User Initiated Workflow Form

Use the User Initiated Workflow form to create user initiated workflows for an event such as a change to an existing record.

Location

To display the form, complete the following steps:

From the Vision Navigation menu, click Configuration > Workflow > User Initiated Workflow.

Contents

Field

Description

Application

Select the application for which you want to create a workflow. Important: Workflows only fire if the event that creates the action takes place from within the Info Center 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 Contacts Info Center Opportunities tab, 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.

User Initiated Workflows Grid

Use the User Initiated Workflows grid to create the events for workflows. To view the action(s) associated with an existing event, select the event.

Field	Description
Workflows Drop-down	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 File > Print 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.
Insert	Click this option to create a new event.
Copy	To copy an existing event, select the event that you want to copy and click this option. The new event displays below the existing one. Edit the new event and save it.
Delete	Select the event that you want to delete and click this option. To disable a workflow temporarily but not delete it, click Unschedule.
Move Up	Highlight a workflow event on the grid and click this option to move that workflow up in the list. The order in which the workflow events display on the grid determines the order in which they are executed. If a workflow event fails to finish because of an error, subsequent workflow events with the same conditions are not executed.
Move Down	Highlight a workflow event on the grid and click this option to move that workflow dpwm in the list. The order in which the workflow events display on the grid determines the order in which they are executed. If a workflow event fails to finish because of an error, subsequent workflow events with the same conditions are not executed.
Workflow Table	Select the entire record (entire records appear 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 Info Center you selected. If your company uses user-defined grids, these grids display in this field with underscores, for example, Employee_Profile.
Workflow Type	Select the type of event for which you want to generate an action. You have the following choices: Change — Vision generates an action when a change (other than an Insert or Delete) occurs in an existing record. For example, if a client address changes or the status of a client changes from Active to Inactive, an action occurs. Insert/Associate — Vision generates an action when new information is added to the specified workflow table entered above. For example, if a team member is associated with a project or a new project record is added, an action occurs. Delete/Remove — Vision generates an action when information is deleted from the specified workflow table. For example, if an employee address is deleted or a project record is deleted, an action occurs.
Level	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). For example, assume that an administrator wants to be notified only when a new project is inserted (not a phase or task). If you select Project (Level 1) from 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, Vision 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.
Active	Select this option to enable the workflow; clear this option to disable it. This feature allows you to disable the workflow temporarily without deleting it.
Description	Enter a description for the workflow, such as Send Email to Director.
Conditions	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, as described below. Vision 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. Column — This field lists all the fields on the Info Center that you selected. Select the column to which you want to apply the workflow. Operator — Select the appropriate operator to set the conditions of the workflow. For example, to create a workflow for employees' tenth anniversary events, select equals in this field and then enter 10 in the Value field. Or, if you want to be alerted when empty fields now contain information, select not empty. Value — Use this field in conjunction with the Operator field to set the condition. The popup that this field displays depends on the column you select. For example, if you select HireDate in the Column field, this field displays a calendar from which you can select a date. If you select EM.Vendor, this field contains the Vendor lookup. 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. 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.

Actions Grid

Use the Actions grid to create the actions for workflows.

Field	Description
Actions Drop-down	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 File > Print 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.
Insert	Click this option to insert an action.
Copy	Highlight an action on the grid and click this option to copy and create a new action.
Delete	Highlight an action on the grid and click this option to remove the action from the grid.
Move Up	Highlight an action on the grid and click this option to move an action up in the list. In general, the order in which the actions display on the grid determines the order in which they occur. The exception is that email and Dashboard alert actions are always sent last so that users do not receive notifications before the workflow event finishes or if the workflow event does not finish because of an error.
Move Down	Highlight an action on the grid and click this option to move an action down in the list. In general, the order in which the actions display on the grid determines the order in which they occur. The exception is that email and Dashboard alert actions are always sent last so that users do not receive notifications before the workflow event finishes or if the workflow event does not finish because of an error.
Action	This field displays the name of the selected action. For example, when a workflow that requires a change is triggered, you can specify that Vision first make the change, then send an email message to the manager.
Level	The Level field only applies to the Project Info Center. This field allows you to specify at what WBS level the action executes. Your options are: All Project Phase Task 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 action executes only at that level. If you select All, the workflow action executes for any record that is edited in the Project Info Center. The WBS level can be set for both the event and the action. Therefore, Vision looks at the event level first. If the record does not pass the requirement set for this level, no actions are considered.
Active	Select this option to enable the action or clear the option to disable it. This feature allows you to disable the action temporarily but not delete it.
Description	You must enter a description for the action, such as Send Email to Supervisors. If you selected Validate Error or Validate Warning for the action, information entered in this field displays to the user on a dialog box.
Conditions	Enter the conditions for when the action takes place. To do this, click Ellipses in the Conditions field and enter field information on the Conditions dialog box as described below. Vision 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. Column —This field lists all the fields in the Info Center that you selected. Select the column to which you want to apply the workflow. Operator — Select the appropriate operator to set the conditions of the workflow. For example, to create a workflow for employees' tenth anniversary events, select equals in this field and then enter 10 in the Value field. Or, if you want to be alerted when empty fields now contain information, select not empty. Value — Use this field in conjunction with the Operator field to set the condition. The popup that this field displays depends on the column 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. Expression — This field is only available for Scheduled workflows. 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.
Language	Click Ellipses to use the Languages dialog box to select the language to use with this action. Employees within the specified role or group with the selected language receive the action in their language. If an email address is entered for an alert action, the employee receives the alert whether or not the language matches.