Step 2: Content

Provide a short descriptive name for what this workflow object is.

When this option is selected, the Workflow clones the task with this field selected. Then, when the scheduled process, Delete Marked Tasks, runs, it finds all the tasks with this field select, and deletes the task.

This field is available only when a user selects Task in the Triggered Form field. This field indicates the form that the task will be assigned to. Select This Form to indicate that the form that triggered the workflow will be the form to which the task is attached.

Note:  If a form selected in the Attached To field is inactivated or removed from the workspace at some point in time and the workflow item is not edited to select a different form, then the task will attach to the triggering form.

Subject Line that displays on the task. This field supports field replacement. See Field Replacement.

Include any instructions that you feel could be helpful. This field should contain information to provide steps to complete the task. This field supports field replacement. See Field Replacement.

Choose the appropriate Task Category.

Select the appropriate Task Status.

What is the criticality of this task?

Within the category, what is the task type?

Also called workflow. Where in the process does this task fall?

For Assigned To, select the person responsible for accomplishing this task from the following options. For Owner, select an owner.

To change Assigned To and Owner:

1. Select Current User.
   The Assigned To or Owner Options dialog box opens.
2. Select an option:
   • Current User: The logged in user who triggers the task.
   • Specific User: A specific user in the Workspace. When you select Specific User, the User field is enabled. This displays all active user accounts.
   • From a Field on a Form: Any user field on the triggering dataform is available.
     • When you select From a Field on a Form, Dataform is enabled.
     • Select the Dataform that has a field from which to select a User. Field becomes available.
     • Select a user field.
3. Click Ok.
   You are returned to the Add Workflow form.

For details about referencing users from tabbed dataforms (parent and child dataforms), see Workflows and Tabbed Dataforms.

Date Source options are Create Date, Specific Date, and From a Field on a Form. Additionally, you can select the Offset as Days, Weeks, Months, Years, Business Hours, Business Days, Beginning of Month, End of Month, Beginning of Year, or End of Year. For Date/Time fields you have an additional option to set Minutes.

Due Date Source: Tasks created by this workflow can have their due date set by the task create date, or to a specific date from a dataform field. Choose from the create date of the task or a Date type field on the triggering dataform.

To configure dates:

1. Select On Create Date.
   The Date Options dialog box opens.

2. Select an option:
   • Create Date: Default value. Optionally, you can use Offset to specify a number of days, weeks, months, years, business hours, end of month, beginning of year, or end of year. For Date/Time fields you have an additional option to hours and minutes.
   • Specific Date: Enables the Date field where you can use the date picker. Optionally, you can use Offset to specify a number of days, weeks, months, years, business hours, end of month, beginning of year, or end of yearFor Date/Time fields you have an additional option to hours and minutes.
   • From a Field on a Form: Includes the triggering form for that workflow, all single dataforms with date fields, and child tab forms when the Triggering Form (from Step 1) is a home form of a tabbed set.
     • When you select From a Field on a Form, Dataform is enabled. Select the Dataform that has a date field.
     • When you select a dataform, Field becomes available. Select a date field.
     • Optionally, you can use Offset to specify a number of days, weeks, months, years, business hours, end of month, beginning of year, or end of year. For Date/Time fields you have an additional option to hours and minutes.
   • Offset: You can use Offset with Create Date, Specific Date, and From a Field on a Form. Default value is 0 Business Days.
3. When ready, click Ok.

You are returned to the Add Workflow form, where the Start and/or Due Date Source fields show (as applicable): nn Business Days after Create Date, nn Business Days after Specific Date, nn Business Days after Field Label (Contract Effective Date).

Provide a brief descriptive name for what this workflow item does.

Date field names vary by dataform. Date fields in red ink are required and black ink are not required. When the date field is not required, an additional option of None is available.

To configure a date field:

1. Select On Create Date.
   The Date Options dialog box opens.

2. Select an option:
   • None: Indicates the date does not require a value when configuring. The field will be empty when the workflow channel is triggered.
   • Create Date: Default value. Optionally, you can use Offset to specify a number of days, weeks, months, years, hours, end of month, beginning of year, or end of year.
   • Specific Date: Enables the Date field where you can use the date picker. Optionally, you can use Offset to specify a number of days, weeks, months, years, hours, end of month, beginning of year, or end of year.
   • From a Field on a Form: Includes the triggering form for that workflow, in addition to all single dataforms with Date fields.
     • When you select From a Field on a Form, Dataform is enabled. Select the Dataform that has a date field.
     • When you select a dataform, Field becomes available.
     • Optionally, you can use Offset to specify a number of days, weeks, months, years, hours, end of month, beginning of year, or end of year.
   • Offset: You can use Offset with Create Date, Specific Date, and From a Field on a Form. Default value is 0 Business Days.
3. When ready, click Ok.

Lookup and Multi-Lookup field names vary by dataform. To display as an available field on a workflow item, a Lookup or Multi-Lookup field must be set as a workflow cloneable field.

Note: Multi-Lookup fields work the same as a regular Lookups except that users can pick more than one selection from the list of available options.

To configure a lookup field:

1. Click next to a Lookup or Multi-Lookup field.
   
   The Status Options dialog box opens.

2. Select an option: 

   • None: This is the default initial state. When the workflow item triggers, any Lookup or Multi-Lookup field set to None will be blank on the new or updated dataform. The only exception is when the field is a required field (designated by red text). You must set a value for required fields.

   • Specific Value: When the workflow item triggers, the Lookup field value or Multi-Lookup field value(s) that you select will be set in the corresponding field on the new or updated dataform.

   • From a Field on a Form: When the workflow item triggers, the set value(s) from the Lookup field or Multi-Lookup field on the form you select auto-fills the corresponding field on the new or updated dataform. The From a Field on a Form option is only available when there are Lookup or Multi-Lookup fields on other forms in the same workspace that have the same Lookup Group.

   Note: Tabbed form Lookup and Multi-Lookup fields have the following naming convention to help you determine where the field you are selecting is located: *<Dataform Tab Name> -- <Field Label>(FieldName).

    

   See the example image below showing two Lookup fields in the Field selection. The first field in the Lookup is located on the home form (i.e., parent form). The second field is located on a tabbed extension of the parent form (or child form) and uses the aforementioned naming convention.

    

   

   See the example image below showing two Multi-Lookup fields in the Field selection. Just as with the example above of a regular Lookup field, the parent form field and child form field are easily distinguishable.

    

   

3. When ready, click Ok.

To display as an available field on a workflow item, a numeric fields must be set as a workflow cloneable field.

Note: Numeric datatype fields are defined in ClientSpace with a field properties Element Type of Integer, Decimal, Money, or Percent.

To configure a numeric field:

1. Click next to a numeric field.
   The Options dialog box opens.

2. Select an option: 

   • None: This is the default initial selection. When the workflow item triggers, any numeric field set to None will be blank on the new dataform. The only exception is when the field is a required field (designated by red text). You must set a value for required fields.

   • Specific Value: When the workflow item triggers, the numeric field value you enter will be set in the corresponding field on the new dataform.

   • From a Field on a Form: Select a source Dataform and a source Field from the selected dataform. When the workflow item triggers, the set value from the numeric field on the source dataform auto-fills the corresponding field on the new dataform.

     • The From a Field on a Form option is only available when there are numeric fields of the same datatype on other single forms in the same workspace.

     • The fields available for selection in the Field drop down list are filtered by datatype. They must have the same datatype as the triggering form field. Example: If the field on the triggering form is a Decimal datatype, numeric fields from the source dataform with a Decimal datatype display in the list of available source fields.

     • Numeric datatype source fields come from single forms only with one exception: Numeric datatype fields from a multi-form only display if it is the triggering form.

     • Tabbed form numeric fields have the following naming convention to help you determine where the field you are selecting is located: *<Dataform Tab Name> -- <Field Label>(FieldName). See an example below:

       

     • When the workflow is triggered, the system evaluates and respects any Minimum and Maximum values set in the field properties. Any value not within the set range will not be applied.

3. When ready, click Ok.