Workflow Library The New Superhero Client Webinar Series Time to Reach New Heights Workflow Library The New Superhero August 11, 2016

Objective: Understanding Spitfire’s Workflow Library Agenda Objective: Understanding Spitfire’s Workflow Library What is Workflow? What is the Workflow Library? Why should I care?

Pop Quiz What Workflow was included in July’s Webinar?

Workflow from July’s Secret of Compliance Webinar Created by Workflow on the Compliance Type Auto Creates a Compliance Notification document Sets the Source Contact to the Vendor Sets the Due Date to the Compliance Item’s Required Date Sets the Title to the Compliance Type’s Name Creates three notes (Intro, Issue, Action) for the notification based on the ComplianceNotificationText rule Applies the predefined route If Recur is set: Compliance Notification will close and create a new Compliance Notification based on the “recur” setting. Just like an Alert that is set to “daily”, “weekly”, etc. – the Compliance Notification will be “resending” every day, every week, etc. until the Compliance Item is “in compliance”

Start Small Scenario: Set the Document Status to Approved when the Approver Route is executed. Simple Workflow Script to set the Document Status ATC: SET Status = A

Expand a bit Scenario: Set the Document Status to Approved when the Approver Route is executed. Simple Workflow Script to set the Document Status and the Approver field ATC: SET Status = A ATC: SET ResponsibleParty = [DKEY_ExecutiveAddr_Person]

Workflow in a Route vs Workflow in the Workflow Library In a Route – is embedded in the Route at the time that Route is added to the Document (usually at the time the document is created or after the first save) Your Workflow Script is sitting there waiting for the Route to reach the proper Sequence in order to execute

In a Route Pros Cons Added into the Route now but executed later Can be controlled by the Predefined Route’s condition Can be edited in the Route (Route’s Options Menu) Added into the Route now but executed later Must be edited in each individual route on each document Depends upon a user to move to the next route

In the Workflow Library Pros Cons Added when called by a route Or Triggered by a Create or Save On Create On First Save On Normal Save On New Pending Save On New Approve Save No “pending” workflows to be executed Can include a variety of commands and even call a 2nd workflow Can be used by several doc types Triggered by an action

Example: Set your Document’s Title: ATC: SET TITLE = [Fdddd_DocHeader_DocDate] Daily Report

Example: Set your Document’s Title and add Weather Info: ATC: IF DocDate IsChanging             ATC: SET Title = Report for [FddddbMMMbdcbyyyy_DocHeader_DocDate]            ATC: SAVE            ATC: * The qAlias needs the latest values, so we forced the save above            ATC: SET ExternalDocNo = [qFldRptInfo_WSummary], hi [qFldRptInfo_HiTemp] ATC: ENDIF

Example: Copy your Doc Header info to your Items : ATC: EXIT HasNot DocItem WITH true; ATC: FOREACH DOCITEM BY DocItemNumber ATC: SET @.ItemType = [DocHeader_Subtype] ATC: ENDLOOP ATC: FOREACH DOCITEM BY DocItemNumber WITH RevisionNumber IS NULL; ATC: SET @.RevisionNumber = 0 ATC: FOREACH DOCITEM BY DocItemNumber WITH Due IS NULL; ATC: SET @.Due = [FMMxddxyyyybhhXmm_DocHeader_Due] ATC: FOREACH DOCITEM BY DocItemNumber WITH ResponsibleParty IS NULL; ATC: SET @.ResponsibleParty = [DKEY_DocHeader_ResponsibleParty]

Example: Set Responsible Party or Source Contact fields on RFI based on who creates the document: ATC: IF UserHas WORK Architect ATC: SET ResponsibleParty = [DKEY_DocHeader_EditUser] ATC: ELSE ATC: SET SourceContact = [DKEY_DocHeader_EditUser] ATC: ENDIF

Example: If Subtype changes to F, set the Due date to 28 days from the DocDate: ATC: * if Subtype = F - set Due date to + 28 ATC: IF Subtype IsChanging ATC: IF Subtype = F ATC: DUE 28 ATC: ENDIF ATC IsChanging: http://support.spitfirepm.com/atc-errorif/ ATC Script Command Conditions: http://support.spitfirepm.com/atc-script-command-conditions/ ATC CALL command http://support.spitfirepm.com/atc-call/ For example: ATC: CALL [SetItems] (where SetItems is the name of your workflow)

Example: Set your Document’s Message Tab Note: ATC: SETHTML DocRevision.NoteEML = Request to [DocHeader_Title] is needing your approval. Project Description: [DocHeader_Title] Project Location: [ProjectAddressAddr_City], [ProjectAddressAddr_State] Cost: [DocRevision_cmpToRevenueAmount] Please respond back with Approved or Denied along with any necessary comments.

Resources ATC & Workflow Online Index of Commands Examples of each command

Next Topic Preview of Spitfire Version 2016 Thursday Sept 8th Two sessions 11:00 am & 1:00 pm EST Review past Webinars at http://support.spitfirepm.com Have a topic you’d like included in an upcoming Webinar? Send your suggestion to dmcgovern@spitfiremanagement.com