User perspective: Scenario 1

Article • 4/23/2024 • 7 min read

To create a workflow template for new customer

  1. On the Role Centre, go to Templates > Workflows.

  2. On the action bar, click New.
    The Workflow Template Card page opens.

  3. On the General FastTab, enter values in the Reference Type No., Code and Description fields.

  4. On the Workflow Template FastTab, select the type in the Type field.

  5. In the Code field, choose the lookup button and select an existing code. Alternatively, choose the New action to create a new code as explained in To create a to-do template for the customer.

  6. Add additional workflow template lines if required.

  7. Setup the reference type for the customer; see how to set up the customer reference type.

  8. On the action bar, go to Actions > Functions > Visual View – Network Diagram.
    You can view the final workflow template.

  9. Close the page.

To set up customer reference type

  1. Click the Menu icon.
  2. Select the Reference Types under the Setup section.
  3. On the Reference Types page, open the card for a customer you want to create a reference.
  4. Click the Context Menu and select the Edit option.
  5. On the Customer page, under General FastTab, select the value from the existing list in the Default Workflow Template Code field.

To create a to-do template

The following procedure outlines how to create a to-do template.

  1. Select the Search icon, enter To-Do Template List, and then choose the related link.
    The To-Do Template List page opens.

  2. On the action bar, select New.
    The To-Do Template Card page opens.

  3. On the General FastTab, enter the required information in the following fields:

    FieldDescription
    Reference Type No.Select the reference type number that the to-do is based on.
    Reference Type DescriptionSpecifies the description of the selected reference type number.
    CodeEnter a code for the to-do template.
    DescriptionEnter a description for the to-do template.
    PrioritySelect the priority of the to-do template. The available options are: Low, Normal, and High.
    In combination with status level assignments, it is possible to define a different status behavior for a to-do.
    Category CodeSelect the category code. This provides another possibility of live to-dos in the to-do overview later.
    Transfer CommentTurn on the toggle if you want the comment lines to automatically transfer to the to-do card when this is part of a workflow.
    Mandatory CommentTurn on the toggle if you want the person responsible to enter a comment before they can close this to-do.
    Copy Comment as a Note to SourceTurn on the toggle if you want the system to copy comments automatically as a note to the source.
    Copy Comments as Notification to UserSelect the user you want to notify the copied comments to.
    This field is editable only when the Copy Comment as a Note to Source toggle is turned on.
    Update Keywords AutomaticallySelect when the keywords for the to-do must be automatically updated. The available options are: On Status Update, On Creation, and Not.

  4. On the To-do Template Comments FastTab, you can add comment lines for the template and enter the required information in the following fields:

    FieldDescription
    DateSelect or enter a date for the comment.
    Preview TextPreview the comment text. This field value is derived from the Rich Content Editor text.
    Public CommentSelect this checkbox if you want this comment to be public.
    Use in E-mail NotificationSelect this checkbox if you want this comment to be used in e-mail notification.
    Copy Comment as Note to SourceSelect this checkbox if you want the system to copy this comment as a note to the source document.
    Copy Comments as Notification to UserSelect the user you want to notify this copied comment to.
    This field is editable only when the Copy Comment as a Note to Source checkbox is selected.

  5. On the Responsibility FastTab, enter the required information in the following fields:

    FieldDescription
    Team CodeSelect the team responsible for the to-do. Anyone on the selected team can view and work on the to-do.
    Team NameSpecifies the name of the selected team.
    Employee CodeSelect the employee responsible for the to-do.
    Employee NameSpecifies the name of the selected employee.

  6. On the Activation FastTab, enter the required information in the following fields:

    FieldDescription
    Decision To-Do Template CodeSelect a relevant to-do template code containing a decision.
    Decision To-Do Template DescriptionSpecifies the description of the selected decision to-do template.
    Decision Value FilterSelect the decision option from the selected decision to-do template to activate the to-do template.
    Condition CodeSelect the table condition code to activate the to-do template.
    Condition DescriptionSpecifies the description of the selected table condition.

  7. On the Time Frame FastTab, enter the required information in the following fields:

    FieldDescription
    Reference Date
    Source TypeSelect the source of the reference date for the calculation of the to-do duration. The available options are: Workflow, Reference Table, To-do Group, and To-do.
    Source CodeSelect the source code if you have selected To-do Group or To-Do in the Source Type field.
    Source DescriptionSpecifies the description of the selected source.
    Duration
    Duration Date CalculationEnter the date formula to use to calculate the duration of the to-do.
    Critical Date CalculationEnter the date formula to use to calculate the critical date of the to-do.

  8. On the Criteria FastTab, enter the required information in the following fields:

    FieldDescription
    TypeSelect the type of to-do for this to-do template code. The available options are: Manual Completion, Date Monitoring, Reference Table, Field Examination, and Decision.
    Condition CodeSelect a condition code.
    This field is visible if you have selected the Field Examination option in the Type field.
    Condition DescriptionSpecifies the description of the selected condition.
    This field is visible if you have selected the Field Examination option in the Type field.
    Decision Option Set CodeSelect a decision option code.
    This field is visible if you have selected Decision option in the Type field.
    Decision Options Set DescriptionSpecifies the description of the selected decision option.
    This field is visible if you have selected the Decision option in the Type field.
    No Comment for Selection of Decision ValuesTurn on the toggle if you do not want any comment to be entered for any decision values.
    This field is visible if you have selected the Decision option in the Type field.
    Mandatory Comment Decision Value FilterSelect a decision value for which a comment is mandatory. This field value can be set as a filter value based on the Decision Option Set Code field value.
    This field is visible if you have selected Decision option in the Type field and is editable only when the Mandatory Comment toggle on the General FastTab is turned on. This field is not editable if you have turned on the No Comment for Selection of Decision Values toggle.

    The to-do template has been created.

To create a table condition code

  1. Select the search icon Tell me what you want to do, enter Table Condition List, and then choose the related link.

  2. On the Table Condition List page, select the New action.
    The Table Condition Card page opens.

  3. On the General FastTab, enter values in the Table ID, Code and Description fields.

  4. On the Table Condition FastTab, perform the following steps:

    1. In the Type field, select the type.
    2. In the Field ID field, specify the table where the value in the Column Caption field is mapped.
    3. In the Filter field, specify which field the column in the column no. field maps to.

  5. Repeat step 4 for any additional conditional lines that you want to add.

  6. Close the page.

To create a to-do group template

  1. On the Role Centre, go to Templates > To-do Groups or select the search icon Tell me what you want to do, enter To-Do Group Template List, and then choose the related link.

  2. On the To-do Group Template List page, select the New action.

  3. On the To-do Group Template Card page, on the General FastTab, fill in the fields as necessary.

  4. On the To-do Group Template FastTab,in the Code field, choose the lookup button and select an existing code. Alternatively, choose the New action to create a new code as explained inTo create a to-do template code.

  5. Add additional To-Do Group Template lines if required.

  6. Close the page.