Action Properties Pane

Use these fields and options when creating and customizing Workflow templates. Your access to these settings is dependent on your version of ConceptShare.

Send Email

Field	Description
Recipient	Enter a name or email address to pull up a Team, Resource, or Role for the Account, or enter an email address of a guest user.
Subject	Enter a subject for the email. Make sure to indicate the purpose of the email. Avoid phrases that will flagged by spam filters.
Body	This is the content of the email in text format.

Set Project Status

Field	Description
Project	Select Current Project or an existing Project.
Status	Select a Project status: Not Started In Progress Completed

Create To-do

Field	Description
Name	Enter the name of the To-do.
New To-do Code	This field auto-populates based on the information from the Name field.
Instructions	Enter instructions for the assignee.
Status	Select the initial status: Not Started In Progress Completed
Assign To-do	Enter a name or email address to pull up a Team, Resource, or Role for the Account, or enter an email address of a guest user.
Deliverable	This defaults to Deliverable Code in a Project template or a Deliverable template. Current Deliverable Current Project Deliverable Code
Deliverable Code	Enter the code for the Deliverable.
Due Date	Select the due date and if it will be the same every time this Workflow is run.
Due Date time span (Days)	If the due date should be relative to the creation date of the To-do, enter a time span for the due date. For instance, selecting 3 sets the due date to three business days after this part of the Workflow creates the To-do.
Reminders	Add up to four reminders. If the item has already been completed before the due date, the reminder will not be sent.

Set Deliverable Status

Field	Description
Deliverable	This defaults to the Deliverable Code.
Deliverable Code	Enter the system-generated code for the Deliverable.
Status	Select a status: Not Started In Progress Completed

Add Project Resource

Field	Description
Contact	Enter a name or email address to pull up a Team, Resource, or Role for the Account, or enter an email address of a guest user.
Role	Select an existing Project Role.
Project	Select Current Project or choose an existing Project.

Remove Project Resource

Field	Description
Contact	Enter a name or email address to pull up a Team, Resource, or Role for the Account, or enter an email address of a guest user.
Project	Select Current Project or choose an existing Project.

Set Deliverable Phase

Field	Description
Deliverable	This defaults to the Deliverable Code.
Deliverable Code	Enter the Deliverable code.

Create Review

Field	Description
Name	Enter the name of the Review.
Code	This auto-populates with information from the Name field. However, ConceptShare recommends adding at least two characters so that a naming change in the Project using the Workflow does not alter the code.
Instructions	Enter the instructions for the Reviewers.
Project	Select Current Project or select an existing Project.
Deliverable	Select Current Deliverable, None, or Deliverable Code. If you selected Deliverable Code, ConceptShare displays a new box where you can enter the code.
Defer Responses require other Resource to Review	This defaults to No. Set this to Yes if you want users to identify an alternative Resource to assign to the Review if they decide to defer. The alternative Resource will then be required to complete the Review. Using the default setting (No) indicates that they will let other Reviewers determine the approval or rejection of the Asset or Assets in this Review.
Review Comments Only	This limits the visible comments to only the comments made during this Review.
Allow Feedback	This limits the option for Reviewers to make comments.
Auto Approve Rule	Select from Off or If Everyone Approves. If you select If Everyone Approves and all the Reviewers indicate approval, the Review will be marked as Completed. Any tags that were indicated to be applied upon approval will be appended to the Asset.
Due Date	Select the due date and if it will be the same every time this Workflow is run.
Due date time span (Days)	If the due date should be relative to the creation date of the Review, enter a time span for the due date. For instance, selecting 3 sets the due date to three business days after this part of the Workflow creates the Review.
Reminders	Add up to four reminders. If the item has already been completed before the due date, the reminder will not be sent.
Asset Filter Data	Click Update to set this. You can then filter to select the Assets that will be attached to this Review based on the following: Name Description Folder Review Code Tags Click Save after you enter the criteria. Note: These filters use an AND criterion. For example, if you specify the tags Photo and June, the Asset will need to have both tags applied before they are added to this Review.
Tags Appended to an Asset on Approval	Once the Asset is approved, these tags will be added to the Asset. Common tags include: Approved Finalized Authorized
Resources	Enter a name or email address to pull up a Team, Resource, or Role for the Account, or enter an email address of a guest user.

Lock Assets

Field	Description
Asset Filter Data	Click Update to set this. You can then filter to select the Assets that will be attached to this Review based on the following: Name Description Folder Review Code Tags Click Save after you enter the criteria. Note: These filters use an AND criterion. For example, if you specify the tags Photo and June, the Asset will need to have both tags applied before they are added to this Review.
Lock Assets	Select the check box to lock the Assets. Locked Assets cannot have additional feedback or replies added to them.

Create Folder

Field	Description
Folder Name	Enter a folder name.
Create Folder in	For a Project template, select Current Project, Parent Name, or Parent ID. For a Deliverable template, select Current Deliverable, Parent Name, or Parent ID. For both types of Workflows, if you select Parent Name or Parent ID, ConceptShare displays a new box where you enter the appropriate text.

Execute Script

This is a future enhancement that is currently not enabled.

Field	Description
Script	Select the script to execute.

Create Deliverable

Field	Description
Deliverable Name	Enter a name for the Deliverable.
New Deliverable Code	This auto-populates with information from the Name field. However, ConceptShare recommends adding at least two characters so that a naming change in the Project using the Workflow does not alter the code.
Project	Select Current Project or choose an existing Project.
Status	Select a status: Not Started In Progress Completed
Owner	Enter a name or email address to pull up a Team, Resource, or Role for the Account, or enter an email address of a guest user. If no owner is specified, the Workflow assigns the owner of the Project as owner.
Description	Enter the purpose and scope of the Deliverable.
Tags	Enter tags which you can use for search purposes.
Viewable by All	Select this check box if all Resources on the Project should be able to view this Deliverable. If not selected, only the Resources assigned to this Deliverable will be able to view it.
Phase Group	Select a Phase group from the existing Phase groups.
Phase	Select a Phase from the existing Phases.
Start Date	Select the specific start date.
Start Date time span	If the start date should be relative to when this Review is created, enter a time span for the due date measured in days.
Due Date	Select the due date if it will be the same every time this Workflow is run.
Due Date time span (Days)	If the due date should be relative to when this Review is created, enter a time span for the due date.
Workflow Template	Select a Deliverable Workflow template from the existing templates.