Contents of the User Initiated Workflow Form

Field	Description
Area	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 hubs. When this is the case, you must set up the workflow row for the event from each potential hub. For example, on the Associations tab of the Contacts form, you add a new project. `Vantagepoint` displays the New Project form, which is actually a part of the Projects hub. Therefore, if you want to create a workflow that alerts you each time that a project is added for a contact, you need to create two workflow rows: one for the Contacts hub and one for the Projects hub. Equipment hub workflows fire when you save a new equipment item in that hub or when an equipment item is created automatically when you final print a purchase order. Approval Workflows You can select Approval Workflow for this option only if you have the Purchasing or Accounting application activated. Select this option to view each step of an approval workflow that was set up in Settings > Workflow > Approval Workflows, in the desktop application. You can see the details on how the workflow progresses from step to step. This can be helpful for administrators who are troubleshooting issues with an approval workflow. Although you can view approval workflows from User Initiated Workflow Settings, you must create the approval workflows in the desktop application. You can also add advanced actions, such as stored procedures, functions, and web services, to the steps of approval workflows. However, when you do this, if you ever need to edit the workflow steps again in Approval Workflow Settings, you must complete additional steps to prevent the advanced actions from getting out of order and behaving in unexpected ways.
Approval Name	This field displays only when you set the Area option to Approval Workflow. Select the name of an approval workflow that you want to view or to which you need to add advanced steps. You set up approval workflows in Settings > Workflow > Approval Workflows, in the desktop application.

Field

Description

Area

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 hubs. When this is the case, you must set up the workflow row for the event from each potential hub.

For example, on the Associations tab of the Contacts form, you add a new project. Vantagepoint displays the New Project form, which is actually a part of the Projects hub. Therefore, if you want to create a workflow that alerts you each time that a project is added for a contact, you need to create two workflow rows: one for the Contacts hub and one for the Projects hub.

Equipment hub workflows fire when you save a new equipment item in that hub or when an equipment item is created automatically when you final print a purchase order.

Approval Workflows

You can select Approval Workflow for this option only if you have the Purchasing or Accounting application activated.

Select this option to view each step of an approval workflow that was set up in Settings > Workflow > Approval Workflows, in the desktop application. You can see the details on how the workflow progresses from step to step. This can be helpful for administrators who are troubleshooting issues with an approval workflow. Although you can view approval workflows from User Initiated Workflow Settings, you must create the approval workflows in the desktop application.

You can also add advanced actions, such as stored procedures, functions, and web services, to the steps of approval workflows. However, when you do this, if you ever need to edit the workflow steps again in Approval Workflow Settings, you must complete additional steps to prevent the advanced actions from getting out of order and behaving in unexpected ways.

Approval Name

This field displays only when you set the Area option to Approval Workflow. Select the name of an approval workflow that you want to view or to which you need to add advanced steps. You set up approval workflows in Settings > Workflow > Approval Workflows, in the desktop application.

Workflows Grid

In this grid, enter one or more workflows that apply for the application that you specified in the Area field. Each row in the grid represents a separate workflow. The order in which 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 set the Area field to Approval Workflow 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 Settings. You can view the information for the approval workflow steps in Settings > Workflow > Approval Workflows, in the desktop application.

Workflows Grid Options

Use the Maximize, Export, and Filter grid toolbar options to work with grid data. For detailed information, see Grid Toolbar and Grid Actions.

Field	Description
+ Add Workflow	Click this option to create a new workflow.
Options	The row options (vertical ellipsis) appear at the end of each workflow row. Click this icon and select from the following options: Copy: To copy an existing workflow and use it as the basis for creating a new one, select the existing workflow and click this option. The new workflow displays below the existing one in the grid. Edit the new workflow and save it. For Change and Delete/Remove type workflows, the new workflow will have the same workflow type as the one you copied. You cannot change the workflow type. If you are planning to create an Insert/Associate type workflow and a Change type workflow that are similar, you should first create and test the Insert/Associate workflow before you copy it to create a Change type workflow. If you try to create them in the opposite order, you will not be able to copy the Change type workflow. (You would then need to manually re-create the conditions and actions for the Insert/Associate type workflow or contact Deltek Professional Services for assistance.) When you copy an Insert/Associate type workflow, you have the following additional options to choose from in the Copy menu: Create Change Workflow: This copies the selected workflow and creates a new one that is a Change workflow type. Create Insert/Associate Change Workflow: This copies the selected workflow and creates a new one that is an Insert/Associate workflow type. Create Delete/Remove Change Workflow: This copies the selected workflow and creates a new one that is a Delete/Remove workflow type. To create a new Insert/Associate type workflow from a Change type workflow, contact Deltek Professional Services. The consultants can provide you with assistance on a time and materials basis. Delete: Select the workflow that you want to delete and click this option. To disable a workflow temporarily but not delete it, clear the Active option.
Set Workflow Order	The order in which the workflows display in the grid determines the order in which they are executed. For example, the first grid row is the first workflow that is run. To change the order of the workflows in a grid, drag and drop the grid rows individually until they are in the correct order. If a workflow fails to finish because of an error, subsequent workflows with the same conditions are not executed.

Workflows Grid Fields

Field	Description
Workflow Table	Select the entire record or select a specific table/grid for which to create a workflow. The tables in this field are from the application that you selected with the Area option. Entire records appear in brackets, such as [Employee Record] and consist of both standard and user-defined fields. If your company uses user-defined grids, the grids display in this field with underscores, such as Employee_Profile. For approval workflows, the Workflow Table field displays ApprovalItem.
Workflow Type	Select the type of workflow for which you want to generate an action: Change: `Vantagepoint` 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: `Vantagepoint` 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: `Vantagepoint` 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. For approval workflows, the Workflow Type field displays Approval.
Level	If you are creating a workflow for the Projects hub, use this option to specify the WBS level at which the workflow event is executed. For example, assume that an administrator wants to be notified only when a new project is inserted (not a phase or task). If you set this option to Project (Level 1), the administrator is notified only if the record inserted is a project. When you select an option other than All, the workflow executes only at that level. If you select All, the workflow executes for any WBS level. You can set the WBS level for both the workflow event and the action. When you do so, `Vantagepoint` first looks at the level of the workflow event. If the record does not pass the requirement set for the workflow event level, none of the actions for that event are considered.
Active	Select this option to enable the workflow. To disable the workflow temporarily without deleting it, clear this checkbox.
Description	Enter a description for the workflow, such as Send Email to Director. For approval workflows, this field displays the description for the approval workflow step entered in Settings > Workflow > Approval Workflows, in the desktop application.
Conditions	Enter one or more conditions for which you want actions to take place when the workflow event conditions are met. To do this, click Ellipsis in the Conditions field and then enter information on the Conditions dialog box, as described below. `Vantagepoint` looks at the conditions in the order in which you specify them on this form. Drag and drop grid rows to change the order as needed. Column: This field lists all the fields on the form in the hub 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 that you select. For example, if you set the Column field to HireDate, 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 information directly in this field. If you set the Operator option to empty, not empty, has changed, or has not changed, this field is not applicable. AND/OR: Use these operators 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 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.

When you set the Area option to Approval Workflow and select an approval workflow in the Approval Name field, the following apply:

The rows in this grid prefill with all the alerts for the approval workflow steps that you select in the Workflows grid, excluding past due alerts, supervisor escalation alerts, and reminder alerts.
You can use the Add Action option to add advanced actions, such as stored procedures, functions, and web services, to the approval workflow.
To make changes to an approval workflow alert, go to Settings > Workflow > Approval Workflows, in the desktop application.

Grid Options

Field	Description
Add Action	Select an action to add to the workflow.
Filter	Click this icon to filter the grid contents based on column values. For information about how the filter works, see Filter the Grid Results.
Options	The row options (vertical ellipsis) appear at the end of each workflow row. Click this icon and select from the following: Copy: Highlight an action in the grid and then click this option to copy it and create a new action based on it. Delete: Highlight an action in the grid and then click this option to remove the action from the grid. To disable an action temporarily instead of deleting it, clear the Active option.

Field	Description
Set Action Order	The order in which the actions display in the grid determines the order in which they are executed. For example, the first grid row is the first action that is run. To change the order of the actions in a grid, drag and drop the grid rows individually until they are in the correct order. If an action fails to finish because of an error, subsequent actions with the same conditions are not executed.

Field

Description

Set Action Order

The order in which the actions display in the grid determines the order in which they are executed. For example, the first grid row is the first action that is run. To change the order of the actions in a grid, drag and drop the grid rows individually until they are in the correct order. If an action fails to finish because of an error, subsequent actions with the same conditions are not executed.

Actions Grid Fields

Field	Description
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 `Vantagepoint` first make the change, then send an email message to the manager.
Level	This field applies only to the Projects hub. Use it to specify the WBS level at which the action executes. 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 notified only if the record inserted is a project. When you select an option other than All, the workflow action executes only at that level. If you select All, the workflow action executes for any WBS level. You can set the WBS level for both the event and the action. When you do so, `Vantagepoint` 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 this option to disable the action. This feature allows you to disable the action temporarily instead of deleting 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 that you enter in this field is displayed to the user on a dialog box.
Conditions	Enter one or more conditions for which you want actions to occur when the conditions are met. To do this, click in the Conditions field and then enter field information on the Conditions dialog box as described below. `Vantagepoint` looks at the conditions in the order in which you specify them on this form. Drag and drop grid rows to arrange them in the order in which they should execute. Column: This field lists all the fields on the form in the hub 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 set the Column field to HireDate, 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 information directly in this field. If you set the Operator option to empty, not empty, has changed, or has not changed, this field is not applicable. AND/OR: Use operators to define the conditions further. If you must use a mix of ANDs and ORs in your condition, it is important to note that ANDs take precedence and will be evaluated before ORs. Deltek recommends that you select either all ANDs or all ORs in these fields.
Language	This field displays when more than one language is enabled in `Vantagepoint`. Click Ellipses and then use the Languages dialog box to select the language in which you want the email message to display. This list includes all languages that are enabled in Settings > General > Options. Leave this field blank to allow employees to receive email messages in the language that is specified as the default language.

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