General

On this tab, the configuration related to the event scheduling must be performed. To do that, fill in the following fields:

Start: Enter the start date and time execution of the timer.

Next execution: The date and time for the next timer execution are filled out according to the recurrence information filled out next.

Frequency: Select how often executions will be performed:

• No recurrence: There will be no recurrence in the execution.
• Hour(s)/Minute(s): The execution will be performed in an interval of hour(s) or minute(s). Enter the desired range 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 smaller than 15 minutes for the scheduling of the timer.
• Daily: The execution will have an interval of days. Enter the desired range in the "Every" field. For example: every 2 days, every 5 days, etc.
• Weekly: The execution will have an interval of weeks. Enter the desired range in the "Every" field. For example: every 1 week, every 2 weeks, etc.
• Monthly: The execution will have an interval of months. Enter the desired range in the "Every" field. For example: every 2 months, every 4 months, etc.

End of recurrence: Use this field to select the end of the timer execution recurrence:

• No end date: The execution recurrence will not end.
• Ends after: The execution ends after a set number of occurrences. Use the "Occurrences" field to enter the limit number of execution occurrences.
• Ends on: The execution ends on a certain date. On the "Date" field, select the day, month, and year on which the execution will end.
• Week days: Select the week day(s) for the recurrence. Note: Field valid only for weekly recurrence.
• Months: Select the month(s) for the recurrence. Note: Field valid only for monthly recurrence.

Delete after finishing scheduling: Check this field so that, after reaching the configured number of recurrences, the timer scheduling execution is deleted. Note: With this option, only the execution scheduling will be deleted from the scheduling list configured in the system.

Notified user

On this tab, the configuration is performed for the users who must be notified every time 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 the users that will be notified will be created:

• 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 that hold 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 that hold 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: 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 particular functional role will be notified. 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.
• Search field: Fill out the search filters according to the option selected in Notify field. These filters will help retrieve the desired record.

After filling out all necessary fields, click on the button on the toolbar.

At this point, the respective records will be listed. Hold the SHIFT or CTRL key on the keyboard or the checkbox next to each record to select more than one record at a time.

Save the record after the notified ones have been properly selected.

Start

On this tab, the system will display all processes that will be started by the event.

History

This tab displays the log of the performed 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.

After the configuration, save the scheduling data of the timer event.

General

Enter the general data of the event:

Duration: Enter for how long the process will have to 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 smaller than 15 minutes for the scheduling of 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 default calendar: If this field is checked, it indicates that the calendar set as default through the Administration component will be used to calculate the time set on the timer.

Revision

This tab will only be displayed if the process is configured with an automation whose operation is "Revision". In this case, select what will be the status of the revision as soon as the event in question is executed. If necessary, check the "Start new cycle" option to begin a new revision cycle. Only those statuses that are configured in the same way as process automation will be displayed.

After the configuration, save the data of the timer event.

E-mail

Use this tab to perform the configurations for e-mails that will be sent. Fill out the following fields:

• Sender: Define the e-mail address of the sender of the message. To do so, select the e-mail server that will be used to send the message event. Note: The available senders will be all e-mail servers created on 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 out the following fields regarding 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 template that has been duly configured. Otherwise, the e-mail content will be the default system template.
• 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 a text to be added at the top of the e-mail that will 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 HTML/HTM files (with tags) article.

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

Enter the users who will receive the e-mail of the message event. If the Consider list of users to be notified on the message event option has been checked, the users to be notified on the message event will be the same who are notified on the Message event that has been selected in the corresponding field. 

Otherwise, the e-mail can be sent to the users of a Department, Position, Team, Functional role, as well as to the Process starter, Process starter leader, Process manager, or Instance manager. The following options are also available: Activity executor or Activity executor leader, in which the process activity must be entered; Attribute - User name, Attribute - User ID, and Attribute - E-mail, in which the attribute must be entered; Specific e-mail, in which a specific e-mail address must be entered; Form field - User name, Form field - User ID, and Form field - E-mail address, in which the table and the field must be entered.

Attachment

In this tab, it is possible to configure for the files attached to the process instance to be sent via the event e-mail. To do that, check the following fields:

• Instance attachments: Check this option for the files attached to the instance to be 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 for the documents from SoftExpert Document attached to the instance to be 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 process forms are sent as e-mail attachments. If this option is not checked, no form files will be sent in the e-mail.

Message

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 run 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 sending the message.
• Message: Enter the code set for the message receiving event. This code was set as soon as the message receiving event was added in 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 made in this section, then the message receiving event of the other process will only be executed if it has the same value as 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 a name for the correlation. Must be the same name as the message receiving event.

Value: Define the correlation value type:

• Constant: If this option is selected, then the correlation between the instances will be given through a fixed value (constant). To do that, fill out the Constant value in the respective field.
• Value based on form: For this option to be available, the SoftExpert Form component must be part of your acquired solutions. Check this option for the correlation between the instances to be given through a value filled out 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. Therefore, fill out the Table that contains the form associated with the process and select the Field that will receive the value which will be used to perform the correlation.
• Use the %WF_IDINSTANCE% and %WF_PARENT_IDINSTANCE% constants to send the ID # of the current instance and 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.

Survey

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.
• Planning: Check the Manual closure option so that the survey is closed manually.

Save the record after configuring the message event.

Name: This field displays the name of the message receiving event. The name can only be changed by using the General section of the Items panel.

Message (Code): This field displays the message receiving event code. The code can only be changed by using the General section of the Items panel.

Correlation between instances

Use this section to configure the correlation between instances. If any configuration is made in this section, then the message receiving event of the other process will only run if it has the same value as in the message submission 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 a name for the correlation. Must be the same name as the message receiving event.

Value: Define the correlation value type:

• Constant: If this option is selected, then the correlation between the instances will be given through a fixed value (constant). To do that, fill out the Constant value in the respective field.
• Value based on form: For this option to be available, the SoftExpert Form component must be part of your acquired solutions. Check this option for the correlation between the instances to be given through a value filled out 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. Therefore, fill out the Table that contains the form associated with the process and select the Field that will receive the value which will be used to perform the correlation.
• Use the WF_IDINSTANCE and WF_PARENT_IDINSTANCE constants to send the ID # of the current instance and 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.

After the configuration, save the record.

Destination: Enter the "Link (receive)" event that will make the connection with the link.

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, it will be displayed on the Status tab. 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.

After configuring the event, save the record.

Input flow

This tab will only display the "Link (send)" event because this event accepts no other input flows.

For each "Link (receive)" there should be a "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, it will be displayed on the Status tab. 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.

After configuring the event, save the record.

Input flow

This tab will display all the predecessor items 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, it will be displayed on the Status tab. 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.