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.
===Task Type: Change Status===
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.
===Task Type: Company Association===
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.
===Task Type: Create Consumer/Provider Link===
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
===Task Type: Create New Activity===
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.::* '''Activity Scheduling Options''' - drop-down with 3 options (Disable, Schedule by Date and Amount, Schedule by Number of Activities) that can be used to create multiple instances of the Activity.::: If '''Schedule by Date and Amount''' option is selected then following settings are exposed.::::* '''Start Date''': Level 1 field used to set the start date of the activity scheduling period::::* '''End Date''': Level 1 field used to set the end date of the activity scheduling period::::* '''Schedule Every''': frequency of scheduling::::* '''Total Amount''': Level 1 field used for the Total Amount to be distributed. The amount specified will be split evenly between each Level 2. If 'N/A' is selected, the Level 2s will be created without an amount.::::* '''Activity Date''': Level 2 field used to set the date to be assigned to each record based on the scheduling options."::::* '''Activity Amount''': Level 2 field used to store the calculated amount for each record. If 'N/A' is selected, the Level 2s will be created without an amount.::::* '''Activity Index''': Level 2 field used to store the index number of each record. If 'N/A' is selected, the Level 2s will be created without an index number."::: If '''Schedule by Number of Activities''' option is selected then following settings are exposed.::::* '''Number of Activities''': Level 1 field used to set the number of activities to be created::::* '''Activity Index''': Level 2 field used to store the index number of each record. If 'N/A' is selected, the Level 2s will be created without an index number."::: * '''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.
===Task Type: Generate PDF File===
HTTP Post have the following settings:
::::* '''URL''' - where to Post::::* '''User Name''' - username to access post location if needed::::* '''Password''' - password to access post location if needed::::* '''Parameters''' - free text field to pass in parameters such as apitoken , alias id, etc. Can include username and password if not specified in the specific fields::::* '''Response Store to Custom Field ID''' - field on system where response from HTTP post can be stored
===Task Type: People Association===
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.
Note:
::::* If you are allowing the current user to select target user Suppress Workflow Window must be off (not enabled) otherwise the workflow will not fire.::::* If you are allowing the current user to select target user, the Workflow must be triggered by a status, and not by a script.::::* Include a description, as the description will be presented to the user when they are asked to select the contact to be assigned.
In order to notify the contact(s) that they have been assigned you can create a subsequent Acknowledgement Workflow Task to e-mail all contacts with the UTA role you selected.
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.
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.::::* If you have selected four respondents on the Request for Approval Task, and the task should only pass if 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 two.
The system checks the connectors once the number of respondents on the task has been met, this behaviour is not configurable. The first connector the system checks will be taken if the requirements are met.
You must ensure the Workflow Task is sent to enough people to meet the minimum number of respondents required, if you do not send the task to enough recipients the task would never complete.
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.
===Task Type: Trigger Workflow===
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.::::** 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.
===Task Type: Update Company Category===
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.
===Task Type: Update Custom Field Value===
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 "read-only" 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.
===Task Type: Update Standard Field Value===
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.
===Task Type: Web Service – SOAP Message===
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}::::** Priority={normal,urgent,non-urgent}::::** Importance={high,normal,low}::::** Sensitivity={personal,private,company,confidential}::::*: e.g. Priority=urgent;Importance=high::::* ::::** '''Message Template: Endpoint''' - The URL or IP address of the destination server::::** '''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.
If the content from the custom fields being included within the SOAP message contains certain special characters it will disrupt the XML structure, making the message unreadable by the receiving server.
The less than symbol (<) and ampersand (&) are two primary special characters to be concerned about. When including fields that may contain those characters you should use a special wrapper so the receiving system understands that they are data content and not part of the XML structure:
:::::: <span style="font-size: small;"><![CDATA[ '''''CONTENTS''''' ]]></span>
For example, an address could contain ampersands, so it should be wrapped as follows:
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).::::* '''Translate to''' - set which language or languages to translate to for the custom fields that have enabled translation
If a record has translation enabled and a stored field translation exist, there will be a "Show Translation Values" in the Options menu
