Creating a Workflow Job step

For an overview about Workflow and how it works, please see the following link:

Overview of Building Workflow Tasks

Using the Create Workflow Job tool

The Create Workflow Job tool is dragged from the task browser under Format tools and into the task planner. This will automatically open the General tab where a name and description can be entered for the step.

The tool can consume a recordset where fields from the recordset can be used to populate the Workflow Job with key information. Alternatively, if a recordset is not required, variables along with formulas can also be used for mapping information in.

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Publishing

The publishing tab is used to specify the location of where the Workflow Jobs (web pages) generated by the step are to be stored.

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Job Name – A name for the workflow job is entered here or a dynamic name selected by dragging an object into the field from the Task Browser.

Select Web Server – A drop down menu which displays a list of available web servers for selection.

Select Publishing Site – A drop down menu which displays a list of web sites available on the selected web server for selection.

Select Subdirectory – A name may be entered here for the folder to be created under the root of the selected web site into which the web pages are to be published.

Permissions (button) – Displays a permissions interface box which is used to specify who will have access to the workflow job.

Memory – Used to store task generated data. It is recommended that this feature be used by an ‘Output’ step.

Formatting

The Formatting tab incorporates a HTML editor where the Workflow Job can be created. HTML templates can also be loaded.

Important: It is recommended that when building the workflow job its functionality is not made overly complex. Try to avoid creating a workflow job which has complex HTML scripting or one with a high number of data fields.

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A Closer Look

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This section at the top has the standard formatting options you would find in an editor. If you hover the mouse over an icon it will display its function. This section allows the input of various data fields such as buttons, drop down menus, forms and check boxes.

These data fields are essentially parameters which will allow variables to be mapped against them to store their information.

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When a data field has been placed, this section allows various properties to be configured. The Attributes tab is the main one as it defines what is displayed and how a data field operates.

ID – Every field requires a unique value. For example, ID1, ID2, ID3 etc.

Name – This will be the name of the parameter, it is hidden and not displayed in the Workflow Job itself. It is required as identification purposes only for when variables are being mapped.

Value – Text entered here will display in the field.

Type – This drop down menu allows you to change the type of data field in use. For example, from a submit button to a check box.

Important: Whenever a change is made to any of the options you will need to click on Update to apply the changes.

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Further editing options are present here. 3 buttons at the top allow you to switch from the current Edit mode to HTML scripting which displays the web form as HTML where script can be manually entered. Finally a Preview mode which displays how the form will look.

Options:

Edit– Opens the Workflow web form in your default HTML editor application for editing.

Tip: It is highly recommended that you edit the HTML script externally and use the Import button to load the script into the workflow job.

Validations – This will open an interface which lists any validations created for controls contained with the Workflow Job.
A validation is used on a control to prevent invalid data being entered before the Workflow Job is submitted.

Tip: There is an incompatibility issue with later version operating systems which cause the validation part of the tool to not work. To overcome this ensure that java script is enabled on the TaskCentre server.

Import – This will open your file browser to enable an externally created HTML page to be selected and loaded.

Calculation – This will open an interface which lists any calculations created for controls contained within the Workflow Job.

A calculation may be created on a control so that when a Workflow Job is submitted, the calculation formula is applied to the value entered in the form.

Example: A user may enter a value in UK Pounds Sterling which after the calculation formula is applied, will be provided in US Dollars.

Templates:

To save time creating a new Workflow Job, the current configuration in the editor may be saved as a template and then recalled for use with another Workflow Job.

Templates are saved to the TaskCentre install directory:

C:\Program Files\Orbis Software\TaskCentre\templates

Tip: Save your workflow job template regularly as you are working, this will ensure that you always have a working backup should the workflow job become corrupt due to an unexpected error.

Example

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The above screenshot shows an example of a web form created by using the Formatting editor.

Using a consumed recordset, key information will be mapped into the form. Two buttons at the bottom provide the decision making options. Whichever one is selected will trigger another task to run; a task with the event tool ‘Workflow Job Trigger’.

Tip: By using a hidden field, a published web form can hold information from a recordset or a variable that is not displayed to the user when completing the workflow job. This is useful for making additional information available which will be utilised after the workflow job has been submitted.

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  • When published the above example looks like this:

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Document Formatting

The DocumentFormatting tab allows the user to format text which will be available as a document to an ‘Output’ tool. For example, the Send Email (SMTP) tool. The text presented here will appear in the main body of the email.

It is also the stage where the hyperlink is created which will link the recipient to the Workflow Job. The property OutputURL from within the task browser is used to create the hyperlink and is dragged into the text field.Capture3

This completes configuring theCreate Workflow Job step.

A second task will now need to be created which will utilise the decisions made by a Workflow Job. This will prompt the task to run to produce a desired outcome.

Please follow the below link:

Building a task that triggers when a Workflow Job is submitted

To read about tasks which make use of this tool see:

Building a task that allows user input to decide a task outcome – Create Workflow Job