Using Workflow With Dataforms Tim Borntreger, Director of Client Services

Agenda Automation & Workflow Configuring Template Tasks Configuring Dataform Cloning Configuring Custom Links Configuring Business Rules Questions

Automation & Workflow

Automation & Workflow Tools Workflow Tools: 1.Template Tasks 2.Dataform Cloning 3.Custom Links 4.Business Rules

1. Template Tasks Template Tasks are really just pre-made Tasks that are automatically created when something happens. Template Tasks can also serve the purpose of providing a notification to users when something happens.

2. Dataform Cloning Provides a means to auto create a Dataform upon a certain condition with all fields already completed.

3. Custom Links Execute Business Rules Open another form Open an external URL Can be secured and conditionally displayed

4. Business Rules Pre-configured logic that is executed when a given condition is true Have the ability to Clear, Require or Set field values

Configuring Template Tasks

Adding a Template Task 1.From System Administration: Click Active Templates Link Choose a Template Click Task Manager Click the Add Button

Merging “Replace Fields” Use “Get Replace Fields” link to run a report to obtain valid field naming syntax Be sure to include the curly braces Place in Subject and/or Body of Task

Types Of Template Tasks Real Time Template Tasks Generate immediately upon an event condition being met Scheduled Template Tasks Generate automatically relative to a date field

Trigger Types / Events Task Event Dataform Event Workspace Creation Event Manual Event Custom Event

Task Frequency Frequency Field Create Only Once For This Trigger/Condition Object Single Dataform will trigger once for that record Multi Dataform will trigger once for each record Create Only Once For The Target Workspace Create Each Time This Condition Is Met Handled In Business Logic System controlled – used for Custom Trigger Events

Workflow Group Used to group template tasks by function to aid in managing Template Tasks. Plain text field Search on this field

Scheduled Template Tasks Scheduled Event / Schedule This Task Field Set Dataform Field (date) Only Clone once every X Days Within X days of the selected field Grace Period The “Generate Scheduled Tasks” Scheduled Process will evaluate and create these Tasks

Scheduled Template Tasks In this example, we are saying "ClientSpace should generate a template task 25 days after the Invoice Date on the Invoice Dataform. If for any reason it doesn't get created continue to try to create it for the next 10 days. When the task does get created; don't create again for at least 30 days even if the Invoice Date is updated and falls within the 30 days again.” Send a Scheduled Template Task to Polly Gonne when a Sent Invoice is 25 days old based on the Invoice Date.

Sending A “Notification Only” Task Mark Triggered Task For Deletion Checkbox The “Delete Marked Task” Scheduled Process will run periodically and delete these Tasks. Best Practice: Include “(Notification Only)” in the subject of the Task.

Dynamically Assigning Tasks Setting The Owner Attribute User Field Current User checkbox Setting The Assigned To Attribute User Field Current User checkbox

Dynamically Setting Start/Due Dates Start Date Source or Due Date Source Create Date Attribute from Triggering Dataform Start Date Offset d, w, m,y, bom, eom, boy, eoy: 2w = 2 weeks,

Notifying Additional Users Notification Tab Always notify these users Can configure an unlimited number of users Task Notification Field Set Dynamically notify users who are in these user based fields Can configure up to 8

Attaching Files Upload file(s) to the Attachments Tab The Cloned Task will have a tiny Paperclip icon to open the linked attachments

Configuring Dataform Cloning

What Is Dataform Cloning? A quick way to auto create a pre- filled Dataform on a trigger event. Can be used in conjunction with Template Tasks to create more complex workflows. Depending on the scenario it can assist in keeping your projects more organized by grouping common tasks and tracking through completion.

Turning On Dataform Cloning Enabled through Form Properties by Dataform. Place a check in “Allow Cloning”. Configure Dataform Cloning in the Template Workspace. Use the icon in the dataform header to configure the trigger events.

Trigger Types Dataform Event Custom Event Workspace Creation Event

Dataform Clone Frequency Create Only Once For This Trigger/Condition Object Single Dataform will trigger once Multi Dataform will trigger once for each record Create Only Once For The Target Workspace Create Each Time This Condition Is Met Handled In Business Logic System controlled – used for Custom Trigger Event

Notifying Additional Users Dynamically notify users who are in user based fields Can configure up to 8 Users will be included in the Dataform Subscription list automatically

Configuring Custom Links

Dataform Header Layout Link Groups On Dataform Header Reports Action Links Link Row 1 Link Row 2

Adding a Custom Link 1.From System Administration: Click Custom Links Link 2.From the Dataform: Click the Quick Admin button Click Custom Links option

Custom Link Properties Fields: Table Name Display Value Sort Order Link Group Display Action

Display Actions for the “Report” Link Group Run Report Report / Merge Field Open Filter Page Report / Merge Field Custom Function Custom Function Field

Display Actions for the “Action” Link Group Custom Function Custom Function Field Submit w/Action Code Value Field Submit w/Action (close) Code Value Field

Display Actions for the “Link 1” or “Link 2” Link Groups Workspace Organization Workspace Organization Contacts Workspace Dataform Target Dataform Field Admin Dataform Target Dataform Field URL URL Field

Other Custom Link Properties Security Entity Field Image Field Confirmation Message Field Description Field Display this link when adding Checkbox

Link Display Conditions Controls when a link should appear Multiple display conditions are treated as an “OR” by default

Condition Expressions Create Complicated Link Display conditions Allows for “AND” as well as “OR” conditions Requires use of Label field Condition Expression Syntax ({Label1} AND {Label2}) AND ({Label3} OR {Label4}) Labels must be in Curly Brackets. Parenthesis are used to control order operations

Configuring Business Rules

Rules Engine Biz Logic Compare fields, perform calculations, change values, clear values, and etc. Hard Errors Issue must be fixed before Dataform can be saved Soft Errors Serve as reminders or warnings

Adding a Business Rule 1.From System Administration: Click Manage Rules Link 2.From the Dataform: Click the Quick Admin button Click Business Rules option

Business Rule Properties Table Name Rule Title Rule Description

Execution Order Property Business Rules execute in ascending order within each Rule Type. Hard Errors first Soft Errors second Biz Logic third

Method Name Generic Methods begins with an underscore “_” Come with all Dataforms Generic Method Types Clear Field Rules Required Field Rules Set Field Rules

Generic Clear Field Methods _ClearFieldValue Clears a value in a field on this Dataform _ClearTabFieldValue Clears a value in a field in another tab

Generic Required Field Methods _RequireFieldOnThisForm Requires a Field on this Dataform before saving _RequireTabField Requires a Field in another tab before saving

Generic Set Field Methods _SetDateFieldValue Sets Date field to a value Accepts t, d, w, m, y shortcuts _SetFieldValue Sets a value in a field on this Dataform _SetFieldFromForm Sets a value in a field on this Dataform from another Dataform Field

Generic Set Field Methods _SetFieldOnFormFromForm Sets a field on another Dataform from a field on this Dataform _SetTabDateFieldValue Sets a date value in field in another tab _SetTabFieldValue Sets a value in a field in another tab Note: These rules can only be used on single Dataforms, not Multi-Dataforms

Trigger Conditions Rules can be configured to execute when a given condition is true Trigger Field Trigger Value Leave both fields blank to execute the rule every time the Dataform is saved

Smart Trigger Values #IsEmpty Fires the rule if the Trigger Field on the trigger form has no value #IsNotEmpty Fires the rule if the Trigger Field on the trigger form has some value - anything but empty #IsDirty Fires the rule if the Trigger Field on the trigger form has any value other than empty and has been changed prior to save

Smart Trigger Values #IsDirtyAndIsEmpty Fires the rule if the Trigger Field on the trigger form has had it's value cleared prior to save #IsDirtyAndNotEmpty Fires the rule if the Trigger Field on the trigger form has some value - anything but empty and has been changed prior to save

Business Rule Parameters Parameters vary by the Method selected Clicking the Parameters label provides help