Create a Workflow Using the Set Numeric Field Value Task

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The Workflow is created based on the following scenario...

John regularly sends Invoices to the Supervisor for approval.

If the Supervisor approves the Invoice then the Mary gets a notification asking her to enter the Amount of the Invoice in the Invoice Amount field and then issue a check for the Invoice.

If the Supervisor rejects the Invoice then the Workflow Initiator i.e. John gets a notification about  the rejection.

John sends document to Supervisor for Approval

If [Supervisor approves]

    Then [Mary Sets Field Value of the Invoice Amount field]

Else

  [Notify Workflow Initiator i.e. John about the rejection]

End If

Notes:

1.To create a good workflow it is important to document the business process before designing the workflow in the workflow designer.
2.All instructions in the Create Workflows...  and Examples sections of this help file assume that you have five users called Supervisor, Manager, John, Mary and Jack. It is highly recommended that you create these Globodox users. This will make it easier for you follow the instructions below.
 

To Create a Workflow using the Set Numeric Field Value Task:

1.In Globodox, select the Tools tab and click the Workflow Designer button. This will bring up the Workflow Designer window.
2.Click the New button to create a new workflow. The Designer pane and the Properties pane will now be activated.
3.In the Properties pane enter a name for the workflow in Name box. You can also enter additional information about the workflow in the Description box.
4.Enter the number of days in which this workflow should be completed in the Duration (in days) box. If the workflow is not completed in the given time it will be marked as Red in the Workflow monitor.
5.Drag the Approve Documents task from the Task pane and drop it on the <<Add Tasks here>> in the Designer pane.
6.The Approve Documents properties will now be displayed in the Properties pane.
a)Select the Supervisor's name in the Approvers box.
b)Enter 1 in the Max Recipients box as there is only 1 approver.
c)Enter 1 in the Min Responses box as only 1 approval is required.
d)Enter ApprovalfromtheSupervisor in the Name box.
e)Enter 1 in the Number of approvals box, as we need the Supervisor's approval.
f)Enter Approve Invoices in the Subject box.
g)Enter Please have a look at the Invoices in the Message box.
h)Enter the time in which this activity should be completed in the Duration (in hours) box. If the activity is not completed in the given time it will be marked as Red in the Users Inbox.
7.Click the Condition And Loops bar at the bottom of the Task pane and drag the the If-Then Else block and drop it below the Approve Documents task.
8.Select If block in the Designer pane. Now, the Condition property will be displayed in the Properties pane.
9.Click the [...] box next to the Condition box to enter a condition. This will bring up the Condition window.
10.Enter a condition for the If block in this window. We will enter ApprovalfromSupervisor.approved=Yes.
11.Click the OK button to save this condition.
12.Drag the Set Numeric Field Value task from the Task pane and drop it on <<Add Tasks here>> below the Then block.
13.The Set Numeric Field Value properties will now be displayed in the Task Properties pane.
a)Select Mary's name in the Editor box, as she is going to edit the field.
b)Enter a name for the task in the Name box. We will enter SetAmountValue.
c)Enter a subject for this task. We will enter Approved Invoices
d)Type a short message in the Message box. We will enter, Please issue a check for this Invoice and enter the make a note of the Invoice Amount.
e)Specify the field name whose data you want to change, in the Field name box.
 
If this field belongs to a Document Type, enter Self.Field Name
If this field belongs to a Stack, type Parent.Field Name
 
Where Field Name is the name of the field whose data you want to change.
f)Enter the new value for the data field in the Field value box. We will enter Approved.
g)Enter the time in which this activity should be completed in the Duration (in hours) box. If the activity is not completed in the given time it will be marked as Red in the Users Inbox.
14.Drag the Send Message task from the Task pane and drop it on <<Add Tasks here>> below the Else block.
15.The Send Message properties will now be displayed in the Task Properties pane.
a)Enter a name for the Task in the Name box. We will enter NotifyJohn.
b)Select the users that you want to notify by clicking the [...] button next to the Sender list box. We will select the Workflow Initiator user i.e. John.
c)Enter a subject for the notification in the Subject box. We will enter Rejected Documents
d)Enter a short message to be sent along with the documents in the Message box. We will enter Please review these documents once again.
e)Enter the time in which this activity should be completed in the Duration (in hours) box. If the activity is not completed in the given time it will be marked as Red in the Users Inbox.
16.Click the Save button to save the workflow.
17.Click the Publish button to publish the workflow to all the users. This workflow will now be available for the Globodox user from the Route option.

 

Notes:

To create more complex workflows see, the More Examples section.
 

Related Topics

Create a Workflow using the If-Then Else block
Create a Workflow using the If-Then Repeat Task block
Create a Workflow using the Do Task Repeat If block

 

 


Page URL: http://www.itaz.com/globodox/help/index.htm?create_workflow_using_set_field_value.htm