Sage CRM Developers Course
Workflow (1)
Looking ahead to the classes
DP01: Introduction to the Development
Partner Program
DP02: Entities and the Data Model (Part 1 of
2)
DP03: Entities and the Data Model (Part 2 of
2)
DP04: Implementing Screen Based Rules
(Part 1 of 2)
DP05: Implementing Screen Based Rules
(Part 2 of 2)
DP06: Screen and User Independent
Business Rules
DP07: Workflow (Part 1 of 2)
DP08: Workflow (Part 2 of 2)
DP09: Using the API Objects in ASP Pages
(Part 1 of 2)
DP10 : Using the API Objects in ASP Pages
(Part 2 of 2)
DP11: Using the Component Manager
DP12: Programming for the Advanced Email
Manager
DP13: Using the Web Services API
DP14: Using the Web Services API (Part 2 of
2)
DP15: Coding the Web Self Service COM API
(Part 1 of 2)
DP16: Coding the Web Self Service COM API
(Part 2 of 2)
DP17: Using the .NET API (Part 1 of 2)
DP18: Using the .NET API (Part 2 of 2)
Workflow
Control of process and data tasks
CRM offers graphical representation
Progress through logical arbitrary steps/states using ‘rules’ that govern transition
Rules
User driven action
– Uses JScript to check the data condition
– E.g.. whether rule is available
Time driven action
– Uses SQL to check the data and time condition
– E.g.. whether the rule is executed
Workflow as a mechanism for implementing business rules
Integrate tightly with other scripting E.g.. Field Level and Table Level
A Simple Opportunity Workflow
Sold
Negotiating
Quoted
Qualified
Quoted
Lost
Lead
New Oppo
Lost
Reassign
Convert
from Lead
Qualified
Sold
Graphical Workflow
Flow diagram of workflow
process produced following
analysis (previous slide) has to
be understood and turned into
CRM Graphical form.
Decision Tree like diagram
Looping and branching and
reuse of rules and states
supported
Custom Workflow Entities
Entity
Opportunity
Cases
Solutions
Leads
Person
Company
Communications
Campaigns
Waves
Waveitems
Custom Entity
Default
Workflow
Workflow
Mentioned in
Progress Table Config
New Workflow
P
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O
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Workflow Configuration
Default Workflow provided for:
Leads
Opportunity
Cases
Solutions
Campaigns
Waves
WaveItems
Enable Workflow in
Admin>Configuration>Workflow
For other workflow capable entities
then workflow always enabled
Workflow Tracking
Workflow
Lead
Solution
Case
Opportunity
All entities above work in same way.
User Driven Workflow Rule Types
Primary Rules
Transition Rules
Conditional Rules
Global Rules
Primary Rules
Initial creation of record
Condition
Controls whether button displays
NOTE: Where entity life cycle starts
with Dedupe Search or Inbuilt
System Action Custom Workflow
needs to start with Transitional Rule
e.g..
NewCompany
NewIndividual
Limiting Access to Rules
Simplest way of limiting access is by using the
"Restrict to Team" selection box.
Code Needed for more complex restrictions
The JavaScript Condition field on Primary, Transition, and
Global rules limits whether or not the rule appears for a
given record.
The workflow button will be hidden where the script sets
Valid to be false, and where Valid equals true then it will be
displayed.
To limit access to the rule to members of the Support and
Operations team the JavaScript condition would be:
var intTeamID = CurrentUser.user_primarychannelid;
if (intTeamID == 1 || intTeamID == 5)
{
Valid = true;
}
else
{
Valid = false;
}
Access to Primary Rules and Main
Menu ‘New’ options
Using the JavaScript Condition to Control
Primary Rule Availability
To hide the 'New' button on the case list called
from the company and person tab bars (where
the company is "on hold") the following
JavaScript condition can be used:
var strStatus = CRM.GetContextInfo("company",
"comp_status");
if (strStatus == "On Hold")
{
Valid = false;
}
else
{
Valid = true;
}
Note:
The method GetContextInfo can be used here because the
company entity is in context.
The Main Menu New Button & Context
The example given will not hide the New Button that is
called from the Main Menu, nor will it hide the New Button
on the 'My CRM' nor the 'Team' menus.
This is because the customer may not be known until the
user chooses it in the company field of the case entry
screen and confirms it using the Save button.
In this example to stop the users creating a support case for
a customer that is "On Hold" we need to use a validation
rule.
This example validation rule can be added to a field such as
case_referenceid that appears in the casedetailbox screen.
This validation rule will also act as a double check to the
first example given.
intCompID = Values("case_primarycompanyid");
var recComp = CRM.FindRecord("company",
"comp_companyid ="+intCompID);
if (recComp.comp_status=="On Hold")
{
Valid = false;
ErrorStr = "You may not create a case for a company
placed on hold.";
}
Transition Rules
Transition Rules
Movement from state to state
Condition
– Controls whether button displays
A transition rule that is linked to the
workflow 'entry state' can then be
used to attach the record to a
workflow.
If a record is created by system default
behaviour (e.g. via a lead converted to
opportunity) then the newly recreated record
will have a null workflowid field.
Global Rules
No movement from state to state
Available at all states once
record added to workflow
Condition
Controls whether button displays
Conditional Rules
Similar to Transition rule:
Movement from state to state
Condition
Button always displayed
Controls branching of to alternate
states triggering different actions based
on data values
Primary
Global
Escalation
P
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O
Transitional P
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O
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Conditional P
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P NA NA P
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Create Outbound Call List
Export Target List to File
Create Task for Target List
Create Document for Target
List
Run Stored Procedure
Execute SQL Statement
Create Merge Document
Create Solution
Create Lead
Create Case
Create Opportunity
Create Task
Send SMS Message
Send Email
Show Notification on Screen
Show Message on Screen
Display Field for Amendment
Reset Column Value
Set Column Value
Action Availability
Follow up Actions
The ability to create Tasks, Opportunities, Cases, Leads and
Solutions is available to the following Workflow Rules types:
Transitional
Global
Conditional
Create Task
This will always create a communication that references the same
workflowinstance as the creating entity. The Task will be attached to the same
workflow
Create Opportunity
This will create a new opportunity that is unattached to workflow. This means
that the oppo_workflowid will be null. The exception is when created from a
opportunity workflow then same workflowinstance is referenced. The new
Opportunity is part of the same workflow as the original opportunity
Create Case
This will create a new case that is unattached to workflow. This means that the
case_workflowid will be null. The exception is when created from a case
workflow then same workflowinstance is referenced. In this instance the new
case is part of the same workflow as the original case.
Create Lead
This will create a new Lead that is unattached to workflow. This means that the
lead_workflowid will be null. The exception is when created from a Lead
workflow then same workflowinstance is referenced. In this instance the new
Lead is part of the same workflow as the original Lead.
Create Solution
This will create a new Solution that is unattached to workflow. This means that
the soln_workflowid will be null. The exception is when created from a Solution
workflow then same workflowinstance is referenced. In this instance the new
Solution is part of the same workflow as the original Solution.
Direct Execution of SQL statements
Complete SQL Statement (Full DML)
Multiple Statements Allowed (;)
Use of #field#
E.g..
update Comm_Link set CmLi_Deleted = 1 where CmLi_Comm_CommunicationId in (select Comm_CommunicationId from
Communication where Comm_WaveItemId=#WaIt_WaveItemId#);update Communication set Comm_Deleted=1 where
Comm_WaveItemId=#WaIt_WaveItemId#
NOTE
Separate statements can not pass variables
Can’t declare variable in one statement then use it in another
Q&A
Looking ahead to the classes
DP01: Introduction to the Development
Partner Program
DP02: Entities and the Data Model (Part 1 of
2)
DP03: Entities and the Data Model (Part 2 of
2)
DP04: Implementing Screen Based Rules
(Part 1 of 2)
DP05: Implementing Screen Based Rules
(Part 2 of 2)
DP06: Screen and User Independent
Business Rules
DP07: Workflow (Part 1 of 2)
DP08: Workflow (Part 2 of 2)
DP09: Using the API Objects in ASP Pages
(Part 1 of 2)
DP10 : Using the API Objects in ASP Pages
(Part 2 of 2)
DP11: Using the Component Manager
DP12: Programming for the Advanced Email
Manager
DP13: Using the Web Services API
DP14: Using the Web Services API (Part 2 of
2)
DP15: Coding the Web Self Service COM API
(Part 1 of 2)
DP16: Coding the Web Self Service COM API
(Part 2 of 2)
DP17: Using the .NET API (Part 1 of 2)
DP18: Using the .NET API (Part 2 of 2)