VI-30: Extending Workflow with Simple SQL For the Non-Programmer

Transcription

1 VI-30: Extending Workflow with Simple SQL For the Non-Programmer

2 Acuity Business Solutions More than 25 years of helping project-based businesses such as Architecture, Engineering and Environmental firms, Government Contractors and Professional Services firms find opportunities, win business, deliver projects, and manage their organization Over 800 clients in 30 states nationwide Deltek s Most Award Winning Premier Partner Our goal is to help our clients achieve a significant return on their project investment 2

3 Jeff Stanley Senior CRM Consultant, Acuity Business Solutions Over 25 years working in the professional services industry Extensive knowledge of Deltek Vision products Over 12 years with Deltek Lead the design of several modules in Vision CRM Marketing Campaigns, Leads, MODI 3

4 What is SQL SQL (pronounced "ess-que-el") stands for Structured Query Language. SQL is used to communicate with a database. According to ANSI (American National Standards Institute), it is the standard language for relational database management systems. 4

5 SQL and Workflow SQL can be used to extend Vision s workflow to perform functions not normally available through Vision s standard workflow Through the use of simple SQL statements, we can create complex calculations Datediff Dateadd Round 5

6 Basic Concepts Database A collection of data stored in a organized structure Think of a file cabinet A database is not software Table List of like data stored in the same way Think of a file in the file cabinet 6

7 Basic Concepts Rows Individual records of data Papers in the file Columns Contains a specific defined type of data Name or Title 7

8 Basic Concepts 8

9 Creating an Opportunity Stage History Goal: To create a history log of Stage Changes in an Opportunity; Date stamp when a stage changes and calculate how long the stage remained in the previous stage Example: When a stage changes from Lead to Qualified. Document when the stage changed to qualified and calculate the duration in days how long the stage stayed as Lead. 9

10 First: Create the Fields Create the fields In user-defined components Application: Opportunities Create a date field for each stage in your list Create a duration field (numeric) for each stage 10

11 First Things First Create Date fields to track each of the stage change dates and numeric fields for each stage to track the duration in the opportunities info center You will also need one more date field to track the final stage (Won, Lost, Canceled, etc.)

12 Let s Start The Workflow Go to Configuration> Workflow> User initiated workflow

13 Create the Workflow Insert a new workflow in the top grid called Stage Change History

14 Create the Workflow Define the conditions for the stage change history to fire Where opportunity stage has changed

15 Create the Workflow Create a set of workflows for each stage

16 Create the Workflow Create a set of workflows for each stage to insert the current date in the appropriate field you have created.

17 Create the Workflow Create specific conditions for each workflow Insert current date into the Lead field when the conditions are met Fire workflow when stage has changed and equal to lead Note for this command you use the stage name not the code

18 Create the Workflow Next we create the workflow for the duration In this step we select the duration field in the column field Click the button at the end of the New Value SQL Expression line

19 Create the Workflow This brings up the SQL expression builder In the expression field at the bottom we are going to use the SQL command on the following slide

20 Create the Workflow DateDIFF(Day,'[:OpportunityCustomTabFields.CustPreQualifiedDate]', '[:OpportunityCustomTabFields.CustProposalDate]') This command looks at the difference in the dates of the two fields DateDIFF The second part Day specifies to look at the difference in days. Note: You can copy this command from the PowerPoint to utilize it. Keep in mind each parentheses, apostrophes, comma must still be maintained in order for the command to work and to include your own date fields

21 Create the Workflow Use the following conditions to fire the SQL Command to calculate duration The first line of the condition uses the previous stage code, which can be found in Configuration>Code Tables>Opportunity Stage (Old) not the description The second line of the condition uses the current stage description, not the code

22 Create the Workflow Repeat all of the steps above for all of the subsequent stages

23 Calculate Current Years with this Firm Goal: To create a field to track the Current Years with this Firm as a 2-digit number Example: Based off of an employees hire date and the current date calculate the number of years they have been with this firm 23

24 First: Create the Fields Create the fields In user-defined components Application: Employees Current Years with this Firm (Numeric) Current Date (Date) If there is a way to grab the current date from the server, that would solve the need to create this field This was just the easiest way that I knew to do it 24

25 First: Create the Fields 25

26 Creating the Workflow Insert the current date into the current date field 26

27 Creating the Workflow Insert the current date into the current date field 27

28 Creating the Workflow Use the following SQL to calculate the Days Make sure Hire Date is first, otherwise it will be a negative number. Datediff ( YY, '[:EM.HireDate]', '[:EmployeeCustomTabFields.CustCurrentDate]') 28

29 Creating the Workflow 29

30 Creating the Workflow 30

31 Creating the Workflow 31

32 Resources if you want to learn more SQL for Dummies by Alan G. Taylor Teach Yourself SQL in 10 min. by Ben Forta Google searches for SQL commands There are many websites that will walk you through specific functions Note: you do have to be specific about what you re looking for

33 Please submit a survey for this session via the mobile app.

34 Learn More Get plugged in Join a user group (regional, virtual) Interact in Kona Client Advisory Council (CAC) and more! (VisionPSM@Deltek.com) Join the MVP program Visit the Vision kiosks in the Expo Hall Follow the Vision Attend a live VPM, CRM, Resource Planning, demo or sign up for an upcoming webinar at Deltek.com 34

35 Contact Information Jeff Stanley Office:

36 Come See Us Visit Acuity Business Solutions at our Booth #9 in the Expo Center Come See our Other Presentations: VI-30 Extending Workflow with Simple SQL: for the Non-Programmer VI-58 Tips & Tricks The Forgotten Features of Vision VI-55 Putting Workflow to Work for You Tools for Beginners VI-09 Customer Spotlight Empowering PM s Through Project Setup or visit us at acuitybusiness.com 36