Workflow Settings
Use workflows to specify conditions in applications for which you want to be alerted. You can also use the Numbering options to view the current formats for your firm 's record identification numbers, and to set up auto numbering for records.
There are different types of workflows:
- User initiated workflows are triggered when a user adds, changes, or deletes a record or a portion of a record.
- Scheduled workflows are database queries that run at regular intervals via the process server. They are triggered when user-defined conditions are met.
- Approval workflows identify the steps, approvers, and alerts for approving certain items, such as timesheets and expense reports.
- Web services are created by your organization and triggered when a user saves, approves, or routes a record.
You can create workflows for both standard and user-defined fields and grids.
Workflows and Hubs
When you create a workflow, you determine whether you want it to apply to an entire record or to only a part of the record. For example, you can create a workflow alert that is generated when a contact is associated with a record in the Projects hub.
Workflow Events and Actions
The User Initiated and Scheduled Workflow forms each consist of two grids, Workflows and Actions. Use the Workflows grid to assign one or more events to the selected application. You can then use the Actions grid to assign an action to each workflow event. For both events and actions, you have the option to specify detailed conditions that determine when the event or action is fired and what parameters are required.
Workflow and Multiple Languages
If your firm uses multiple languages, a Languages lookup displays on the Actions grid. This lookup displays the languages that the system administrator has enabled. Use this lookup to select the language for this workflow; only employees with the same language receive the message. If the field is blank, all employees receive the message.
For example, if an email alert is set up for English US and English UK, then only employees who have English US or English UK specified in the Language field in the Employees hub receive that message. The administrator must set up a separate alert rule for Spanish-speaking employees if they should receive a message in Spanish.
The Language field displays <languages selected> if any languages are selected.
Workflows and Multiple Companies
If you use multiple companies, the scheduled and user-initiated workflows include field options and operators that provide access to all companies, including the home company. See the Concepts section of the online help for more information.
Numbering
Use automatic numbering to automatically generate an identification number for new records created for hubs, organizations, labor codes, and in User Defined Components. You can define the structure of the identification numbers to match your business requirements. Automatic numbering is enabled on the Numbering form in
.- Related Topics:
- User Initiated Workflow
When you set up user initiated workflows, you specify conditions so that certain events automatically trigger related actions, such as sending an alert or running a process. The events that you specify may occur in the hubs or in other applications. You set up user initiated workflows in Workflow Settings. - Scheduled Workflow
Scheduled workflows allow you to create queries that run at regular intervals via the process server. If an event occurs that meets the conditions you specify, Vantagepoint performs an action such as sending an email alert, changing the value of a column, or initiating an activity. - Web Services
Vantagepoint's open architecture supports the ability to create interfaces between applications. These interfaces, also called "Web Services," offer the flexibility to automate processes, either as standard Vantagepoint-supported extensions or through the creation of custom applications that plug into Vantagepoint. You can also create workflows based on Web services. - Numbering
In Workflow Settings, you can view the current formats for your record identification numbers and set up auto numbering for records. You can define number structures to match your business requirements for key formats, such as employee, project, and account numbers. - Workflow Actions
Workflow actions occur when all the conditions of an event take place. - Workflow Process Examples
The Workflow Process Examples provide overviews for key workflow functions. The bypass validation example is useful when a workflow will bypass any business rules and system validations that are programmed in Vantagepoint.