Tab

Fields for editing

General

This tab is used to set the configuration related to event scheduling. To do that, fill in the following fields:

Start: enter the start date and time for the execution of the timer.

Next execution: the start date and time for the next execution of the timer will be defined according to the recurrence information that will be inserted in the following fields.

Recurrence: fill in the fields below.

• Frequency: select how often the executions will occur:
  • No recurrence: there will be no recurrence for the execution.
  • Hour(s)/Minute(s): the execution will occur at an interval of hour(s) or minute(s). Enter the desired interval in the Every field. For example: every 20 minutes, every 30 minutes, every 3 hours, etc. Note: it will not be possible to select a time shorter than 15 minutes when scheduling the timer.
  • Daily: the execution will occur at an interval of days. Enter the desired interval in the Every field. For example: every 2 days, every 5 days, etc.
  • Weekly: the execution will occur at an interval of weeks. Enter the desired interval in the Every field. For example: every 1 week, every 2 weeks, etc.
  • Monthly: the execution will occur at an interval of months. Enter the desired interval in the Every field. For example: every 2 months, every 4 months, etc.
• End of recurrence: use this field to select when the execution recurrence will end for the timer:
  • No end date: the execution recurrence will not end.
  • Ends after: the execution ends after a certain number of occurrences. In the Occurrences field, enter the limit number for execution occurrences.
  • Ends on: the execution ends on a certain date. In the Date field, select the day, month, and year when the execution will end.
  • Week days: select the day(s) of the week for the recurrence. Note: field valid for weekly recurrence only.
  • Months: select the month(s) for the recurrence. Note: field valid for monthly recurrence only.

Delete after finishing scheduling: check this field so that, once the number of configured recurrences is reached, the timer execution scheduling is deleted. Note: with this option, only the execution scheduling will be deleted from the list with the schedulings configured in the system.

Notified user

This tab is used to configure the users who must be notified whenever the event is triggered. To do that, click on the button and fill out the following fields on the screen that will open:

Notify: select how the group of users who will be notified via the scheduling will be composed:

• Department: users from a specific department in the organization will receive the notifications. Search fields will be enabled so that the desired record can be easily retrieved.
• Position: users holding a specific position in the organization will receive the notifications. Search fields will be enabled so that the desired record can be easily retrieved.
• Department/Position: users holding a position in a given department will receive the notifications. Search fields will be enabled so that the desired record can be easily retrieved.
• User: a specific user will receive the notifications. Search fields will be enabled so that the desired record can be easily retrieved.
• Team: the members of a specific team will receive the notifications. Search fields will be enabled so that the desired record can be easily retrieved.
• Functional role: users who have a certain functional role will receive the notifications. Search fields will be enabled so that the desired record can be easily retrieved.
• Permission: define whether the selected users will have permission to receive the scheduling notifications.
• Filter: fill in the search filters according to the option selected in the Notify field. These filters will help retrieve the desired record.

Start

This tab displays the processes that will be started by the event.

History

This tab displays the log of the completed executions. Remember that the executions are performed according to the frequency configured on the General tab. If an error occurs during execution, click on the button to view the generated log.

Tab

Fields for editing

General

Enter the general data of the event:

Duration: determine for how long the process must wait in order to continue the execution of the remaining items in the flowchart. This duration may be given in hours/minutes (hhh:mm), day(s), week(s), or month(s). When the formula is configured, the duration in this field will only be used when no value is returned. Note: it will not be possible to select a time shorter than 15 minutes when scheduling the timer.

Formula: click on this button to set the duration of the timer using a formula. On the screen that will be opened, enter the desired formula. See below an example of a formula in which the DEFINE_ACTIVITY_DURATION() function is used based on the priority set for the process through the PRIORITY() function.

Example 1:

IF(PRIORITY('Name') = 'Critical')

RETURN DEFINE_ACTIVITY_DURATION('008:00';'hhh:mm')

ELSE

SE(PRIORITY('Name') = 'High')

RETURN DEFINE_ACTIVITY_DURATION('3;'Day(s)')

ELSE

RETURN DEFINE_ACTIVITY_DURATION('5;'Day(s)')

END

END

In this example, the process priority was configured with a simple listing evaluation method, which contains the "Normal", "High", and "Critical" criteria. Thus, the following priorities have been defined:

• "Critical": the timer will wait 8 hours; 
• "High": the timer will wait 3 days;
• "Normal": the timer will wait 5 days.

Use process calendar: if this field is checked, the calendar set as default through the Administration component will be used to calculate the time set on the timer.

Tab

Fields for editing

E-mail

This tab is used to set the configurations referring to the e-mails that will be sent. To do that, fill in the following fields:

Sender: insert the e-mail address of the message sender. To do so, select the email server that will be used to send the message event. Note: the available senders will be all e-mail servers registered in SoftExpert Configuration (Configuration > E-mail server).

Subject: enter the title of the e-mail that will be sent when this event is executed.

Content: fill in the fields referring to the content of the e-mail: 

• Content will be read from HTML file: check this field so that the e-mail content comes from a properly configured template. Otherwise, the e-mail content will be the system's default one.
• Process history: check this field so that the process instance history is added to the e-mail content. 
• If the Only comments and received e-mails option is checked, the content of the e-mail will contain the comments and the corresponding history of received e-mails.
• Text to be added at the top of e-mail: enter in this field the text you wish to insert in the e-mail to be sent. This field has a Rich Text editor that lets you format text and paragraphs, and insert tables, links, and images. In this field, it is also possible to use the HTML tags described in the Configuring an HTML/HTM external file article (Sending e-mails with form fields topic).

Attribute: select the attributes that will be displayed in the e-mail. Only attributes associated with the process will be available for selection.

Notified user: select the users who will receive the message event e-mail. If the Consider message event e-mail list option is checked, the notified users will be the same as those for the Message event selected in the respective field. Otherwise, the e-mail addressees can be configured manually. It is possible to choose from the following message sending profiles:

• Users linked to a given department, position, team, or functional role; for the process starter, the process starter's leader, the manager of the process, or the manager of the instance;
• Activity executor or Activity executor leader — in which case the following information must be provided:
  • The process activity.
  • The attribute (User name, User ID, or E-mail address).
  • A specific e-mail address.
  • A form field (User name, User ID, or E-mail address), specifying the table and the field.

Attachment: set the configurations so that the files attached to the process instance are sent along with the event e-mail. To do that, check the following fields:

• Instance attachments: check this option so that the files attached to the instance are sent as e-mail attachments. To only send the files of a defined activity, select, in the Added to the activity field, the activity that contains the attachments that will be sent in the e-mail. If this option is not checked, no instance attachments will be sent in the e-mail.
• Instance documents: check this option so that the documents from SoftExpert Document attached to the instance are sent as e-mail attachments. To only send the documents of a defined activity, select, in the Added to the activity field, the activity that contains the documents that will be sent in the e-mail. If this option is not checked, no instance documents will be sent in the e-mail.
• Files added to the forms: check this option so that the files added to the forms of the process are sent as e-mail attachments. If this option is not checked, no form files will be sent in the e-mail.

Use this tab to allow the message event to execute a message receiving event from another process. On this tab, it is also possible to configure the correlation between instances, that is, the message receiving event of another process will only be executed if both processes have a certain value. To do that, fill in the following fields:

• Process: select the process that contains the message receiving event, which will be executed after the message is sent.
• Message: enter the code set for the message receiving event. This code is defined as soon as the message receiving event is added to the flowchart of the process selected in the previous field.

Correlation between instances

Correlation between instances allows using advanced expressions with several combinations; for example, it is possible to compare several parameters while only one of them must be "true". If any configuration is performed in this section, the message receiving event of the other process will only be executed if it has the same value as that in the event in question. Use the available buttons to add or edit the correlation configuration. On the screen that will be displayed, fill out the following fields:

Name: enter the name of the correlation (it must be the same as that of the message receiving event).

Value: define the value type of the correlation:

• Constant: if this option is selected, the correlation between the instances will be given through a fixed (constant) value. To this end, insert the constant value in the respective field.
• Value based on form: for this option to be available, the Form component must be part of the solutions acquired by your organization. Check this option for the correlation between the instances to be given through a value inserted in the field of a form. To do so, the process must have a form associated with it. The process containing the message receiving event must have a form containing the same table and field. Thus, fill out the table that contains the form associated in the process and select the field that will receive the value that will be used to establish the correlation.
• Use the %WF_IDINSTANCE% and %WF_PARENT_IDINSTANCE% constants to send the ID # of the current instance and of the upper instance. With these constants, the communication between instances occurs in a clearer, more precise way, such as: A sub-process can send a message directly to its upper instance, without the need to use parameters with form fields.

On this tab, it is possible to configure the survey that will be e-mailed to the users who will be notified. In order to do that, use the following fields:

Associate survey: check this option and, in the Survey template field that will be enabled, select a template created in SoftExpert Survey, on which the surveys that will be sent will be based.

• Manual closure: check the Manual closure option so that the survey is closed manually.
  • Use a specific survey execution per revision: if this option is checked, a new survey execution related to the activity or to the message event will be created whenever there is a revision for the process. Otherwise, the same in-progress survey execution related to the event will be used, regardless of any process revisions.

Tab

Fields for editing

Input flow

This tab will display the predecessor flows of this event.

Output flow

This tab will only display the Link (receive) event, because this event accepts no other output flow.

Revision/Status

The Revision tab will only be displayed if the process is configured with an automation whose operation is Revision; otherwise, the Status tab will be displayed. In that case, select what will be the process status as soon as the event is executed. Only those statuses that are configured in the same way as process automation will be displayed.

Tab

Fields for editing

Input flow

This tab will only display the Link (send) event, because this event accepts no other input flows. For each Link (receive), there must be at least one Link (send).

Output flow

This tab will display the successor flows of this event.

Revision/Status

The Revision tab will only be displayed if the process is configured with an automation whose operation is "Revision"; otherwise, the Status tab will be displayed. In that case, select what will be the process status as soon as the event is executed. Only those statuses that are configured in the same way as process automation will be displayed.

Tab

Fields for editing

Input flow

This tab will display all the predecessor items in relation to the end point.

Revision/Status

The Revision tab will only be displayed if the process is configured with an automation whose operation is Revision; otherwise, the Status tab will be displayed. In that case, select what will be the process status as soon as the event is executed. Only those statuses that are configured in the same way as process automation will be displayed.