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:
|
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:
|
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.
|
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:
|
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:
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:
|
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:
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:
|
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. |