Create Workflow Actions (v10.xx)

Create Workflow Actions (v10.xx)

In addition to creating different statuses, it is also possible to define a series of actions that will be triggered whenever a document enters, leaves, or is saved in a specific status.

To define an action and its parameters:

  1. Navigate to the [Setup & Administration] module of the 'Projects' database,
  2. Click on the [Setup] tab
  3. Select «Workflow» from the «Setup» view
  4. Locate the desired Workflow definition from the list and expand it to display all associated statuses.


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

  1. Select the status for which the new action will be created by checking the box next to its title
  2. Click ‘New action’ on the action menu bar
  3. A ‘Workflow settings – Action’ document will open



Fields

Use

- When arriving in this status: The action will be executed once a document is placed in this status.

When

- When leaving this status: The action will be executed when a document transitions out of this status.

- When saving in this status: The action will be executed when a document is saved while in this status.

When the previous status is


Only visible if 'When arriving in this status' or 'When leaving this status' is selected.

If 'When arriving in this status' is chosen, specify the previous status the document must have been in for the action to be executed.

If 'When leaving this status' is chosen, specify the next status the document must be transitioning to for the action to be executed.

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

When the condition is fulfilled



Allows entry of a formula that must evaluate to @True or @False. The action will be executed only if the formula returns @True.

Action

Defines the type of action to be performed if the condition in the previous field is met. Options are:

- Run a formula: Executes a specified formula.

- Send an email: Sends an email notification. If multiple notification types (e.g., for action required, informational purposes, etc.) are needed, a separate action must be created for each.

- Run an agent: Executes a specified agent.

- Create a document: Creates a Generic document.

- Change the status of an existing document: Triggers the workflow of another document.

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



Run a formula


Only visible if ‘Run a formula’ is selected in the 'Action' field.



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 email


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


Fields

Use

To the 'Yes' or 'No'. If 'Yes', a notification will be sent to the assigned resources assigned resources. The content of the notification email . is determined by the selected template.

Resources Email notifications will be sent to selected resources when the status changes. Resources added later will not receive notifications.

Options:

- Author: The document’s author.

- List of participants: All of the fields from the 'Participants' section of the Project description document, as listed in the Keywords & Labels setup document.

Roles If roles were defined in the project using Role documents, notifications can be sent to resources having any of those roles.

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

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

Template The email template to be used for the notification. Templates are defined in the 'Portfolio' database.

Mandatory.



Run an agent


If ‘Run an agent" is selected in the ‘Action’ field, the agent configuration fileds will be visible.


Fields

Use

Description Free text description of the agent to 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).

Multiple formulas can be separated by 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")

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


If ‘Create a document" is selected in the ‘Action’ field, the document creation fields will be visible.




Fields

Use

Mandatory document

'Yes' or 'No'. If 'Yes', the document creation must be performed. If 'No', the use will be prompted for confirmation.

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

Type

The type of document to 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

Defines the author of the new document. Options:

- 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 after will not be included as authors.

Title

The title of the document. Free text. Mandatory.



Change the status of an existing document


If "Change the status of an existing document’ is selected in the ‘Action’ field, the document status update fields will be visible.

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 document whose status should be changed.

The selected document type must have an associated workflow.

Document phase

Specifies the phase in which the document is to be found. Single selection field.

Options are:

- Any: Search all phases.

- Current phase: Search same phase as the current document.

- Next phase: Search the phase following the one the current document is in.

- Global phase: Search the [Global] phase; across all project phases.

Current status

Defines the status of the document to be processed. Single selection field.

Options are:

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

- Any: Document will be processed in any status.

- List of statuses: 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 new 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

Determines how multiple matching documents will be handled. 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 modified.


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



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