You can set up an alert to be triggered/created either when the value in a particular data field changes or any number of days/weeks/months before or after a date in the system.
To specify when an alert is triggered, first select one of two values from the Take Action field:
<When Target Field Value Changes>
<When Target Date Passes>
More data fields will appear based on the Take Action selection.
When Target Field Value Changes
Here is an example of a QWF using <When Target Field Value Changes>. An alert is set when there is a change to the Assignment Start Date.
Note that when Data Type is set to <Assignment>, Take Action is set to <When Target Field Value Changes>, and the Data Source and Target Fields are populated, an Additional Targets Fields grid appears. If the quick workflow is to be triggered not based on one specific field but on a number of specified fields (e.g. Field 1 or Field 2) then use the Additional Target Fields section. Also, the Additional Target Field section is not available for Authorization or Company data types.
Click
to add multiple target fields. Use the type-ahead drop-down list to select a target field. In the example below, the QWF will fire if either the Start Date OR the Relocation Phase changes. For more information about how additional fields work when used in a QWF see quick workflow with multiple target fields.
When Target Date Passes
Here is an example of a QWF using <When Target Date Passes>. An alert is sent 45 day before the Assignment Visa Expiration Date.
Populate the below mandatory fields that are marked with * on the screen.
Take Action
'When Target Date Passes' – Use this option if you want your alert to be sent when the specified date passes or in advance of the specified date.
'When Target Field Changes – Use this option if you want your alert to be sent when the particular value of a field changes.
Data Source – This identifies which screen or table in the system the target field date will come from or the data source or category of the target field that is to be evaluated.
Target Field – This identifies which field in the system will be the source of the triggered event.
These two fields appear only when 'When Target Date Passes' is selected from Take Action
Include Dates in the Past – This will only take action for dates that are updated to be in the past. This action will not retroactively apply to all records.
Trigger – Enter a number for Days, Weeks or Months and select 'Before' or 'After' to specify when in relation to the Target Field date the alerts should be created.
Alert Only If These Conditions Are True
It may be necessary to add additional conditions so that the QWF does not trigger inappropriately. Click on the
button so that the Conditions section of the Quick Workflow Details screen are displayed.
When adding a condition to the Quick Workflow, there is a choice of using Field or Business Rule for Assignment-level Quick Workflows if under the Source column of the grid.
Using Field in the Condition
Click on
and select the field name from the type ahead drop down list
Then select a value from the Comparison drop down list and finally click on either the
under the Compare To column.
Using Business Rule in the Condition
Click
to use a pre-configured business rule as part of the approval rule/criteria. Company level Business Rules can be selected on the grid. Enter at least 3 characters to view active Business Rules that have been configured. After selecting the Business Rule, select from the Comparison drop down list and finally click on either
.
Business Rules can be found on the Business Rules Screen.
Helpful Tips / Things to Note in general
Monitor the change of the ID within the table where the new record was created if you want a notification to be sent for immediate action.
Where you have multiple conditions, use the appropriate 'And/Or' comparison values to your conditions to form complex rules. There is validation to ensure the conditions grid has a value set in the “AND/OR” column for all rows other than the last
Group certain fields that are alike together in parentheses.
When the Comparison value of 'Is Blank' is selected, the system will evaluate if there is any data for that field. This includes a blank field as well as records that have not been created. For example, if you want to send a notification with a condition that the employee has no dependents, the 'Is Blank' comparison would be sufficient.
If you want to notify when the employee has a dependent with a missing Birth Date, you will want to add a condition, such as Dependent ID: ID 'Is Not Blank' in additional to Dependent: Birth Date 'Is Blank' to ensure a dependent record exists and also that the Birth Date is blank.
For the condition to evaluate True when a value is not equal to a specified value or when the record has no value in the field, two condition rows are required. For example, Dependent: Status 'Is Not Equal To' a value of 'On Assignment' followed by an Or comparator and Dependent: Status 'Is Blank' as the second condition row.
When the Data Source is Company, only user tables connected to Company level requests are available. Similar behavior when Data Source is Assignment, only user tables connected to Assignment level requests are available
Helpful Tips / Things to Note when using Business Rules
Business Rules are available only for Assignment-level QWFs and must be configured at the system level.
Note: Alert Conditions include additional calculated column fields that can be used for filtering but are not available for use as a Target Field for the Quick Workflow action trigger. These are fields such as Authorization Status, Checklist Completed and Reminder Complete.