Workflow Step Configuration

1. In the Workflow Steps section, select the + button to add the workflow steps.
   1. Step Name — enter name for this step.
   2. Step Type — use the dropdown to select whether the step applies to a user, group, or auto.
   3. Recipient — use the dropdown to select the user or group to whom the workflow is routed.
   4. Description — enter a description for the step.
   5. Add Parallel Step — select this button if you would like a step that runs concurrently with the new step, and complete the fields.
2. Select the + button to add the next step in the workflow.
3. Configure the step to behave as intended. For information about what each step can do, visit Workflow Steps.
4. Continue adding steps as needed.

Once all the steps are added, select the Settings icon to configure each step.

1. In the step General Settings page complete the following:
   1. Task List — use the drop-down to associate a task list to the workflow step.
   2. Task Requirements — use the drop-down to select whether the task requirements are None, No Tasks Required, Workflow Note Required or All Tasks Complete. For more information on Tasks, see Task Lists and Manage Tasks.
   3. Use Form View for Step — select this option to set the user view for this step to Form View. For information on this view, see Form View.
      1. Edit Mode by Default — Select this to enable index data editing for the assigned user as the default.

      2. Read Only — Select this setting to disable edit mode for the workflow user.

         Selecting Read Only will disable Edit Mode by Default, as it disables edit mode entirely.

   4. Send Email When Entering Step — select this option to send an email notification when the step is initiated. If this box if checked, complete the following:
      1. Send Email To — use the drop-down to select the email recipient.
      2. Email Template — use this drop-down to select the email template to use for the step. For details about email templates, see Templates.
      3. Include Document Link — select this option to include a link to the document instead of an attachment.
   5. Require User Password — select this option if you would like the user to enter a password. If this box is checked, enter the password for the recipient to use in the Step Password field.
2. Select the right arrow to expand the Auto Escalation section and complete the following:
   1. Enable Auto Escalation — select this option to let Vasion Automate Pro automatically escalate the workflow.

In the Button Information tab you can set buttons to display when the step your are configured start. To set the button settings:

1. Select the Button Information tab.

2. Select the button you want to include in this workflow step and complete the following:

   1. Button Label — enter the a label to display on the button.

   2. Status message — enter the message associated with the button you want the end user to see. This message displays in the workflow status field after the user selects the button.

   3. Email Template — use the drop-down to associate a template for the email sent with this step. If you don't associate a template, the system uses the default template.

   4. Comment Required — select this option to require the user to enter a comment on this step.

3. After the button(s) configuration is complete, select Done.

Use the None button to trigger one or more of the other settings in the Settings Available Across All Custom Buttons section above.

1. Enter a name for the button in the Action Name field. The name here will display on the button for the user.
2. Select the None option from the Button Action drop-down.
3. Configure any desired options from the custom button configuration settings.
4. Select Save.

Use the Auto Signature button to sign the Workflow Document.

1. Enter a name for the button in the Action Name field. The name here will display on the button for the user.
2. Select the Auto Signature option from the Button Action drop-down.
3. Use the drop-down to select an Object to be signed.
4. Select Set Signature Location.
5. Drag & Drop a file or select Browse to upload one.
6. Select Continue.
   
7. Select the Signature icon.
8. Select and drag a box where the signature is needed on the document.
9. Select the Save icon.
   
   1. Repeat steps 2-8 for each Object type to sign with this workflow button.
10. Select the Burn Signature check box to generate the document with the signature directly on it. Without selecting the Burn Signature option, the user can move and edit the signature.
11. Select Apply Date to Signature to add the date and time to the bottom of the signature.
12. Configure any desired options from the custom button configuration settings.
13. Select Save.

Use the Create Portal User button to generate a user account for the configured value or field.

1. Enter a name for the button in the Action Name field. The name here will display on the button for the user.
2. Select the Create Portal User option from the Button Action drop-down.
3. Select the Object field that should be used for the user's first name in the First Name drop-down.
4. Select the Object field that should be used for the user's last name in the Last Name drop-down.
5. Select the Object field that should be used for the user's email address in the Email Address drop-down.
6. Select the group or groups to add the created users to from the Groups drop-down.
7. Configure any desired options from the custom button configuration settings.
8. Select Save.

Use the Create User Folder button to generate a folder for the selected email in the Email (Username) field.

Before configuring this custom button, portal parent folders will need to be configured. For more information on configuring portal parent folders, see Portal Parent Folders.

1. Enter a name for the button in the Action Name field. The name here will display on the button for the user.
2. Select the Create User Folder option from the Button Action drop-down.
3. Select the object field that contains the desired user's email for assigning access from the Email (Username) drop-down.
4. Select the location of the folders to be created from the Portal Parent Folder drop-down.
5. Select an object field that should be used in the generated folder names from the Fields for Folder Name drop-down.
6. Select Add to Format to add the field to the Folder Name Format field.
7. Repeat steps 4-5 for each index field that should be added to the folder name.
8. If you need to edit or adjust the folder name configuration, select Clear Folder Name Format.
9. Configure any desired options from the custom button configuration settings.
10. Select Save.

Use the Lookup workflow button to trigger an existing lookup. For more information on lookups, see Field Mapping.

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Lookup option from the Button Action drop-down.
3. Select the desired Lookup from the Lookup drop-down. For more information configuring lookups, see Field Mapping.
4. Configure any desired options from the custom button configuration settings.
5. Select Save.

Use the Open URL button to send the user to a specific web page.

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Open URL option from the Button Action drop-down.
3. Enter the desired URL destination in the Open URL text box.
4. To pass parameters into the URL from Vasion Automate Pro Object index data:
   1. Select the object field to pass into the URL from the Field drop-down.
   2. Locate the input cursor at the correct location for the parameter in the URL within the Open URL text box.
   3. Select the Add to URL button to add the index field to the URL.
5. Select either the Open in New Tab or the Open in New Window option.
6. Configure any desired options from the custom button configuration settings.
7. Select Save.

Use the Send Email button to trigger sending an email.

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Send Email option from the Button Action drop-down.
3. Select either Send to Email or Send to Field option.
   1. Send to Email — Select this option to always send the triggered email to the same email address.
      1. Enter the desired email address in the Send to Email text box.
   2. Send to Field — Select this option to send an email based on the data in an index field.
      1. Select the object field that contains the recipient email address from the Send to Field drop-down.

      

4. Select the email template to send from the Email Template drop-down. For more information about email templates, see Email Templates.
5. Select the Attach Document option to include the document in workflow in the email.
6. Configure any desired options from the custom button configuration settings.
7. Select Save.

Use the Set Fields button to prompt the workflow user to enter data for one or more Object index fields.

1. Enter a name for the button in the Action Name field. The name here will display on the button for the user.
2. Select the Set Fields option from the Button Action drop-down.
3. For each field that should be set with this button:
   1. Select the Prompt option to trigger a modal for the user to input data for that field upon button selection.
   2. Select the Required option to prevent the user from continuing without inputting a value for that field. Required fields automatically selects the Prompt option.
   3. Enter a value in the Auto Value text box to set that index field to the entered value upon button selection. If the Auto Value column is filled and neither Prompt nor Required is selected, the Auto Value is set.
4. Configure any desired options from the custom button configuration settings.
5. Select Save.

Use the Start Workflow button to initiate another workflow.

1. Enter a name for the button in the Action Name field. The name here will display on the button for the user.
2. Select the Start Workflow option from the Button Action drop-down.
3. Select the workflow to initiate from the Workflow drop-down.
4. Configure any desired options from the custom button configuration settings.
5. Select Save.

Use the Terminate button to end the workflow process for the current workflow item.

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Terminate option from the Button Action drop-down.
3. Configure any desired options from the custom button configuration settings.
4. Select Save.

Use the Generate PDF button to generate a new version of the document using the object's default document template. Find the versions of this document in the Versions icon .

To configure the Generate PDF workflow button:

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Generate PDF option from the Button Action drop-down.
3. Configure any desired options from the custom button configuration settings.
4. Select Save.

Use the Merge Linked Files button to combine all of the currently linked documents into the current document.

To configure the Merge Linked Files workflow button:

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Merge Linked Files option from the Button Action drop-down.
3. Select either Current Document First or Current Document Last to default the location of the workflow document to the front or back of the document, respectively.
4. Configure any desired options from the custom button configuration settings.
5. Select Save.

Use the Copy Linked Files button to make a copy of any documents that are returned in the selected Linked Search and attach them to the current document. For linked search configuration, see Linked Search.

To configure the Copy Linked Files workflow button:

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Copy Linked Files option from the Button Action drop-down.
3. Configure any desired options from the custom button configuration settings.
4. Select Save.

Use the Burn Annotations button to affix annotations directly to the workflow document.

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Burn Annotations option from the Button Action drop-down.
3. Configure any desired options from the custom button configuration settings.
4. Select Save.

Use the Ignore Changes in Form View button to allow for the document to be approved, reassigned, forwarded, etc while leaving required fields empty.

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Ignore Changes in Form View option from the Button Action drop-down.
3. Configure any desired options from the custom button configuration settings.
4. Select Save.

Use the Document Template button to trigger the creation of a previously configured Document Template. For information about configuring a template, see Document Template.

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Document Template option from the Button Action drop-down.
3. Select the desired template from the Document Template drop-down.
4. Select the Use Original Document option to fill the configured document template's index fields directly on the workflow document. If left unchecked, the document template is sent to whichever selection is made for the template type. For information about this configuration, see Enter Template Details.
5. Select the Merge As Coversheet option to generate the document template and append it to the beginning of the document currently in workflow.
6. Configure any desired options from the custom button configuration settings.
7. Select Save.

Use the Signature Template button to trigger the sending of a previously configured Signature Template. For more information about configuring a template, see Signature Templates.

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Signature Template option from the Button Action drop-down.
3. Select the desired template from the Signature Template drop-down.
4. Select the Use Original Document option to send the workflow document to the selected signature template's destination email address. If left unchecked, the signature template document is sent. For information about this configuration, see Signing Options.
5. Configure any desired options from the custom button configuration settings.
6. Select Save.

Use the Save Progress button to save form progress on the current step of the workflow. This is useful if there is a long form that needs to be completed, and may need to be returned to later.

1. Enter a name for the button in the Action Name field. The name here displays on the button for the user.
2. Select the Save Progress option from the Button Action drop-down.
3. Select Save.

You can configure logic for step entry and auto routing based on field values.

1. Select the Step Entry Logic tab and complete the following:

   1. Assign to Field — use the drop-down to select one of the Object's Index Fields and use that field as the assignee.

   2. Parameter — use the drop-down to select a field that contains a value you want to use for validation.

   3. Value Type — use the drop-down to select the field type associated with the parameter.

   4. Value — use the drop-down to select the comparison and text options for number or date type fields.

   5. Enable "And" Operator — use this option to add additional parameters for more granular control Vasion Automate Pro supports up to 3 field values, and if all are configured, all must be true for the logic to apply on this step.

   6. Action — use the drop-down to select one of the following actions:

      1. Assign To — when selected, you can then use the radio button to assign the step to a user or group. In the Name field use the drop-down to select the user or group.

      2. Skip Step — select to automatically skip this step

      3. Complete Workflow —select to complete the workflow with this step.

2. Add a Parameter — use this button to add a new parameter to this workflow step.

3. Remove — select a parameter from the list and select this button to remove it from the workflow step.

4. Complete Step if No Criteria is Met — check this box to complete the workflow step if the criteria specified is not met based on the logic.