Create Workflow Actions (v8.xx)

Create Workflow Actions (v8.xx)

In addition to creating the different statuses, it is also possible to create a series of actions to be triggered whenever a document enters, leaves or is saved in a new status.


To define an action and all of its parameters:


  • Navigate to the [Setup & Administration] module of the 'Projects' database, [Setup] tab Select «Workflow» from the «Setup» view

  • Locate the desired Workflow definition from the list and expand it to display all of its statuses



The association of a workflow to a document type is done in the Document type setup documents.


  • Select the status the new action will be created for by placing a check in the box next to its title

  • Click ‘New action’ on the action menu bar

  • A ‘Workflow settings – Action’ document will open



Fields

Use

Active

'Yes' or 'No'.

Select ‘Yes’ to enable he action.

Order

Indicates in which order actions should be executed if there are several for a single status.

When

Used to set the trigger for the action. Options are:




Fields

Use

When arriving in this status: Once a document has been placed in this status, the action will be executed

When leaving this status: When a document is leaving this status, the action will be executed

When saving in this status: Once a document has been placed in this status, the action will be executed

When the status is

previous/next

Only visible if the 'When' field is set to 'When arriving in this status' or 'When leaving this status'.

If the 'When' field is set to 'When arriving in this status', it can be specified in which of the previous statuses the document must have been in, in order for the action to be executed.

If the 'When' field is set to 'When leaving this status', it can be specified in which of the next statuses the document must have been sent to, in order for the action to be executed.

If left empty, the action will be executed regardless of what the previous/next status is.

When the fulfilled

condition

is

Allows entering a formula that must evaluate to @True or @False. The action will be performed only if the result of the formula is @True.

Action

The type of action to be performed if the condition set in the previous field is true. Options are:

Run a formula: will run the formula defined in the following field.

Send an e-mail: will send an email notification. If several types of notifications must be sent (to accomplish, for information, etc.) then one action must be created for each notification type.

Run an agent: will execute the specified agent.

Create a document: will create a Generic document.

Change the status of an existing document: will trigger the workflow of another document.

The contents of the next table will depend on the selected value.


Run a formula


Only if the selected option in the ‘Action’ field is ‘Run a formula’, will the formula fields be visible.



Fields

Use

Description Description of the formula that will be launched.

Formula The formula's format is the Formula language (see the 'Lotus Domino Designer Help' for more information).

Different formulas can be separated with a new line. Each formula is executed in its own context, so keep the formulas using temporary variables on one line.



Fields

Use

From the 'Lotus Domino Designer Help': @Functions that affect the user interface do not work in the Evaluate method. These include:

@Command, @DbManager, @DbName, @DbTitle, @DDEExecute, @DDEInitiate, @DDEPoke, @DDETerminate, @DialogBox, @PickList, @PostedCommand, @Prompt, and @ViewTitle.

To change a field value only use the syntax function @SetField. The syntax 'FIELD xxx :=' is not supported.

Examples:

temp := Cost1+Cost2; @SetField("TotalCost"; @If(@IsError(temp); 0; temp))

@SetField("CloseOriginal"; "1");

Clicking on the icon checks the syntax of the selected formula.

Clicking on the icon tests the selected formula, but will not give the actual result if dependent on the user or on fields in the document.


Send an e-mail


If the selected option in the ‘Action’ field is ‘Send an email’, the email option fields will be visible.



Fields

Use

To the assigned 'Yes' or 'No'. If 'Yes', a notification will be sent to the assigned resources resources. The content of the notification e-mail is determined by the

upcoming template field.

Resources E-mail notifications will \ be sent to the selected resources at the time the status is changed. Resources added in the fields afterwards will not receive a notification.

Options are:

Author: The document’s author.

<List of participants>: All of the fields from the 'Participants' section




Fields

Use

of the Project description document, as listed in the Keywords & Labels setup document.

Roles If roles were defined in the project using Role documents, it allows for a notification to be sent to the resources having one of the selected roles.

Other Allows for the selection of specific resources directly from the resources published in this database.

Formula This formula must return an array of resource names. The format of the name must be the same as in the 'User name' field of the 'Resource' document (abbreviated user name).

The formula's format is the Formula language (see the 'Lotus Domino Designer Help' for more information).

Template The E-mail template that will be used for the notification. The e-mail templates are defined in the 'Portfolio' database.

Mandatory.


Run an agent


The following fields are visible if ‘Run an agent" is selected in the ‘Action’ field.



Fields

Use

Description Free description of the agent that will be launched.

Agent An agent name or a formula.

The formula's format is the Formula language (see the 'Lotus Domino Designer Help' for more information).

Different formulas can be separated with a new line. Each formula is executed in its own context, so keep the formulas using temporary variables on one line.

From the 'Lotus Domino Designer Help': @Functions that affect the user interface do not work in the Evaluate method. These include:

@Command, @DbManager, @DbName, @DbTitle, @DDEExecute, @DDEInitiate, @DDEPoke, @DDETerminate, @DialogBox, @PickList, @PostedCommand, @Prompt, and @ViewTitle.

To change a field value only use the syntax function @SetField. The syntax 'FIELD xxx :=' is not supported.

Examples:

temp := Cost1+Cost2; @SetField("TotalCost"; @If(@IsError(temp); 0; temp))

@SetField("CloseOriginal"; "1");




Fields

Use

The formula must evaluate to an agent name.

Clicking on the icon checks the syntax of the formula.

Clicking on the icon tests the formula, but will not give the actual result if dependent on the user or on fields in the document.


Create a document


The following fields are visible if ‘Create a document" is selected in the ‘Action’ field.



Fields

Use

Mandatory document

'Yes' or 'No'. Indicates if the document creation must be performed or if it is optional. If optional, then a confirmation will be asked of the user.

In the Web client, this option is ignored and the document is always created.

Type

The type of the document that will be created.

Single selection field. The options are the document types specified in the Keywords & Labels setup document.

Template

This field is only visible depending on the selected document type.

Options are the available templates for the selected document type in the previous field.

The option 'Use the global templates' is available if a ‘Template database’ was identified in the General setup document.

Author

To identify the author of the new document. Options are:

Current user: The user performing the status change.

<List of participants>: All of the options in the 'Participants' section of the Project description document, as listed in the Keywords & Labels setup document. The authors will be the users specified in the selected fields.

Note: Resources added to these fields afterwards will not be included as authors.

Title

The title of the document. Free text; mandatory.


Change the status of an existing document


The following options are available if "Change the status of an existing document’ is selected in the ‘Action’ field.


Note: This action cannot modify the current document. It will raise an error, as the document is

instantiated in the interface



Fields

Use

Type

The type of the document that must be changed.

Please note that the selected document type must have an associated workflow in order for this to work.

Document phase

The phase where to look for the document that is to be changed. Single selection field.

Options are:

Any: the application will look for the document in any phase.

Current phase: the application will look in the same phase as the current document.

Next phase: the application will look in the phase following the one the current document is in

Global phase: the application will look in the [Global] phase; across all project phases

Current status

The status the document must be in to be processed. Single selection field.

Options are:

Empty: the document will be processed if not already in the workflow.

Any: the document will be processed in any status.

List of status: the document will be processed only if in the selected status.

The list of statuses comes from the workflow associated to the document type.

Next status

The status the document will be placed in. Single selection field.

The list of statuses comes from the workflow associated to the document type.

Multiple documents

Indicates what to do if more than one document of the given type is found.

Single selection field. Options are:

Modify the first document: only the first document matching the criteria will be modified.

Modify all documents: all documents matching the criteria will be




Fields Use

modified.

Do not modify any document: none of the documents matching the criteria will be modified.


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