Automation: Workflow Script & NextDocFlow Client Webinar Series Time to Reach New Heights Automation: Workflow Script & NextDocFlow May 14, 2015

Agenda Automation Spitfire Tools for Automation Process Rules Routing DocTypeConfig NextDocStatus NextDocFlow ProjectTeam Routing Default Routes Workflow in Routes Workflow Script Library qAlias Bookmarks BFA Import Wizard & Map Templates SOV Billing Enable Build from Commitment Enable Build from Budget / Billing Codes Process Analyze What part of the process can be automated? Is it the same every time? If not, what is the factor that modifies the process? Configure Decide on the Tool or Tools to use Build each piece of the process Test each process as you build it Test the complete Process Refine Process Test again and again Have others Test Finalize and Go Live Monitor

Rules – Example DocTypeConfig Auto Attach File from a specific document

Rules – Example NextDocStatus Set the Status field to only display specific Statuses based on the current Status ...Only display Completed (A) or Invoiced (V) When the Status is Invoiced (V)...

Rules – Example NextDocFlow Added in 4.4 Create a new doc type from another doc type SourceDocStateFlags Specifies (in the result value) the document states during which the Create Next option is enabled. Possible result values can be combined. 002 = In Process. 004 = Pending. 032 = Closed. 064 = Approved (default for most Doc types). 102 = All of the above: 64 + 32 + 4 + 2 (default for Submittals, RFIs and Commitments)

Rules – Example ProjectTeam Automatically Adds Contacts to Project Team with their Default Role

Default Route Example Project Setup Worflow Script: ATC: COPY 6b95e9a1-7f5b-4c4b-af3a-c816cf5f645a XX001 0001; with Attachments Items Due 2 AutoAccepted ATC: COPY 70289d0c-bf43-4daf-b67a-e23b59ae1f41 * NEW; Translation: ATC: COPY CheckList doc type from Project  XX001 doc No 0001; with Attachments Items and the set Document Due Date to 2 days from Now Set Route SEQ 1 as Responded ATC: Create a new Important Dates doc type on this project;

Workflow Scripts Scripts can be run for multiple documents Scripts can be run at specific events

Workflow Script: NameFieldReportDoc Set the Title for each new Daily Field Report Notice: Use of Bookmark ATC: SET TITLE = Report for [FddddbMMMbdcbyyyy_DocHeader_DocDate]

Workflow Script: FieldReportFacts Reset the Title if the Doc Date is changed Notice: Use of Bookmark 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

Workflow Script: CommitmentPOEmail Add Email Body Text to each new Purchase Order ATC: IF SUBTYPE = PO ATC: SETHTML DocRevision.NoteEML = Greetings: Attached is our Purchase Order for the above mentioned project. Please return a signed copy to us as soon as possible. A Vendor Tax Information form is also included and we will need this form completed and returned along with the signed Purchase Order. The purpose of this form is to establish how sales tax witll be handled with your company; this will prevent duplicate payment of tax. If you have any questions, please contact us so that we can answer your questions quickly. This project is running on a tight schedule and the delivery date is crucial to the success of this project. Thank you,  ATC: ENDIF (subtype PO) ATC: IF SUBTYPE = SUB ATC: SET DocRevision.NoteEML = NULL ATC: ENDIF

Workflow Script: SetComplianceDate Add DocDate as the Due for Compliance Items ATC: FOREACH DocCompliance BY Complied ATC: IF @.RequiredBy = NULL ATC: Set @.RequiredBy = [DocHeader_DocDate] ATC: ENDIF ATC: ENDLOOP

Scripts: More Examples Description Script Attach File from Vendor Doc (if exists) ATC: CATCH for 1  | SILENTLY ATC: ATTACH FILE /Vendor/DocWaiver-[DVEN_SrcConAddr_UserKey].pdf Set ResponsibleParty to a specific contact ATC: SET RESPONSIBLEPARTY = 33C7A309-7E9D-4524-BACA-6F9A6D0A201C Set Submitted Date on Item (Commonly used from a Route) ATC: FOREACH DocItem BY DocItemNumber ATC: SET @.Submitted= NOW() ATC: ENDLOOP Sets the Cost Code, and GL Account on each item, sets Commitment to Committed ATC: FOREACH DocItemTask BY ProjEntity ATC: SET @.ProjEntity = 90001090000 ATC: SET @.GLSUB = [DocHeader_ProjectGLSub] ATC: STATUS M ATC: SAVE

In Route – or In Workflow Script ? Use both! Create your script and test Sometimes this might be in a Route so that you have better control because you can append a route But if add to the Workflow Script Library Use ATC: CALL xxxxxx in your Route Why should the script be in Workflow Script Library? Maintenance If embedded in the Route, not only do you have to edit the script in the Route – but you will also have to edit the script in each Route and each Document that has the script.

Creating Workflow Scripts Analyze What part of the process can be automated? Is it the same every time? If not, what is the factor that modifies the process? Configure Decide on the Tool or Tools to use Build each piece of the process Test each process as you build it Test the complete Process Refine Process Test again and again Have others Test Finalize and Go Live Monitor

But before you take a bow...

Remember: Test and Test Again And Monitor Regularly BECAUSE ...

When you set things is motion ... ...they can swing around... ...and knock you flat.

Resources White Paper: ATC Scripts and Automatic Workflow http://support.spitfirepm.com/2015/01/31/documentation Knowledge Base Articles (KBA)

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