Was this page helpful?

Workflow in 10 minutes

    Best practice how to explain behaving of workflow is to show example on it.

    Workflow is based on: change -> call action.

    As an examle we will set-up workflow: if project type "Sales opurtunity" under folder "Client" changes status to "won" (from state "In process") we need to switch "Client" status to "Active" (from status "Potential") and create new project "Project realization".

    For realization of this workflow we will split it into two workflow steps:

    • "Won" Sales opurtunity -> change status of folder "Client" from "Initial" to "Active"
    • and status when status of Client is changed to "Active" -> create new project "Project realization"

     

    1.  Won Sales opurtunity -> change state of folder to "Active"

    Create new Workflow setting

    click on "Settings" -> "Workflow settings"

    Sales opurtunity is project and change state of folder is action. So project is object that will call action for changing state.

    Select (module) " project" -> (Item) "Project" and click New. This will show form for editing workflow.

    Type name "Sales -> folder in progress" and check "Workflow is active". Let radiobutton "At Update" selected (do not select other radiobutton).

    Set filter

    In tab "Filter after change":

    1. Add state filter
      • double click on "State" (table on left). This will add new filter condition (new item in table on right). Click into "Value" column and select state "Won" 
    2. Add type filter
      • double click on "Type" (table on left). This will add new filter condition (new item in table on right). Click into "Value" column and select type "Sales opurtunity"

    In tab "Changed fields":

    1. Double click on "State" - it means that workflow will react on change of state (otherwise it will react every time, when project is saved, and after this save is project in state "Won")

    We now set: If state is changed, project's type is Sales opurtunity and state, which is it switched in, is "Won", call action.

    Set action

    In tab "Actions:

    1. Click on button "Show actions settings" (it will show form of all actions for project object)
      1. Click "New"
      2. In right panel type title of new action: "Folder to Active"
      3. Select "Change folder's state" in combobox "Type" (under title) - you can see that form was changed.
      4. Select "Active" in combobox "Set folder to state"
      5. Click save and close window
    2. You can see that our new action is in left panel
      1. Double click on it - it will be added into actions, that will be called from this worklfow settings.
    3. Click on "Save"

    That's it. We jus created workflow, which will change state of folder, when state of project was chagned. You can test it. 

    2. In progress -> create project Project realization

    Workflow reacts also on chagnes caused by workflow (not only by user). This makes it really strong tool.

    Create new Workflow setting

    If you closed all windows, than click on Settings -> Workflow settings.

    Object, which caused action is folder, because (action) project creation will be called after folder state was changed.

    Select (module) project -> (Item) Folder and click New.

    Type name "In progress -> create Project realization" and check "Workflow is active". Let radiobutton "At Update" selected (do not select other radiobutton).

    Set filter

    In tab "Filter after change":

    1. Add state filter
      • double click on "State" (table on left). This will add new filter condition (new item in table on right). Click into "Value" column and select state "Active" 
    2. Add type filter
      • double click on "Type" (table on left). This will add new filter condition (new item in table on right). Click into "Value" column and select type "Client"

    In tab "Changed fields":

    1. Double click on "State" - it means that workflow will react on change of state

    We now set: If state is changed, folders's type is Client and state, which is it switched in, is "Active", call action.

    Set action

    In tab "Actions:

    1. Click on button "Show actions settings" (it will show form of all actions for project object)
      1. Click "New"
      2. In right panel type title of new action: "Create Realization project"
      3. Select "Create project" in combobox "Type" (under title) - you can see that form was changed.
      4. Select "Template" in combobox "Project Realization"
      5. Click save and close window
    2. You can see that our new action is in left panel
      1. Double click on it - it will be added into actions, that will be called from this worklfow settings.
    3. Click on "Save"

    So we created workflow, thar reacts on folders change. If folder is swithed into state "Active", new project of type "Project realization" will be created. 

    And If we have set workflow "Won Sales opurtunity -> change state of folder into In progress", than: If we set project "Sales opurtunity" into state "Won", than folder will be set to "In progress" and new project "Project realization" will be created. 

     

     

    Complete list of modules and objects: Workflow objects

    About workflow: Starting with workflow

    Was this page helpful?
    Tag page (Edit tags)
    Pages that link here
    Page statistics
    3266 view(s), 10 edit(s), and 6783 character(s)

    Comments

    You must login to post a comment.

    Attach file

    Attachments