Actions in transitions
Actions can be attached to each transition, which are executed in the configured sequence (from top to bottom) during the execution of the transition and, for example, automatically change data or require user input.
If an action changes data in the process, the subsequent action already sees the changed data. Changed data is not saved until all actions have been successfully executed.
The following actions are currently supplied:
Set retention period
The workflow action "Set retention period" can be used to extend the retention period of a process. The action has two configuration fields: "Years" and "Days", which only accept integers. It is possible to fill in both fields or only one of them in order to calculate the total retention date accordingly. The new period starts from the current time of execution plus the calculated time, and there is also a checkbox labelled "Cancel on error" which defines the behaviour if the process already has a retention period and the action attempts to set a shorter retention period. - If the checkbox is activated, the status change is cancelled in this case. - If the checkbox is deactivated, the retention period remains unchanged and the status change is executed.
Add comment
When configuring in the administration interface, you can select whether the mandatory entry of a text is required when changing to the next status. If the entry is not mandatory, the dialogue is called up, but it can still be confirmed without entering a text. In this case, no comment is created. In the opposite case, the user is requested not to leave the text field empty.
Show confirmation dialogue
Puts a query to the user, which must be answered with "Yes" or "No". If the user selects "No", the status change is cancelled. The "Per process" option sets whether the query is only asked once or per process if several processes are selected in the data grid and a joint transition is carried out.
Send e-mail
There are several options for selecting a recipient in the "Send email" workflow action. The recipient options "Manual input" and "From field content" should be mentioned here; with "Manual input", the recipient email address is not determined from a user account, but can be set permanently or requested by the user. If it is desired to send the e-mail to a fixed address, this must be entered in the new configuration field "Recipient option". If this field is left empty, the address is requested from the user when the status changes.
If "From field content" is selected, the recipient email is determined from a data field in the process; the short name of the data field must be entered in "Recipient option". If the data field set in the process is empty, no email is sent. The recipient setting "From field content" is now also compatible with the key value field "User". An individual user can also be selected as the recipient. If you select a role or group as the recipient, all users with this role/group membership will receive an email.
Set field value
Changes the value of the field with the set short name and there is also the option "Placeholder formatting". If this option is set to "Yes", replacements are made in the value for some placeholders specified in curly brackets:{user.username}The login name of the current user.{user.fullname}The full name of the current user.{user.email}The email address of the current user.{user.id}The ID of the current user.{year}The current year.{month}The current month.{day}The current day.{hour}The current hour.{minute}The current minute.{second}The current second.ISO 8601 converted date formats with local time zone{today}The current day without time.{now}The current day with time.Example: The value {day:02d}.{month:02d}.{year} sets the current date in German format. When the action is executed, the field value of type date is validated and, if necessary, acknowledged with an error message for the user. The same effect can be achieved with {today}. Similarly, a data field of type date and time can be filled with {now}.a counter can be specified with active placeholder formatting.the format {counter.xyz} is used to load and insert the next value of the counter for a short name xyz. Similar to counters when archiving, the numerical value can also be formatted here with additional rules (e.g. with leading zeros): {counter.xyz:05d}.
Note: If the "Set field value" action routine with activated placeholder formatting generates a counter value, the counter continues to count even if the workflow transition is cancelled in a subsequent action routine. For this reason, it is recommended that the "Set field value" action routine is only executed at the end of the workflow in order to avoid unwanted counter increments.
Write history entry
Writes the set message to the history of the process.
Show message dialogue
Shows the user an info dialogue with the set title and a message. The "Importance" determines the icon in the info dialogue.
Check plausibility
Checks whether the field values of the process are as expected using a condition. The same syntax is used in "Condition" as in STAR. If the condition is not fulfilled, the set message text is displayed and the status change is cancelled; if the condition is that a text field must be filled, write the name of the Documents field in the condition. Condition: _rechnrMeaning: The invoice number must be present
Message text: Please enter an invoice number An additional option "If the condition fails" can be set in the "Check plausibility" workflow action. Either "Cancel", in which case the optional message text is displayed as usual, or "Request confirmation", in which case a dialogue with the message text appears. In addition, you are now asked: "Carry out status change anyway?" If the status change is to take place despite failed plausibility, this is done by confirming "Yes". If "No" is selected, the dialogue closes and the status change is not carried out.The message text can now be pre-assigned with placeholders using curly brackets, similar to the "Send email" workflow action. Data fields from the linked archive are inserted as a short name preceded by an underscore.
STAR code
The "STAR code" action routine allows you to execute a code analogous to the form events during a workflow transition.Remove process from mailboxRemoves the process from the current user's mailbox when the transition is executed.This action routine no longer removes mailbox entries for appointments.There is also the option "Remove from all mailboxes". If this option is active, the task is removed from the mailboxes of all users and groups instead of only from the mailbox of the user who executed the workflow transition as before
Export process
Exports all attached documents to the specified Documents Server directory. Not available in Documents Cloud.Send processEvery process can be sent. The list of possible recipients is as follows: Free selection - The user is shown a list of all other users and can select any user to whom the process should be sent. Creator-The user who originally archived the process is selected automatically and without further enquiry. Only if no user can be determined here is there a query again. Sender-The user who sent the process to the mailbox. This option is only useful if the transition is executed from the mailbox. From field content The workflow action "Send process" has been expanded to include an option "From field content", which was already available in the action "Send email". The "Recipient option" must contain the short name of a data field containing a user to whom the process is to be sent. The data field should contain the internal ID of a user, which is why it is advisable to always use this function together with the new key value default type "User". By combining these two functions, it is now possible to select a user in a data field to whom the process will be sent in a later workflow step. If you select a role, you will be asked for a user again when executing the transition and the selection will be restricted to users of a specific role. If you select a fixed user, the process is sent to this user's mailbox. If an e-mail address is configured in the recipient user, they will receive a notification that there is a new entry in the mailbox. The subject and email text can be freely configured and contain placeholders. The Markdown format is used for formatting the text for HTML emails.
Placeholders are written in curly brackets:{creator}The name of the creator of the process.{url}The address at which the process can be accessed.{last_remark}The last comment of the process.{archive_name}The name of the archive in which the process is saved.{status_name}The name of the status.The self-configured data fields are called up via the short name preceded by an underscore, e.g. {_invoice_number}.Option "Prohibit sender as recipient":If this option is set to "Yes", the sender can no longer place the process in the mailbox for checking. Groups of which the sender is a member are also no longer offered for recipient selection, thus preventing a user from selecting themselves as a reviewer and thus circumventing a previously defined dual control principle. This field can be used to set a customised text for the subject. Placeholders are also supported here, e.g. {_invoice number}.
Send e-mail
The "Send e-mail" action works in a similar way to the "Send transaction" action, except that only an e-mail is sent, but the user does not receive the transaction in their mailbox. In this action, it is also possible to attach the archived documents to the e-mail.
It is also possible to copy action routines in the settings of a transition and paste them into another transition. To do this, there is a three-dot menu in the list of actions at the top right with the options "Copy" and "Paste".