3. System Task Botton in Form (Uploader Function) System Tasks: Notifier and Uploader Ref. 0712 GOAL Introduce the students to the functions available through the Notifier and Uploader System Tasks. Content 1. System Task – Notifier 2.8. Updates Suffixes and Group of Fields Footers 1.1. Notifies Employee Users 2.9. Updates Themes 1.2. Notifies External Users 2.10. Relations Between Elements 1.3. Notifies Guest Users 1.4. Notifies via Email 2.11. Conversiones of Group of Fields 1.5. Notifies via SMS 1.6. Confirms Email 2.12. Adds records in Group of Fields 1.7. Checks Login 2.13. Modifies Family Elements 2. System Task – Uploader 2.14. Signing Integrated Documents 2.1. Uploads Information or Calculated Value to Panel 2.15. Counts Panel Documents 2.2. Uploads Library Documents into Panel 3. System Task Botton in Form (Uploader Function) 2.3. Uploads Panel Documents in SharePoint Libraries 2.4. Uploads Panel Documents in SharePoint Annexes 2.5. Uploads Planning Dates 2.6. Prints Panel Documents 2.7. Creates Automatic Documents

System Tasks: Notifier and Uploader My First Template System Tasks: Notifier and Uploader Ref. 0712 Referenced Documents Manual-Delegated Administrator This is me Adam

1 System Task: Notifier

Notifier Notifier These Tasks, as their name indicates, are executed directly by the system using the Process Engines, without human intervention (which differentiates them from the Personal Tasks). The Types of System Task are: System Tasks (TS) are a very important part of the AuraPortal Process Modeling. They are classified by Types, and each Type contain one or more Functions. The System Task Types and Functions are not created by the AuraPortal user, as they come already prepared in the AuraPortal application.

Notifier Notifier

(Contains notification in the body of the SMS) Notifier Notifier Reduced Task (Contains notification in the body of the email) For Employee Users For External Users For Guests Users For Email to Non Users For SMS (Contains notification in the body of the SMS) Type Functions NOTIFIER Notifies Employee Users Notifies External Users Notifies Guest Users Notifies via Email Notifies via SMS Confirms Email Checks Login

(Contains notification in the body of the SMS) Notifier Notifier Reduced Task (Contains notification in the body of the email) For Employee Users For External Users For Guests Users For Email to Non Users For SMS (Contains notification in the body of the SMS)

1.1 Notifies Employee Users 1.2 Notifies External Users

Notifies Employee and External Users The configuration is the same in both cases, the only difference is the Addressee.

1 1.3 Notifies Guest Users

Notifies Guest Users Notifies Guest Users Settings in Structure > Mail >Tasks Fixed Text or Panel Field Integrate (upload) documents (files) or Select from the Panel

1 1.4 Notifies via Email

Notifies via Email Notifies via Email Notifies via Email (reduced mode) to an email address that does not belong to AuraPortal Users. Setup the Email Server and email subject. Addressee: General terms or Suffixes of the type text can be selected. Content: Panel: The text of the Notification will be retrieved from a Panel Field. Text: Fixed Text. The documents in the selected Library will be attached to the email. Results: Numeric Fields must be selected from the Panel in order to save the results of the notifications. These Fields may display the information in a Personal Task after the Flow executes the Notifier System Task (Notifies via email).

Notify By Email in more complete Mode: Notifies via Email Notifies via Email Notify By Email in more complete Mode: Performs mass sending of emails with the characteristics and preferences of the Addressees. Addressee: - General Terms of Text type. - Suffix Terms of Text type. - Account Profiles. - Panel Fields of the type Dictionary of Profiles and Roles. Who will receive the notification according to the preferences of the Addressee and how we will send these notifications. Plain Text: Plain text. Rich Format: The notification can contain values from the Panel. The documents will be attached to the email either from a Library or from the Panel. Form to enable the addressee to respond the notification Results: Numeric Fields must be selected from the Panel in order to save the results of the notifications. These Fields may display the information in a Personal Task after the Flow executes the Notifier System Task (Notifies via email).

1 1.5 Notifies via SMS

Notifies via SMS Notifies via SMS Notify via SMS, only available with Marketing Campaigns Module: Performs mass sending of SMS’s with the characteristics and preferences of the Addressees. AuraPortal can automatically manage the delivery of SMS’s thanks to the integration with electronic communication companies, (by signing up for an account).

Notifies via SMS Notifies via SMS Notify via SMS, only available with Marketing Campaigns Module: Performs mass sending of SMS’s with the characteristics and preferences of the Addressees. This information is provided when subscribing to the SMS Service Provider. If left empty it will retrieve the values from… Structure » Administrators » Mail » Tasks. SMS Subject General Terms, Panel Term, Profiles, Groups of Fields… Who will receive the SMS according to the preferences of the Addressee and how we will send these notifications. Allows up to 7 Panel Fields to be included as part of the message. Maximum 160 characters. Saves the result of the Return Code in a Whole Number Panel Field.

Notifies via SMS Notifies via SMS Features for viewing the results of the Notifier System Task (Notifies via Email and SMS). Action Button TS Notifier Email/SMS Result. Action Button Email/SMS Test. Action Button TS Notifier Email/SMS Result. The desired TS Notifies via Email or SMS Object must be identified here.

Notifies via SMS Notifies via SMS Features for viewing the results of the Notifier System Task (Notifies via Email and SMS). Action Button TS Notifier Email/SMS Result. Action Button Email/SMS Test. Action Button Email/SMS Test The desired TS Notifies via Email or SMS Object must be identified here.

1 1.6 Confirms Email

Confirms Email Confirms Email Type NOTIFIER Functions Notifies Employee Users Notifies External Users Notifies Guest Users Notifies via Email Notifies via SMS Confirms Email Checks Login It is the only System Task that performs an automatic action and waits for the User to confirm before continuing the flow to the next object.

1 1.7 Checks Login

These fields are only filled in if the Login is already in use Checks Login Checks Login Type Functions NOTIFIER If an External User is being created but the Login is already in use by an Employee, the system will indicate here which Employee. These Fields are only filled in if the login is being used by an External or Guest User. This is used to check, before creating a new External or Guest User login, that the required Login (both text format and email format) is not already being used. These fields are only filled in if the Login is already in use Notifies Employee Users Notifies External Users Notifies Guest Users Notifies via Email Notifies via SMS Confirms Email Checks Login

2 System Task: Uploader

Panel ______ ______ ______ Uploader Uploader Panel ______ ______ ______

2.1 Uploads Information or Calculated Value to Panel

Uploads Information of Calculated Value to Panel Uploads Information or Calculated Value to Panel Panel ______ ______ ______ Saves the result of the mathematical operation described in a (whole or decimal) Numeric Field. There are two operation modes available: Calculate date by adding or subtracting an interval based on another known date. The result must be saved in a Date Field. Calculate interval between two known dates. The result must be saved in a Whole Number Field. Mathematical Dates Direct Rule Other TS Upload values of Text Fields, Whole and Decimal Numbers Fields, Yes/No Fields, Simple Selection Fields and Family Fields. The TS will obtain the result from a Business Rule and upload its value to the Panel. Uploads defined Operations in another System Task of the Uploader Type that belongs to the same Class of Process.

2.2 Uploads Library Documents into Panel

Uploads SharePoint Documents into Panel

2.3 Uploads Panel Documents in SharePoint Libraries

Uploads Panel Documents in SharePoint Libraries A Library type General field or Column of a Group of fields that contains the Documents to be uploaded. The destination Libraries or Documents of the upload will appear in the Associated Documents Section of the origin Field.

2.4 Uploads Panel Documents in SharePoint Annexes

Uploads Panel Documents in SharePoint Annexes Select the Annex where you wish to make the upload. Uploads Panel Documents in SharePoint Annexes Whole number panel field that contains the ID of the Annex. Panel ______ ______ ______ Prefix of Family of the Annex The same as indicated for the Upload in Libraries

2.5 Uploads Planning Dates

Uploads Planning Dates Fills in the dates of a Planning type field with the content of Panel fields of Date or Date and time. Panel ______ ______ ______ Panel Fields

2.6 Prints Panel Documents

Prints Panel Documents Prints Documents that are integrated in panel fields. Panel ______ ______ ______ Individual Library Type Fields, or Groups of Fields and their Containers Select the printer from those available. Text or Number Type Term where the number of printed documents will be recorded Vertical Horizontal

2.7 Creates Automatic Documents

Creates Automatic Documents Documents will be created automatically, if they meet the established conditions. Panel ______ ______ ______

2.8 Uploads Suffixes and Group of Fields Footers

Updates Suffixes and Group of Fields Footers Solves all the Suffixes of the Prefixes and Group of Field Footers indicated in the System Task, and updates the Panel. Updates Suffixes and Group of fields Footer Panel ______ ______ ______ Prefixes of General Terms Prefixes of Adapters Prefixes of Groups of Fields Groups of Fields Footers available in the Panel. Indicates the address where the upload is carried out.

2 2.9 Uploads Themes

Updates Themes Updates Themes Allows the Themes to be filled in without having to open a Form. Updates Themes Panel ______ ______ ______ Panel Fields that will be act as Themes If Yes is marked the Theme Field will change even if it previously contained a value

2.10 Relations between Elements

Relations between Elements Sets or Undoes Relations Between Elements Select any existing Relation Select any Prefix in the Panel of a Family involved in the Relation previously selected. Select any Prefix in the Panel of a another Family involved in the Relation previously selected.

2.11 Conversions of Group of Fields

Conversions of Group of Fields Transfers field values from an Origin Group of Fields or Free Container to Panel Fields manually. Panel ______ ______ ______ Group of Fields in the Panel General Terms in the Panel Columns of the Group of Fields Panel Terms The correspondence must be established between fields of the same type. Any origin field can be transferred to a destination field of Text type (One Line, Multiple Line or Rich). Selection type fields (Simple or Multiple) are only transferred to Text type fields. When the conversion is carried out, the data from the last line of the selected GF/Container is transferred to these destination Terms.

Conversions of Group of Fields Transfers field values from an Origin Group of Fields or Free Container to Panel Fields automatically. Panel ______ ______ ______ Group of Fields in the Panel General Terms in the Panel Automatically The same Terms are created automatically in the Panel and Dictionary with the name made up of: _GFName/Field Name Columns of the Group of Fields When the conversion is carried out, the data from the last line of the selected GF/Container is transferred to these automatically created fields.

Conversions of Group of Fields Transfers field values from an Origin Group of Fields or Free Container in the Panel of the Process to a destination Group of Fields or Free Container in the Panel. Conversions of Group of Fields Panel ______ ______ ______ Group of Fields or Free Container in the Panel of the Process Group of Fields or Free Container in the Panel Columns of Origin GF Columns of destination GF

Conversions of Group of Fields Transfers field values from an Origin Group of Fields or Free Container in the Panel of the Process to a destination Group of Fields in an Own Family. Conversions of Group of Fields Panel ______ ______ ______ Group of Fields or Free Container in the Panel of the Process Group of Fields in an Own Family Prefix that contains the Own Family Element and the Group of Fields in the Destination Own Family Columns of Origin GF Columns of destination GF

Conversions of Group of Fields Transfers field values from an Origin Group of Fields or Free Container in an Own Family to a destination Group of Fields or Free Container in an Own Family. Panel ______ ______ ______ Group of Fields or Free Container in in an Own Family Group of Fields or Free Container in in an Own Family Columns of Origin GF Columns of destination GF

2.12 Adds records in Group of Fields

Adds records in Group of Fields Adds records in Groups of Fields Panel ______ ______ ______ GF available in the Class of Process that is to be filled in automatically GF Prefix Prefix Prefilter A line in the GF will be created for each element of the Prefilter of the chosen Prefix

Adds records in Group of Fields Adds records in Groups of Fields Panel ______ ______ ______ If it is an Account Prefix If Yes is marked A register will be created for each Account and Personal Role. If the Account does not have Roles only the line corresponding to the Account will be created.

2.13 Modifies Family Elements

Modifies Family Elements This function allows the Process to automatically change several elements of a Family Modifies Family Elements Let's see how the elements are modified in the Own Family according to the System Task Settings... Select the Family that is going to be updated. Prefix in the Panel of the Family that will be modified. Only one Element will be updated, the one selected in this Prefix in the Panel. 1st 2nd Prefilter in the Panel of the Family that will be modified. Only the elements that match the Prefilters conditions will be updated. Relation Only the elements that are related in the selected Relation Term will be updated. Prefix: Prefix of the Family that has a relation with the Family selected previously. Relation: Between these families there could be one or more relations, the desired relation must be indicated. Panel Fields Family Fields

2.14 Signing Integrated Documents

Signing Integrated Documents This feature allows the system to automatically sign documents integrated in a Library Term without a user’s intervention. The automatic signature can be certified with a Certificate in the Server or the users PC. With or without Stamp. Whole Number or One Line Text. Add Libraries and indicate what documents must be signed.

2.15 Counts Panel Documents

Counts Panel Documents With this feature the system can automatically control that a user has integrated, signed, etc. a certain document. Combining Uploads and comparing the number of documents in different time periods, etc. other variables can be determined. These results can be used to control divisions in Forms, Gateway decisions, etc.

System Task Button in Form (Uploader Function) 3 System Task Button in Form (Uploader Function)

System Taks Button – Uploader Type System Task Button – Uploader Type

System Taks Button – Uploader Type Example of the function: Uploads Information or Calculated Value to Panel. System Task Button – Uploader Type 87%

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