Smartstaff
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=Configuration - Essentials=
* Click the Menu Icon and under the System Processes , click the '''Workflows''' link. You can also access this by going into the Global settings -> System
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* The Workflows page is displayed. Click on the plus button to create a new workflow.
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* Select the '''Workflow type'''. The type will dictate what options will be available when creating '''tasks''' and where the actions will occur. For this workflow, we’re going to be selecting Tracking Activities. We are selecting Tracking Activities for this workflow because we are looking at level 2 records which in this case are the reports.
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* Give the workflow a '''Name''', add the workflow to a '''Category''' and add a brief '''Description''' to summarize the tasks within it, including any branching conditions for ease of review later. It is also recommended to keep track of any changes made to the task by adding some notes.
Navigate to the Tasks bar on the left-hand menu. A workflow will always have a starting point and a completion point where it can terminate. In between, you can have as many different tasks in the workflow.''' '''
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To create a new task, click on the plus button. Again, you would have to give the task a '''Name''', select a '''Task type''', and add a brief '''Description''' of the task. The''' task types''' mainly used in this workflow are either an '''Acknowledgement''' or a '''change in status'''. The options available will vary from task type to task type.
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'''The first taskCreating the tasks'''
* '''Task 1:'''<br />** The first task is named Initial Delay since it has no function but will indicate that a workflow has started when looking through workflow historys and logs. It is a branching task without any additional function.
'''The subsequent tasks'''
* '''Task 2: 6 Week Reminder to Staff'''
: The next task will be used to send out the first email reminder to the '''Grant Staff''' about the upcoming report that is to be filled out
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: '''Task Name → '''6 Week Reminder to Staff
'''Task Type''' → Acknowledgement
'''Description''' → Add a brief description of what this task is performing
'''Role''' → Add the role that should receive this reminder email. In this case, it is the '''Grant Staff''' user that has been assigned to record.
: You can Create a '''Default Task Connector''' to the previous task, but it is recommended to create all the tasks first and then create the connectors afterwards. In this case, the connector will need to be modified after it has been created to account for the scheduling.
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: Create the '''Message template''' which would include the '''Message Type''', '''Email Template''', '''From Address''', any other '''Cc Address(es)''', '''Message Format''', '''Message Subject''', and the '''Body''' of the message. You can use variables to populate content relevant to the triggering record, such as a name or grant id.
