Create Task – Action Description

Create Task action gives you the opportunity to create a new task within the flow between the workflow statuses in MS Outlook. The item (document, project, deal and so on) on which the workflow status change is performed, can be listed as the task superior item.

SQL#SELECT DATEADD(dd, DATEDIFF(dd, 0, GETDATE() + 3), 0) + '09:00'

System variables can be used in fields during actions creating. For more information, go to System Variables Available in Actions.

The task from eWay-CRM is first of all uploaded to the Task module in the MS Outlook of the user who has been defined as the task giver. The task is then uploaded to the MS Outlook of the users who are set as solvers, only after the task giver has synchronized eWay-CRM.

Superior Item, Customer and Contact Person Definition

The Superior Item field is intended for the definition of the task superior item. Its completion is compulsory. Clicking the Edit button will bring up the SQL request entering window. For example, when you enter a request

SELECT '$CURRENT_ITEM[ItemID]' ItemID, 'Projects' FolderName

-- For Deals use Leads
SELECT '$CURRENT_ITEM[ItemID]' ItemID, 'Leads' FolderName

the project of the currently edited workflow will be set as the Superior Item.

The entered request can be confirmed by the OK button. If the validation of your request fails, the following notification will appear:

If this notification appears, you need to edit your request and confirm it again by OK. The request editing window can be also closed without saving any changes by clicking Cancel.

Similar to Superior Item, you can set Company or Contact.

If you want to fill in customer that is same as customer on project from what the task is created, you set:

SELECT ItemGUID1 AS ItemID FROM Relations WHERE ItemGUID2 = '$CURRENT_ITEM[ItemID]' AND RelationType = 'CUSTOMER' AND ObjectTypeID1 = dbo.GetObjectTypeID('Companies')

If you want to fill in contact person that is same as contact person on project from what the task is created, you set:

SELECT ItemGUID1 AS ItemID FROM Relations WHERE ItemGUID2 = '$CURRENT_ITEM[ItemID]' AND RelationType = 'CONTACTPERSON' AND ObjectTypeID1 = dbo.GetObjectTypeID('Contacts')

Relations Definition

Relations field is intended to define an item that will be related to the task – and will be displayed in the tab system. Its completion is not mandatory, but if you wish to have the task automatically linked not only with the Superior item, but also with other modules in eWay-CRM, you have to use the field.

Insert New Relation

Clicking the Add button will display the SQL inserting card for creating a new relation. For example, when you enter the request

SELECT ItemID, 'Documents' FolderName, 'GENERAL' RelationType FROM Documents WHERE FileAs LIKE '%Document Name%'

you create a relation with the document that contains instructions for the task completion.

The entered request can be confirmed by clicking OK. If the validation of your request fails, the following notification will appear:

If this notification appears, you will need to edit your request and confirm it again by clicking OK. The request editing window can be also closed without saving any changes by clicking Cancel.

A relation can be edited or removed by using the Edit and Delete buttons.

Depending on the Completion Level adjustment from the previous step, condition completion will be mandatory (Cannot Ignore for selected user groups) and until the condition is completed, the transition will not be available to the user. In the case of the less strict control variant (Can Ignore) the notification will be displayed to the user that the expected and real values are not identical and whether or not he wishes to continue to the next workflow status.

If you wish to save the currently defined action for future use in another workflow type, you can do it via Template->Export. If you have already defined and exported an action of Create Task type from earlier workflow editing, you can reuse it via the menu Template->Import. More information about the import and export of workflow actions can be found in the chapter: Import and Export of Workflow Action Definitions.

Examples

Example – Task for the Assistant (Known Name) With Request for Invoice

$CURRENT_ITEM[FileAs]: Create invoice

[email protected]

SQL#SELECT Email1Address FROM Users WHERE UserName = 'jlalinsky'

[email protected]

SQL#SELECT Email1Address FROM Users WHERE UserName = 'ipikartova'

SQL#SELECT GETDATE()+2

SELECT '$CURRENT_ITEM[ItemID]' AS ItemID, 'Projects' AS FolderName

SELECT ItemGUID1 AS ItemID FROM Relations WHERE ItemGUID2 = '$CURRENT_ITEM[ItemID]' AND RelationType = 'CUSTOMER' AND ObjectTypeID1 = dbo.GetObjectTypeID('Companies')

SELECT ItemGUID1 AS ItemID FROM Relations WHERE ItemGUID2 = '$CURRENT_ITEM[ItemID]' AND RelationType = 'CONTACTPERSON' AND ObjectTypeID1 = dbo.GetObjectTypeID('Contacts')

Example – Task for Project Manager (Unknown) to Decide the Delivery Term

$CURRENT_ITEM[FileAs]: Set delivery date

SQL#SELECT Email1Address FROM Users WHERE UserName = 'jlalinsky'

SQL#SELECT TOP 1 u.Email1Address FROM Projects p INNER JOIN Relations r ON p.ItemID = r.ItemGUID1 INNER JOIN Users u ON u.ItemID = r.ItemGUID2 INNER JOIN TeamRoles tr ON tr.RelationDataGUID = r.RelationDataGUID INNER JOIN Groups g ON tr.GroupGUID = g.ItemID WHERE g.IsPM = 1 AND p.ItemID = '$CURRENT_ITEM[ItemID]'

SQL#SELECT GETDATE()+2

SELECT '$CURRENT_ITEM[ItemID]' AS ItemID, 'Projects' AS FolderName

SELECT ItemGUID1 AS ItemID FROM Relations WHERE ItemGUID2 = '$CURRENT_ITEM[ItemID]' AND RelationType = 'CUSTOMER' AND ObjectTypeID1 = dbo.GetObjectTypeID('Companies')

SELECT ItemGUID1 AS ItemID FROM Relations WHERE ItemGUID2 = '$CURRENT_ITEM[ItemID]' AND RelationType = 'CONTACTPERSON' AND ObjectTypeID1 = dbo.GetObjectTypeID('Contacts')