Use the Scheduled Workflows grid to create the events for scheduled workflows. To view the actions associated with an existing event, select the event; the associated actions display in the Actions grid.
Field | Description |
Scheduled Workflows Drop-down
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Click the drop-down arrow on a grid header to complete any of the following actions:
- To print grid data, click
Print. When the Print Preview form displays, click
to send the grid data to your default printer.
- To export grid data to an Excel spreadsheet, click
Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the data, or to save the spreadsheet file locally.
- To turn on grouping for a grid, click
Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into this field, in the sequence that you want them to display.
Not all options are available on all grids.
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Insert
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Click this option to create a new event.
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Copy
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To copy an existing event, select the event you want to copy and click
Copy. The new event displays below the existing one. You can then edit the event.
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Delete
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Select the event that you want to delete and then click this option. Click
Unschedule to disable the workflow temporarily without deleting it.
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Schedule
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Click
Schedule to create a schedule for the selected event.
Ajera CRM displays the Schedule dialog box. When you schedule the workflow event, you add the workflow to the process server. To change a schedule, you must
Unschedule it and then
Schedule it again.
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Unschedule
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Click
Unschedule to disable the selected event. When you unschedule the workflow event, you remove the workflow from the process server. To change a schedule, you must
Unschedule it, and then
Schedule it again.
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Status
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This field displays the Process Server dialog box, which lists the status of the scheduled process server run, for example
Recurring,
Canceled, or
Complete. On this dialog box you can Hold, Release, Cancel, Resubmit, or Delete runs.
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Workflow Table
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Select the entire record (entire records display in brackets, such as [Employee Record] and consist of both standard and user-defined fields), or select a specific table/grid for which to create a workflow. The tables in this field depend on the application that you selected. If your company uses user-defined grids, these grids display in this field with underscores, for example, Employee_Profile.
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Level
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The
Level field only applies to the
Project Info Center.
This field allows you to specify at what WBS level the event should execute. Your options are
All,
Project (Level 1),
Phase (Level 2), and
Task (Level 3).
Your options are:
For example, an administrator wants to be notified only when a new
project is inserted (not a phase or task). If you select
Project in the
Level field, the administrator is only notified if the record inserted is a
project.
When an option other than
All is selected, the workflow event executes only at that level. If you select
All, the workflow event executes for any record that is being edited in the
Project Info Center.
The WBS level can be set for both the event and the action. Therefore,
Ajera CRM looks at the event level first. If the record does not pass the requirement set for the level at the event level, none of the actions for that event are considered.
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Scheduled
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If this field is selected, the event is scheduled.
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Description
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Enter a description for the workflow, such as
Employee Anniversary.
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Conditions
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Enter the conditions for when the action takes place. To do this, click
Ellipsis in the
Conditions field, and enter field information on the Conditions dialog box.
Ajera CRM looks at the conditions in the order in which you specify them on this form. Use the
Move Up and
Move Down arrows to arrange them in the correct order.
When you create conditions, you can use the
Expression field or all the other condition fields (Column, Operator, Value, AND/OR), but not both.
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Column — This field lists all the columns/fields in the Info Center that you selected. Select the field to which you want to apply the workflow condition.
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Operator — This field allows you to set the conditions of the workflow by selecting the appropriate operator. For example, if you are creating a workflow for employees' tenth anniversary, you would select equals in this field, and then enter 10 in the Value field. Or, if you wanted to be alerted when fields that were empty now contain information, you would select not empty.
- If you select a date column in the
Column field, additional date operators are available, such as Month is, This Week, and Last Days.
- The date operators that begin with
In (such as In Months) trigger the workflow once x days (or weeks, months) before that date. For example, an alert is sent once when the
Project Estimated Completion is in exactly 30 days.
- The date operators that end with
Ago (such as Weeks Ago) trigger the workflow once x weeks (or days, months) after the date. For example, an alert is sent once exactly two weeks after the
Project Estimate Completion has past.
- If you select a date operator that begins with
Next and
Last (such as Next Days, Last Month), an alert is sent every time that the workflow process fires. For example, an alert is sent to the user daily when the Estimated Completion date is within the next 30 days. The email message is sent every day until the Estimated Completion date is changed to a date outside of the range or on the day of the Estimated Completion date.
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Value — Use this field in conjunction with the
Operator field to set the condition.
- The popup that this field displays depends on the column that you select. For example, if you select
HireDate in the
Column field, this field displays a calendar from which you can select a date. Or, if you select
EM.Vendor, this field contains the
Vendor lookup list. In some cases, you enter the information directly in this field.
- If you select
empty,
not empty,
has changed, or
has not changed in the
Operator field, this field is not applicable.
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Expression — When you select this option,
Ajera CRM displays the Scheduled Workflow SQL Expression Builder dialog box, which allows you to build an SQL expression for the event. Expressions can be used to create events when the basic Conditions fields are not enough.
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AND/OR — This field allows you to define the conditions further. Deltek recommends that you select either all ANDs or all ORs in these fields.
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Schedule
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If you created a schedule for an event, this field displays a brief description of the schedule, such as
Every week on Tuesday at 12:00 PM.
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Last Run
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This field displays the status of the last process run for this event. It does not display processes scheduled in the future. For example, it might display
Last run on 5/20/14 or
Could not run.
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