Background

 Defining actions (or triggers) within the workflow system is handled by an Action Wizard.  The Action Wizard consists of four steps, described below.

 

Step 1: Trigger 

01: Open
02: OnHold
03: Resume
04: Closed
05: Client Change
06: Vendor Change
07: Team Change
08: Person Change
 11: Open
12: OnHold
13: Resume
14: Closed
15: Client Change
16: Vendor Change
17: Team Change
18: Person Change 		21: Insert
22: Start Projected
23: Start Actual
24: Stop Projected
25: Stop Actual
26: Overdue
27: Client Change
28: Vendor Change
29: Team Change
20: Person Change		 30: MatterContact Insert
31: Client Insert
32: Client Update
33: Client Delete
34: Vendor Insert
35: Vendor Update
36: Vendor Delete

 

Step 2: Result

00: Process Insert Yes No No No
01: Subprocess Insert No Yes Yes No
02: Task Insert No Yes Yes Yes
03: Note Insert Yes Yes Yes Yes
04: Send Email Yes Yes Yes Yes
05: Log Event Yes Yes Yes Yes
06: Load Balance a Client Yes Yes Yes Yes
07: Load Balance a Vendor Yes Yes Yes Yes
08: Load Balance a Team Yes Yes Yes Yes
09: Load Balance a Person Yes Yes Yes Yes
10: Execute a Stored Procedure * Yes Yes Yes Yes
11: Project a Task in development
12: Complete a Task in development
13: Change Priority in development
14: Change Status in development
15: Task on Hold  in development
16: Process on Hold in development

* When executing a stored procedure as an action from a Matter, Process or Task the following parameters needs to be passed to the stored procedure
  • @ActionID INT
  • @MatterID INT
  • @MatterProcessID INT
  • @MatterTaskID INT
  • @Subject VARCHAR(255)


    • * When executing a stored procedure as an action from a Vendor/Client Insert/Update/Delete the following parameters need to be passed to the stored procedure
  • @ActionID INT
  • @VendorID/@ClientID INT

    •  

    Step 3: Criteria

     

    		Criteria allows you to select the Client, Vendor, and limited industry-specific fields that must be met in order to execute an action.  If the Client and/or Vendor criteria is selected, the system will first look to the MatterProcess.Client and MatterProcess.Vendor.  If no process level client and/or vendor is specified, the system will then refer to the Matter.Client and Matter.Vendor.

     

    Recipients: 

    		 For email actions, the Recipients tab allows you to select the recipients of the automatically generate email.  Recipient types may be selected from the following list:
    • Matter.Client
    • Matter.Vendor
    • Matter.Team
    • Matter.Person
    • MatterProcess.Client
    • MatterProcess.Vendor
    • MatterProcess.Team
    • MatterProcess.Person
    • MatterTask.Client
    • MatterTask.Vendor
    • MatterTask.Team
    • MatterTask.Person
    • Field:  this allows you to select any field which points to a lookup table with an email column in it.
    • Static Address:  this allows you to hardcode an email address into the recipient list, typically used for testing.

    The Action Recipient screen prompts for the following information:

    • Action Recipient:  a text description of the recipient.  Used only for display when administering an Action.
    • Recipient Type:  one of the selections listed above.
    • Field:  if the Recipient Type is "Field", this dropdown list allows you to select WHICH field the email address should come from.  For example, a ClientContact lookup field might be selected here.
    • Email:  if the Recipient Type is "Static Address" this text box allows you to enter a hard-coded email address.  This is typically used only for testing purposes.

     

    Examples

     

    1. When completing a task, send an email

     

    See Also
    Aspen Instant Messaging Welcome | Users | Business | Managers | Documents | Lookup | Administrators