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Workflow Jobs

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Overview

Your system comes with a variety of Workflow Jobs that you can edit or create new ones to fit your company's needs. Workflow Jobs are created and then applied to the Inflow/Outflow field within the workflow action popup. When a workflow action is executed, it will trigger any associated Workflow Jobs. For example, you might want a confirmation email to send when a Quote has been confirmed.

Adding a New Workflow Job

There are several different types of Workflow Jobs that can be created and each serves a different purpose.

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Element Copier

This Workflow Job type is used for creating a copy of an element. 

  1. On the Projects menu, select Workflow Jobs.
  2. Select the Add New Workflow Job icon in the bottom left corner.
  3. Choose Element Copier.
  4. Enter the applicable information.
    • Name: The name of the workflow job.
    • Target Element Definition: The element definition type that you want to make a copy with.
    • Copy Mode: This will determine if the copy becomes a free copy, a child element of the source, or a sibling element of the source.
      • Copy Becomes Silbing only applies when there is a parent element. Otherwise, the copy will become a free copy.
    • Update Match Mode: This will determine the behavior after the copied element has been updated via workflow. The two most common are "Always Generate New Element" (which will always generate a new element) and "Match on Element Definition" (which will update the existing element). 
    • Delete on Updates: If Yes, deleting a line from the parent element will also delete the line on the child element after updating the child element via workflow.
    • Deep Copy: If Yes, any child elements will also be copied.
    • Copy Redirect: If Yes, you will automatically be redirected to the generated element.
    • Prompts: If Yes, you will receive a prompt that will allow you to override or select a value.
    • Set Client To "Bill To" Contact: If Yes, the "Bill To" contact of the company that is assigned as the Client will populate in the "Client" field on the target element definition. 
  5. Click OK.

Email Financial Document and Email Notification w/Report

These Workflow Job types will send an email along with an attached document.

  1. On the Projects menu, select Workflow Jobs.
  2. Select the Add New Workflow Job icon in the bottom left corner.
  3. Choose Email Financial Document/Email Notification w/Report.
  4. Enter the applicable information.
    • Name: The name of the workflow job.
    • From Address: This is a static email address and must always come from "noreply@flexrentalsolutions.com".
    • From Address Name: The name that you want to populate in the email. Enter the special code "USER" if you would like the field to auto-fill with the User's name based on who is sending the email.
    • Reply To: The email address that you want email replies to go to. Enter the special code "USER" if you would like the field to auto-fill with the User's email address based on who is sending the email.
    • Send To: The email address of the person(s) who you would like to always receive this email. Enter the special code(s) "AUTO", "ASSIGNED", "CLIENT",  "VENDOR", or "VENUE" to automatically pull the email address of the user or contact.
      • AUTO - created by user, last edit user, assigned to user, responsible person, users who changed status.
    • Subject: The subject of the email.
    • Message: The message/body of the email. You can enter two brackets "[[" to launch the field type list. Field Types will populate information pertaining to the element of where the email is being sent from.
    • Document View: The view option of the report that will be included as an attached document. This field is only available for the Email Financial Document type.
    • Custom Report: The custom report option that will be included as an attached document. This field is only available for the Email Financial Document type.
    • Report: The report option that will be included as an attached document. This field is only available for the Email Notification w/Report type.

Email Notification

This Workflow Job type will send a simple email.

  1. On the Projects menu, select Workflow Jobs.
  2. Select the Add New Workflow Job icon in the bottom left corner.
  3. Choose Email Notification.
  4. Enter the applicable information.
    • Name: The name of the workflow job.
    • From Address: This is a static email address and must always come from "noreply@flexrentalsolutions.com".
    • From Address Name: The name that you want to populate in the email. Enter the special code "USER" if you would like the field to auto-fill based on who is sending the email.
    • Reply To: The email address of that you want email replies to go to. Enter the special code "USER" if you would like the field to auto-fill based on who is sending the email.
    • Send To: The email address of the person(s) who you would like to always receive this email. Enter the special code(s) "AUTO", "ASSIGNED", "CLIENT",  "VENDOR", or "VENUE" to automatically pull the email address of the user or contact.
      • AUTO - created by user, last edit user, assigned to user, responsible person, users who changed status.
    • Bcc: The email address of the person(s) who will be blind copied when this email is sent.
    • Subject: The subject of the email.
    • Message: The message/body of the email. You can enter two brackets "[[" to launch the field type list. Field Types will populate information pertaining to the element of where the email is being sent from.

Equipment List Generator

This Workflow Job type is used for generating an equipment list.

  1. On the Projects menu, select Workflow Jobs.
  2. Select the Add New Workflow Job icon in the bottom left corner.
  3. Choose Equipment List Generator.
  4. Enter the applicable information.
    • Name: The name of the workflow job.
    • Target Element Definition: The equipment list that you want to generate.
    • Copy Mode: This will determine if the generated element becomes a child element or a free copy. 
    • Copy Redirect: If Yes, you will automatically be redirected to the generated element.
  5. Click OK.

Financial Document Export

This Workflow Job type is typically used for exporting to QuickBooks.

  1. On the Projects menu, select Workflow Jobs.
  2. Select the Add New Workflow Job icon in the bottom left corner.
  3. Choose Financial Document Export.
  4. Enter the applicable information.
    • Name: The name of the workflow job.
  5. Click OK.

Financial Document Generator

This Workflow Job type is used for generating a financial document and is similar to the Element Copier type.

  1. On the Projects menu, select Workflow Jobs.
  2. Select the Add New Workflow Job icon in the bottom left corner.
  3. Choose Element Copier.
  4. Enter the applicable information.
    • Name: The name of the workflow job.
    • Target Element Definition: The element definition type that you want to make a copy with.
    • Copy Mode: This will determine if the copy becomes a free copy, a child element of the source, or a sibling element of the source.
      • Copy Becomes Silbing only applies when there is a parent element. Otherwise, the copy will become a free copy.
    • Update Match Mode: This will determine the behavior after the copied element has been updated via workflow. The two most common are "Always Generate New Element" (which will always generate a new element) and "Match on Element Definition" (which will update the existing element). 
    • Delete on Updates: If Yes, deleting a line from the parent element will also delete the line on the child element after updating the child element via workflow.
    • Deep Copy: If Yes, any child elements will also be copied.
    • Copy Redirect: If Yes, you will automatically be redirected to the generated element.
    • Prompts: If Yes, you will receive a prompt that will allow you to override or select a value.
    • Set Client To "Bill To" Contact: If Yes, the "Bill To" contact of the company that is assigned as the Client will populate in the "Client" field on the target element definition. 
  5. Click OK.

Editing a Workflow Job

  1. On the Projects menu, select Workflow Jobs.
  2. Double-click the Workflow Job to open.
  3. Edit the applicable information.
  4. Click OK.

Deleting a Workflow Job

  1. On the Projects menu, select Workflow Jobs.
  2. Select the checkbox of the jobs you want to delete.
  3. Click the Delete Selected Workflow Job(s) icon located in the bottom left corner.
NOTE: If there are any workflow jobs currently assigned to a workflow action, the delete confirmation will provide you with those actions. It is not required that the workflow job needs to be removed from the action before deleting but it is encouraged.

Undeleting a Workflow Job

  1. On the Projects menu, select Workflow Jobs.
  2. Check the "Show Deleted Only" option located at the bottom left of the tab.
  3. Select the checkbox of the jobs you want to undelete.
  4. Click the Undelete Selected Workflow Job(s)icon located at the bottom left of the tab.

 

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