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

2. 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

3. Rules – Example DocTypeConfig
Auto Attach File from a specific document

4. 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)...

5. 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: (default for Submittals, RFIs and Commitments)

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

7. Default Route Example Project Setup Worflow Script:
ATC: COPY 6b95e9a1-7f5b-4c4b-af3a-c816cf5f645a XX ; 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;

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

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

10. 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

11. Workflow Script: CommitmentPOEmail
Add 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

12. Workflow Script: SetComplianceDate
Add DocDate as the Due for Compliance Items
ATC: FOREACH DocCompliance BY Complied
ATC: = NULL
ATC: ENDIF
ATC: ENDLOOP

13. 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: NOW()
ATC: ENDLOOP
Sets the Cost Code, and GL Account on each item, sets Commitment to Committed
ATC: FOREACH DocItemTask BY ProjEntity
ATC: =
ATC: = [DocHeader_ProjectGLSub]
ATC: STATUS M
ATC: SAVE

14. 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.

15. 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

16. But before you take a bow...

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

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

19. Resources
White Paper: ATC Scripts and Automatic Workflow
Knowledge Base Articles (KBA)

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