User Initiated Workflow Form
Use this form to create user initiated workflows that automatically trigger actions, such as sending alerts or creating activities, as a result of an event, such as a change that someone makes to an existing Vision record.
Location
To display the form, complete the following steps:
Contents
Field | Description |
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Application | Select the application for which you want to create a workflow.
Important: Workflows fire only if the event that creates the action takes place from within the application that you select here. There can be more than one "point of entry" from within the Info Centers. When this is the case, you must set up the workflow row for the event from each potential Info Center. For example, on the Opportunities tab of the Contact Info Center form, you click New to add a new opportunity. Vision displays the New Opportunity form, which is actually a part of the Opportunity Info Center. Therefore, if you want to create a workflow that alerts you each time that an opportunity is added to a contact, you need to create two workflow rows: one for the Contacts Info Center and one for the Opportunity Info Center. You cannot create workflows on the Contact tab of the Client Info Center, due to mapping constraints. Equipment Info Center workflows fire when you save a new equipment item in the Equipment Info Center or when an equipment item is created automatically when you final print a purchase order. Approval Workflows Approval Workflow is a choice in the Application field only if you have the Purchasing or Accounting module activated. Select this option to view each step of an approval workflow that was entered in . You can see the details on how the workflow progresses from step to step. This can be helpful for administrators who are troubleshooting any issues with an approval workflow. Although you can view approval workflows from User Initiated Workflow Configuration, you must create the approval workflows in Approval Workflows Configuration. In User Initiated Workflow Configuration, you can also add advanced actions, such as stored procedures, functions, custom methods, and web services to the steps of approval workflows, which you cannot do in Approval Configuration. However, when you do this, if you ever need to edit the workflow steps again in Approval Workflows Configuration, you must complete additional steps to prevent the advanced actions from getting out of order and behaving in unexpected ways. For additional information, see Edit an Approval Workflow That Has Advanced Actions Added to It |
Approval Name | This field displays only when you select Approval Workflow in the Application field. From the drop-down list in this field select the name of an approval workflow that you want to view or add advanced steps to. The approval workflows are created in Approval Workflows Configuration. |
Workflows Grid
In this grid, enter one or more workflows that apply for the application that you specified in the Application field. Each row in the grid represents a separate workflow. The order in which multiple workflows display in the grid determines the order in which they are executed.
For each workflow that you enter in the grid, you choose a record (field) from the application, a workflow type, and conditions that together identify the workflow event and conditions that will trigger the workflow actions.
To enter or view the actions for a workflow, click a workflow row in the Workflows grid to select it, and then enter or view actions for it in the Actions grid.
When you select Approval Workflow in the Application field and select an approval workflow in the Approval Name field, the rows in this grid prefill with steps from the approval workflow that you entered in Approval Workflows Configuration. You can view the information for the approval workflow steps, but you cannot edit them.
Workflows Grid Toolbar
Workflows Grid Fields
Actions Grid
Use the Actions grid to create the actions that apply for the workflow that you currently have selected in the Workflows grid. The actions will occur when the conditions that are specified for the workflow in the Workflow grid are met.
- The rows in this grid prefill with all the alerts for the approval workflow steps that you select in the Workflows grid, excluding the past due alerts, the supervisor escalation alerts, and the reminder alerts. You can view those alerts in Scheduled Workflows Configuration.
- Although you can make some changes to the alert information that was originally entered in Approval Workflows Configuration, Deltek recommends that you do not do this. Make any changes to approval workflow alerts directly in Approval Workflows Configuration. When you make edits in User Initiated Workflows Configuration to rows that were originally entered in Approval Workflows Configuration, although these changes are implemented in Vision, the edits are not updated and displayed in Approval Workflows Configuration.
- You can use Insert on the Actions grid toolbar to add advanced actions, such as stored procedures, functions, custom methods, and web services to the approval workflow that you cannot add in Approval Workflows Configuration.