple PDFs, enter the Custom Field IDs of the Web Page View fields in the Web Page Field ID# setting of the Workflow Task, separated by commas.* '''Store to Field ID '''- If PDF file should also be stored to the record, must contain the Custom Field ID of the relevant Link - Multiple Files custom field. * '''Message Template: Message Type '''- Type of message – e-mail, instant message, both, or none required with this task. E-mail and instant messages can be created using variables that will create custom messages specific to instances of the workflow. Options are No Message Required (default), Quick Message, Email Only and Quick Message and Email. * '''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: CC Email Address Addressl'''- 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}
:*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. * '''Message Template: Attachment File IDs '''- Attach additional default files when triggered from a Smart Folder. See the Determining the File ID article for instructions. * '''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 against each recipient. * '''Routing: Use Variable for Recipients '''- Allows recipients of the message to be selected using variables. See this article for configuration details. * '''Routing: Use UTA Role '''- When using roles to select recipients, the UTA Role can be used to determine recipients. * '''Routing: Role '''- Used to select recipients by role. * '''Routing: Selected Users '''- If required, specific users can be selected to complete this task. This technique restricts the number of users that the initiator can select. * '''Routing: 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: Internet Communication – HTTP Post===
People Association have the following settings:
* '''Name''' - Narrative name for the task. * ''' Task Type''' - manually set to People 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. * '''Action''': Add, update or delete the people association* '''Routing: Use Variable for Recipients '''- Allows recipients of the message to be selected using variables. This is discussed in greater detail in the Configuration – Advanced section. * '''Routing: Use UTA Role '''- When using roles to select recipients, the UTA Role can be used to determine recipients. * '''Routing: Role '''- Used to control role of user that will be associated. * '''Routing: Selected Users '''- If required, specific users can be selected to be associated* '''Roles will be Assigned '''- select the role(s) that you want the contact(s) to be associated with. To assign different contacts with different roles, you will have to create more than one People Association task.
In the Routing section select a Role currently possessed by the contact(s) you wish to add, whether this is a system role or a UTA role. You can then either select specific contacts or groups that will always be added to the Level 1 when the workflow is triggered, or you can choose Let current user select target user from this role to allow the person that triggers the workflow to select a contact to be added.
The settings for both of these Workflow Task Types match those used for the Acknowledgment task except for 2 additional settings:
* '''Respondents ''' - Indicates the number of respondents required for this approval. * '''Allow Edit ''' - Allows editing of the attached object.
By default, a Request for Approval or Comment workflow task will move on to the next task (whether approved, rejected, etc.) as soon as the first recipient of the Workflow Task responds. The Respondents field allows a specific number of respondents to be required, which will keep the Request for Comment Task active until that number of respondents has replied.
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. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * '''Signority Field ''' - drop-down which lists all signority enabled WPV fields for the entity the workflow is configured against.
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. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * '''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.
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. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * '''Option ''' - options are Add or Remove. This determines whether the task will add or remove categories from the organization upon which the workflow is triggered. * '''Categories ''' - select the categories that should be added or removed from the organization's profile.
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. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * '''Use Field ''' - lists custom fields across all UTAs from the selected UTA level. This workflow task will update the selected field with the value in the "Update To Value" setting.
Note: If the field to be updated has the Read Only toggle enabled in the Formatting section of the field options (or a "readonly" HTML tag or "textreadonly" CSS class) the value will not update.
* '''Update To Value ''' - This workflow task will use this value to update the field selected in the "Use Field" setting. Variables can be used in the "Update To Value" setting as well as hard-coded values.
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. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * '''Use Field ''' - lists standard fields from the selected UTA level. This workflow task will update the selected field with the value in the "Update To Value" setting. * '''Update To Value ''' - accepts hard-coded values and variables. This workflow task will use this value to update the field selected in the "Use Field" setting.
Note: Some standard fields (such as Type) require the ID, not the type name in order to update correctly.
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. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * '''Option ''' - options are Add or Remove. This determines whether the task will add or remove roles from the contact upon which the workflow is triggered. * '''Roles ''' - select the roles that should be added or removed from the contact's profile.
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. * ''' Description''' - Detailed description of the task (optional). * '''Expire After''' - Intended duration of the workflow. * '''Message Template: Action: '''- The action to called by the Web Service call (These actions are defined by the external server, and are not part of SmartSimple) * '''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}
:*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. * '''Message Template: Attachment File IDs '''- Attach additional default files when triggered from a Smart Folder. See the Determining the File ID article for instructions. * '''Message Template: Save as Event '''- Email will be saved as an event.
