Kickoff Work Flows
By default, to kick off a work flow a user needs to either complete a task in a schedule or add a work flow kickoff form. If there are many work flows in the system, this means that the user would need to search a long list of kickoff forms for the appropriate form. If you have a scheduled task that's used for multiple entities but you don't need to kick off the work flow for every entity, users would have to manually deactivate unnecessary work flows.
However, you can kick off several work flows from the same kickoff form, depending on which action the user selects. You can also specify under what circumstances a work flow should be kicked off if a scheduled task is completed.
If you have various work flows that should get kicked off based on the type of project, you could create one Change Order kickoff form and write logic to kick off the appropriate work flow or work flows based on a value entered selected or entered on the kickoff form. Your Contractors would only need to look for the Change Order form when kicking off the work flow, because Lucernex will handle the back-end logic.
You could also use kickoff work flows when a schedule template is used for multiple store types, but you don’t need a work flow to be kicked off for every store type. In that scenario, you could use JavaScript to specify which store types you want the work flow to be kicked off for.
You can reference any field on a purchase order, and the system will understand the relationship between the purchase order and a change order or payment application.
See some JavaScript examples here.
When the Kickoff Work Flows functionality is enabled, you will be able to add custom JavaScript to the work flow. This JavaScript tells Lucernex how to determine the appropriate work flow to kick off when a form is used or a schedule task is completed.
Note:
If you have more than one work flow kicked off by the same form, and one of the work flows does NOT have JavaScript associated with the kickoff, the work flow without JavaScript will also be added when another work flow is kicked off.
To add custom JavaScript to a work flow:
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Click Admin in the toolbar in the upper-right corner of the window.
The System Administrator Dashboard page opens.
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Click Manage Work Flows link in the Company Administration column.
The Manage Work Flows page opens.
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Click Edit in the Actions column of the record.
The Edit Work Flow window opens.
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Do one of the following:
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To kick off the work flow using a form:
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Select the Completion of a form option.
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Select the form you want to use as your kickoff form.
The Conditional Workflow JS field becomes editable.
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To kick off the form upon completion of a schedule task:
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Select the Completion of a task option.
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Select the schedule task that should kick off the work flow if the conditions are met.
The Conditional Workflow JS field becomes editable.
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Enter your custom JavaScript in the field.
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Click Update.
The work flow is saved.
After each work flow has been configured, you can view the work flows that are kicked off by a form from the Edit Layout window.
To view the work flows kicked off by a form:
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Click Admin in the toolbar in the upper-right corner of the window.
The System Administrator Dashboard page opens.
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Click Manage Forms link in the Company Administration column.
The Manage Forms page opens.
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Expand the form you want to view.
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Click Edit link in the Actions column for the form layout used to kick off the work flows.
The Edit Layout window opens. The work flows appear in the Workflows initiated by form table.
Each work flow listed in the table has an Edit link. If you click Edit link, the Edit Work Flow window opens. You can modify the configuration of the work flow from this window.
After each work flow has been configured, you can view the work flows that are kicked off by the completion of a scheduled task from the Task Detail window.
To view the work flows kicked off by the completion of a scheduled task:
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Click Admin in the toolbar in the upper-right corner of the window.
The System Administrator Dashboard page opens.
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Click Manage Schedule Templates link in the Company Administration column.
The Schedule Templates page opens.
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Click Template Details tab.
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Select the schedule template you want work with from the Schedule Template at the top of the page.
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Click the name of the scheduled task which kicks off your work flows.
The Task Detail window opens. The work flows appear in the Workflows initiated by form table.
Each work flow listed in the table has an Edit link. If you click Edit link, the Edit Work Flow window opens. You can modify the configuration of the work flow from this window.
Once your configuration is complete, the user will use their normal processes.
If users complete a kickoff form, Lucernex will run the JavaScript to determine which work flow to kick off. If the data the user submits meets the conditions of more than one work flow, they will then be prompted to select which work flow they want to kick off.
If users complete a scheduled task configured to kick off a work flow, Lucernex will run the JavaScript to determine which work flow to kick off.
Example Use Cases