SPAR. Workflow for Office 365 User Manual Ver ITLAQ Technologies

Transcription

1 SPAR Wrkflw Designer fr SharePint Wrkflw fr Office 365 User Manual Ver ITLAQ Technlgies

2 Table f Cntents 1 Wrkflw Designer Wrkspace Wrkflw Activities Tlbx Adding Activity t the Wrkflw Canvas Wrkflw Design Ribbns Wrkflw Initiatin Frm Creating a Wrkflw Create a List Wrkflw Create a Site Wrkflw Opening a Wrkflw Wrkflw Activities Activities Settings General Ribbns User Input Activities Ntificatin Request Apprval Request Review Custm Request Flw & Lgic Activities If Cnditin Switch Parallel Activities States Machine Change State While Lp D While Lp Lp N Times Fr Each Item & File Activities Create Item Delete Item Cpy Dcument Translate Dcument Update Item Mve Dcument Set Clumn Value Check In Item Check Out Item Discard Check Out CAML Query Security & Perms Activities Item Permissins Grup Settings Operatins Activities String Builder Create Histry Lg Set Wrkflw Variable Set Wrkflw Status Wait Clumn Update Wait Fr Item Event Terminate Wrkflw Suspend Wrkflw Start Wrkflw Delay Fr Delay Until Math Operatins Functins Page 1 f 80

3 Cllectin Operatins Cllectin Builder Cnvert Value Integratin Activities Database Query Web Service Call User Prfile Viewing Wrkflw Histry & Status Wrkflw Variables Wrkflw Functins Date & Time Functins Users & Grups Functins Text Functins Miscellaneus Functins CAML Query Builder Central Tasks Management Wrkflw Status Reprt Supprted Lists and Libraries in SPARK Wrkflw Regular Expressins Page 2 f 80

4 1 Wrkflw Designer Wrkspace The SPARK Wrkflw allws yu t create custmizable wrkflws within yur Office 365 envirnment quickly and easily. Yu can design any type f wrkflw using yur preferred web brwser. The wrkflw designer wrkspace cntains three main areas: Tp Ribbn at the tp. Wrkflw Activities Tlbx n the left. Wrkflw Canvas. 1.1 Wrkflw Activities Tlbx The Wrkflw Activities Tlbx displays the wrkflw activities which can be added t the wrkflw canvas. The wrkflw activities are activities that can be dragged and drpped t the wrkflw canvas t perfrm actins and rules. T use the wrkflw activity: Select the activity frm the Wrkflw Activities Tlbx (n the left hand-side) r search fr the activity using a keywrd. Drag it nt the wrkflw canvas and drp it nt a design nde. 1.2 Adding Activity t the Wrkflw Canvas T begin designing a wrkflw, add activities t the wrkflw canvas and cnfigure each activity. Drag an activity frm the Wrkflw Activities Tlbx and drp it int a desired design nde. Click n the three dts ( ) beside the name f the activity t pen the activity peratins menu: Settings: Click n Settings t cnfigure the activity. Add Branch: T add a branch t Parallel Activity nly. Cpy: Click n Cpy t cpy activity t anther wrkflw design lcatin. G t the desired lcatin click n the design nde and click n paste. Disable: Click n Disable t disable the activity s the disabled activities will be ignred during the wrkflw running. Delete: Click n Delete t delete the activity. A delete cnfirmatin message will appear. Cllapse/Expand: Cllapse and Expand appears fr sme activities (Request Apprval, Request Review, If Cnditin, Parallel Activities, State Machine, While Lp) t cllapse r expand what are included in these activities. Page 3 f 80

5 1.3 Wrkflw Design Ribbns Lcated at the tp f the designer's page. The ptins and related help tpics are all listed belw. Actins Grup: Clse: Clicking Clse will clse the wrkflw design page and return t the riginal lcatin. If the current wrkflw has nt been saved, an alerting dialg will appear t warn the user abut saving the wrkflw design befre clsing. If the wrkflw is nt saved, the unsaved wrk will be lst. New: Clicking New will pen a new clean wrkflw canvas in rder t enable the user t create and design a new wrkflw. If the current wrkflw has nt been saved, an alerting dialg will appear t warn the user t save the wrkflw design befre clsing. If the wrkflw is nt saved, the unsaved design will be lst. Relad: Clicking Relad will relad the current wrkflw design page and pen the mst recent saved wrkflw design. Save: Clicking Save will pen a ppup dialgue as fllws: Edit Grup: - Submit: Click n Submit buttn will save the current wrkflw design and generate an unpublished versin f the wrkflw. - Title: Specify the name f the wrkflw. This is a mandatry and a unique prperty, which means it must be entered fr any newly created wrkflw and the name must nt be assigned fr any ther wrkflw acrss the site. - Overwrite current versin: Yu can ptinally chse t "Overwrite" any existing versin f any currently existing wrkflw. - Descriptin: Optinally specify a brief descriptin f the wrkflw. Clear: Clicking Clear will reset all Wrkflw design including wrkflw variables and settings. Und: Und the last actin. A stack f up t 30 und actins is available. Shrtcut keys are available fr the clipbard ptins (Ctrl + z). Red: Reverses the mst recent Und actin. Shrtcut keys are available fr the clipbard ptins (Ctrl + y). Wrkflw Grup: Publish: Befre a wrkflw becmes available t end users within SharePint lists/libraries, Cntent Type r Site, it must be published. Clicking Publish will pen a ppup dialgue as fllws: Page 4 f 80

6 - Submit: Click n Submit t publish the wrkflw. - Title: Specify the name f the wrkflw. This is a mandatry and a unique prperty, which means it must be entered fr any newly created wrkflw and the name must nt be assigned fr any ther wrkflw acrss the site. - Overwrite current versin: Yu can ptinally chse t "Overwrite" any existing versin f any currently existing wrkflw. Descriptin: Optinally specify a brief descriptin f the wrkflw. Nte: Yu will nt be able t publish the wrkflw if at least ne activity still nt cmpletely cnfigured. A yellw exclamatin mark will appear n such activities. Versins: Displays a dialg having a list f all saved and published wrkflw s versins. Frm this list a wrkflw can be rlled back t a specific earlier saved r published versin. Settings: T cnfigure wrkflw main settings, click the Settings buttn in the Wrkflw grup under Wrkflw ribbn. Yu can cnfigure the fllwing wrkflw settings: - Title: Specify the name f the wrkflw. This is a mandatry and a unique prperty, which means it must be entered fr any newly created wrkflw and the name must nt be assigned fr any ther wrkflw acrss the site. - Descriptin: Optinally prvide mre detail descriptin f the wrkflw purpse. - Start Manually: Switch it ON in case yu want the wrkflw t start manually frm the list item menu. Page 5 f 80

7 T start a list/library wrkflw manually, fllw the fllwing steps: Navigate t the list r library that wrkflw is created n. Click n the item cntext menu then click n Advanced and click n Wrkflws. T start a site wrkflw manually, fllw the fllwing steps: Click n Site Cntents. Click n SITE WORKFLOWS buttn. A list f wrkflws that have been published and are available fr manual initiatin is displayed. Click the crrespnding wrkflw's hyperlink, then click the Start buttn t initiate the wrkflw. - Start when item is created: Switch it ON in case yu want the wrkflw t start when a new item is being created. Nte: This feature is nt applicable n "Site Wrkflw". - Start when item is changed: Switch it ON in case yu want the wrkflw t start when an existing item is being updated. Nte: This feature is nt applicable n "Site Wrkflw". - Task List: Specify the wrkflw task list s all tasks created by a wrkflw are stred in. By default SPARK will chse the first task list it finds in the site. Yu can create a new list by clicking n + icn. - Histry List: Specify the wrkflw histry, usually this list is used t save lgs and tasks respnses f the wrkflw instance. By default SPARK will chse the first histry lgs list it finds in the site. Yu can create a new list by clicking n + icn. - Create Wrkflw Status: If this ptin is switched ON, the system will autmatically create an "In Prgress" wrkflw status nce the wrkflw initiated Page 6 f 80

8 and will autmatically create a "Cmpleted" wrkflw status nce the wrkflw cmpleted. - Create Custm Initiatin Frm: If this ptin is switched ON, SPARK Frms Builder must be installed n yur site in rder t create custm wrkflw initiatin frm. File Grup: Variables: Please refer t Wrkflw Variable. SPARK Initiatin Frm: Please refer t Wrkflw Initiatin Frm. View Ribbn: Imprt: Imprts wrkflw design file (.swf) including all settings and wrkflw variables t the current wrkflw canvas. Exprt: Exprts the current wrkflw design, including all settings and wrkflw variables, t a file f.swf extensin (SPARK Wrkflw File). Zm In: Clicking Zm In will increase the size f the wrkflw diagram (wrkflw canvas). Zm Out: Clicking Zm Out will decrease the size f the wrkflw diagram (wrkflw canvas). View 100%: Clicking View 100% will return the wrkflw diagram (wrkflw canvas) t the riginal viewing size. 1.4 Wrkflw Initiatin Frm The wrkflw initiatin frm is a SharePint page that pens each time a SPARK wrkflw is started manually. All wrkflw variables that have an ptin "Shw n start" set t ON in the wrkflw variable settings page will be displayed in the initiatin page when starting the wrkflw. Fr mre details abut the Wrkflw Variable, please refer t Wrkflw Variables sectin in this dcument. The user can click n "SPARK Initiatin Frm" buttn in the wrkflw ribbn t pen "SPARK Frms Builder-initiatin Frm". When clicking n "SPARK Initiatin Frm" buttn, the system will display the fllwing message in case the wrkflw is still nt published r the SPARK Frms Builder is nt installed and/r activated n the running site: "Yu need t publish this wrkflw first in rder t create an initiatin frm fr it using SPARK Frms Builder." In "SPARK Frms Builder-initiatin Frm", user can design the frm that he wants t pen when the wrkflw is started/initiated manually. The user can design his frm as he desires (i.e. add cntrls, add rules, add CSS) and then he can map these cntrls with the created wrkflw variables (that have an ptin "Shw n start" set t ON) by clicking n "Wrkflw Initiatin Frm" buttn in the frm settings ribbn. Page 7 f 80

9 Once he is cmpleting designing and mapping the wrkflw variables with the frm cntrls, he can click n Publish buttn under Publishing ribbn t publish the initiatin frm. Page 8 f 80

10 2 Creating a Wrkflw With SPARK Wrkflw, yu can create tw types f wrkflws: 1. List Wrkflw 2. Site Wrkflw. Imprtant: The user wh wants t create a new wrkflw r update an existing wrkflw shuld have "Add and Custmize Pages" permissin r have at least a "Design" level permissin assciated with his accunt. 2.1 Create a List Wrkflw With "List Wrkflw" yu can create wrkflws based n a list r library. 1. Select the List tab n the List Tls Ribbn. 2. In the Settings grup, click the SPARK Wrkflw buttn and click n Create New Wrkflw. Or 1. Select the List tab n the List Tls Ribbn. 2. In the Settings grup, click the SPARK Wrkflw buttn and click n Manage SPARK Wrkflws. 3. In the Wrkflw grup, click the New List Wrkflw buttn. 2.3 Create a Site Wrkflw With "Site Wrkflw" yu can create and assciate wrkflws n a particular SharePint site and nt bund it t a particular SharePint list r library. Fr example, yu can create a site wrkflw n a particular site t delete ld items frm all lists and libraries in this site. 1. Click n the Settings icn, click n Manage SPARK Site Wrkflws. Page 9 f 80

11 Or 1. Select the List tab n the List Tls Ribbn. 2. In the Settings grup, click the SPARK Wrkflw buttn and click n Manage SPARK Wrkflws. 3. In the Wrkflw grup, click the New Site Wrkflw buttn. Page 10 f 80

12 3 Opening a Wrkflw The existing wrkflw can be pened as fllws: 1. Select the List tab n the Ribbn tlbar. 2. Click n the SPARK Wrkflw buttn then click n Manage SPARK Wrkflws. 3. Click n the desired wrkflw t pen the wrkflw. Page 11 f 80

13 4 Wrkflw Activities 4.1 Activities Settings General Ribbns There are tw ribbn grups repeated in each activity settings. Actins Grup: Submit: Clicking Submit will save the activity settings. Clse: Clicking Clse will clse the activity settings withut save. Variables Grup: Variables: Clicking Variables will pen wrkflw variable in rder t add, delete r edit wrkflw variables. Fr mre detail, please refer t Wrkflw Variables sectin. 4.2 User Input Activities Ntificatin This activity will send a custm ntificatin message t a particular user/s r grup/s. Activity Settings: Activity Tile: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Page 12 f 80

14 T: Sets the main users wh will receive the ntificatin. T set the T field, enter the user/grup name (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Nte: If a grup is entered in this field, an will be sent t each member s address. CC: This field sets carbn cpy users wh will receive the message. T set the CC field, enter the user/grup name (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n the (fx) buttn. BCC: This field sets the blind carbn cpy users wh will receive the message. T set the BCC field, enter the user/grup name (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Subject: This field is the subject f the message that will be sent. Yu can set a dynamic value t this field by clicking n (fx) buttn. Bdy: This field is e rich text bdy f the message that will be sent. Yu can frmat the text in this field; als, yu can add dynamic values in this field by clicking n (fx) buttn Request Apprval This activity creates a request tasks t ne r mre user/grup t take actins (Apprve/Reject) n the item that the wrkflw instance is running n. The shape f this activity has tw branches: Apprved and Rejected, the directin f the wrkflw path that will be used will depend n the activity respnse result. Page 13 f 80

15 General Settings: Activity Tile: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Assign T: This field cntains all users r grups that will be assigned t take actin during the executing f the running instance f the wrkflw. T set this field, enter the user/grup name (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Assignment Behavir: Select frm the fllwing ptins: Parallel (all at nce): If this ptin is selected, the task will be sent as parallel all tgether t the specified assignees. Serial (ne at a time): If this ptin is selected, the task will be sent as serial ne by ne t the specified assignees. Create separate task fr each member in the grup: If switched ON, a separate task will be assigned t every grup member and an ntificatin will send t each grup member. If nt checked, all users in that grup will receive the task ntificatin and an ntificatin will send t the address assigned t this grup. Allw delegatin: If switched ON, the Assigned T buttn at runtime will be available fr the user in rder t allw him/her t delegate the task t anther user. Page 14 f 80

16 Preserve Incmplete Tasks: If switched ON, the incmplete tasks will be preserved. Fr example, if the "Apprval ptins" is "First respnse applies" and this ptin is set t ON, the tasks fr ther reviewers will be kept reserved, therwise they will be deleted frm the tasks list. Task Name: Specify the task name that will appear in a SharePint task list. Yu can add dynamic values t this field by clicking n (fx) buttn. Task Descriptin: Specify additinal infrmatin abut the task activity that will display in the task descriptin field in the tasks list. Yu can add dynamic values t this field by clicking n (fx) buttn. Task Due Date: Specify the due date f the task t be cmpleted. The value can be added either manually r based n a dynamic element by clicking n (fx) buttn r based f a wrkflw variable. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Wait fr task cmpletin: If switched ON, the "Request Optins" sectin will appear fr the designer and the wrkflw will wait n this activity till the cmpletin criteria is fully validated. If this prperty is switched OFF, the wrkflw will cntinue withut waiting n this activity, task/s will be sent t Assigned T users thugh. Default Outcme: Select the utcme t be used if the cmpletin criteria has nt been met. Apprval Optins: There are fur ptins f apprvals in case f having multiple Assigned T: Wait fr all tasks t cmplete: This ptin will make the wrkflw wait until all f the tasks have been cmpleted. It will then return the utcme that received the mst number f respnses. If we have a tie, the first task respnse that was received first will be the utcme f the request. Wait fr ne task t cmplete: This ptin will make the wrkflw wait until the first task is cmpleted. It will then return the utcme f this task. At least ne f this utcme: This ptin will make the wrkflw wait until the selected utcme is being received frm a task. If the required utcme is nt received, it will return the default utcme. At least a percentage f this utcme: This ptin will make the wrkflw wait until an accumulated percentage f a particular utcme is achieved. If this percentage is nt achieved, it will return the default utcme. Related Item: Switch it ON t apply the task n the current item. If switched OFF, yu can specify different items t apply the task n. The fllwing sectin s fields will appear t yu: List: Specify the list r library t apply the task n its item/dcument. Where: Specify the where cnditin. The list f values in the "Where" depends n what was selected in the "List. Equals: Chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Left Label: Yu can change the default value [N] f the left label f this activity by changing this prperty. Right Label: Yu can change the default value [Yes] f the right label f this activity by changing this prperty. Page 15 f 80

17 Ntificatin Message Settings: Subject: This field is the subject f the ntificatin that will be sent when the task is being created fr the user. Yu can set a dynamic value t this field by clicking n (fx) buttn. Bdy: The rich text bdy f the ntificatin. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Cancellatin Message Settings: Page 16 f 80

18 Subject: This field is the subject f the ntificatin that will be sent when the task cancellatin is being created fr the user. Yu can set a dynamic value t this field by clicking n (fx) buttn. Bdy: The rich text bdy f the ntificatin. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Task Reminder Settings (Optinal): Optinally cnfigure the reminders ntificatin t be sent t each assignee wh has nt yet cmpleted the task. Active: Switch it ON t make the task reminder activate. Frequency: Specify the reminder frequency (daily, weekly r mnthly). Repeat Times: Specify the number f reminders t be sent per frequency. Reminder Subject: This field is the subject f the reminder ntificatin that will be sent. Yu can set a dynamic value t this field by clicking n (fx) buttn. Reminder Message: The rich text bdy f the reminder ntificatin that will be sent. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Escalatin Settings (Optinal): This ptin will escalate the utstanding task/s autmatically t anther user within specified time frame in case f nn-availability f the user r if there is n respnse frm him/her within the time specified. The escalatin has the fllwing ptins: N Escalatin: If this ptin is selected, n escalatin is applied. Escalate t persn r grup: Select this ptin t escalate the task t a persn r a grup after a specific perid f time. Page 17 f 80

19 Escalate After: Set the escalatin waiting perid by defining number f days, hurs and minutes befre initiating the escalating prcess f this request pending tasks. Yu can set a dynamic value t Days, Hurs and Minutes fields by clicking n (fx) buttn. Escalate T: Specify the user/s r grup/s t escalate the pending request tasks after a specific amunt f time "Escalatin After" has passed. T set this field, enter the user name r address (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Escalatin Subject: This field is the subject f the escalatin ntificatin that will be sent. Yu can set a dynamic value t this field by clicking n (fx) buttn. Escalatin Message: The rich text bdy f the escalatin ntificatin that will be sent. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Aut-cmplete the task: Select this ptin t cmplete the task autmatically after a specific perid f time withut ntifying anyne. Page 18 f 80

20 Escalate After: Set the escalatin waiting perid by defining number f days, hurs and minutes befre initiating the escalating prcess f this request pending tasks. Yu can set a dynamic value t Days, Hurs and Minutes fields by clicking n (fx) buttn. Aut-cmplete the task and send Ntificatin: Select this ptin t cmplete the task autmatically after a specific perid f time and ntify a specific persn/s and/r grup/s. Escalate After: Set the escalatin waiting perid by defining number f days, hurs and minutes befre initiating the escalating prcess f this request pending tasks. Yu can set a dynamic value t Days, Hurs and Minutes fields by clicking n (fx) buttn. T: Specify the user/s r grup/s t send them a ntificatin after a specific amunt f time "Escalatin After" has passed. T set this field, enter the user name r address (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Include riginal assignee in the message CC: If this ptin is switched ON, a CC ntificatin message will send t the riginal assignee/s that the task/s was assigned t. Ntificatin Subject: This field is the subject f the ntificatin that will be sent. Yu can set a dynamic value t this field by clicking n (fx) buttn. Ntificatin Message: The rich text bdy f the ntificatin that will be sent. Yu can frmat the text in this field; als yu can add dynamic values in this field by clicking n (fx) buttn. Page 19 f 80

21 4.2.3 Request Review This activity creates a task t ne r mre user/grup t review a task n the item that the wrkflw instance is running n. General Settings: Activity Tile: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Assign T: This field cntains all users r grups that will be assigned t take actin during the executing f the running instance f the wrkflw. T set this field, enter the user/grup name (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Assignment Behavir: Select frm the fllwing ptins: Parallel (all at nce): If this ptin is selected, the task will be sent as parallel all tgether t the specified assignees. Serial (ne at a time): If this ptin is selected, the task will be sent as serial ne by ne t the specified assignees. Create separate task fr each member in the grup: If switched ON, a separate task will be assigned t every grup member and an ntificatin will send t each grup member. If nt checked, all users in that grup will receive the task ntificatin and an ntificatin will send t the address assigned t this grup. Allw delegatin: If switched ON, the Assigned T buttn at runtime will be available fr the user in rder t allw him/her t delegate the task t anther user. Preserve Incmplete Tasks: If switched ON, the incmplete tasks will be preserved. Fr example, if the "Apprval ptins" is "First respnse applies" and this ptin is set t ON, the tasks fr ther reviewers will be kept reserved, therwise they will be deleted frm the tasks list. Page 20 f 80

22 Task Name: Specify the task name that will appear in a SharePint task list. Yu can add dynamic values t this field by clicking n (fx) buttn. Task Descriptin: Specify additinal infrmatin abut the task activity that will display in the task descriptin field in the tasks list. Yu can add dynamic values t this field by clicking n (fx) buttn. Task Due Date: Specify the due date f the task t be cmpleted. The value can be added either manually r based n a dynamic element by clicking n (fx) buttn r based f a wrkflw variable. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Wait fr task cmpletin: If switched ON, the "Review Optins" sectin will appear fr the designer and the wrkflw will wait n this activity till the cmpletin criteria is fully validated. If this prperty is switched OFF, the wrkflw will cntinue withut waiting n this activity, task/s will be sent t Assigned T users thugh. Review Optins: There are fur ptins f apprvals in case f having multiple Assigned T: Wait fr all tasks t cmplete: This ptin will make the wrkflw wait until all f the tasks have been cmpleted. It will then return the utcme that received the mst number f respnses. If we have a tie, the first task respnse that was received first will be the utcme f the request. Wait fr ne task t cmplete: This ptin will make the wrkflw wait until the first task is cmpleted. It will then return the utcme f this task. Related Item: Switch it ON t apply the task n the current item. If switched OFF, yu can specify different items t apply the task n. The fllwing sectin s fields will appear t yu: List: Specify the list r library t apply the task n its item/dcument. Where: Specify the where cnditin. The list f values in the "Where" depends n what was selected in the "List. Equals: Chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Ntificatin Message Settings: Page 21 f 80

23 Subject: This field is the subject f the ntificatin that will be sent when the task is being created fr the user. Yu can set a dynamic value t this field by clicking n (fx) buttn. Bdy: The rich text bdy f the ntificatin. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Cancellatin Message Settings: Subject: This field is the subject f the ntificatin that will be sent when the task cancellatin is being created fr the user. Yu can set a dynamic value t this field by clicking n (fx) buttn. Bdy: The rich text bdy f the ntificatin. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Page 22 f 80

24 Task Reminder Settings (Optinal): Optinally cnfigure the reminders ntificatin t be sent t each assignee wh has nt yet cmpleted the task. Active: Switch it ON t make the task reminder activate. Frequency: Specify the reminder frequency (daily, weekly r mnthly). Repeat Times: Specify the number f reminders t be sent per frequency. Reminder Subject: This field is the subject f the reminder ntificatin that will be sent. Yu can set a dynamic value t this field by clicking n (fx) buttn. Page 23 f 80

25 Reminder Message: The rich text bdy f the reminder ntificatin that will be sent. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Escalatin Settings (Optinal): This ptin will escalate the utstanding task/s autmatically t anther user within specified time frame in case f nn-availability f the user r if there is n respnse frm him/her within the time specified. The escalatin has the fllwing ptins: N Escalatin: If this ptin is selected, n escalatin is applied. Escalate t persn r grup: Select this ptin t escalate the task t a persn r a grup after a specific perid f time. Escalate After: Set the escalatin waiting perid by defining number f days, hurs and minutes befre initiating the escalating prcess f this request pending tasks. Yu can set a dynamic value t Days, Hurs and Minutes fields by clicking n (fx) buttn. Escalate T: Specify the user/s r grup/s t escalate the pending request tasks after a specific amunt f time "Escalatin After" has passed. T set this field, enter the user name r address (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Escalatin Subject: This field is the subject f the escalatin ntificatin that will be sent. Yu can set a dynamic value t this field by clicking n (fx) buttn. Escalatin Message: The rich text bdy f the escalatin ntificatin that will be sent. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Page 24 f 80

26 Aut-cmplete the task: Select this ptin t cmplete the task autmatically after a specific perid f time withut ntifying anyne. Escalate After: Set the escalatin waiting perid by defining number f days, hurs and minutes befre initiating the escalating prcess f this request pending tasks. Yu can set a dynamic value t Days, Hurs and Minutes fields by clicking n (fx) buttn. Aut-cmplete the task and send Ntificatin: Select this ptin t cmplete the task autmatically after a specific perid f time and ntify a specific persn/s and/r grup/s. Escalate After: Set the escalatin waiting perid by defining number f days, hurs and minutes befre initiating the escalating prcess f this request pending tasks. Yu can set a dynamic value t Days, Hurs and Minutes fields by clicking n (fx) buttn. T: Specify the user/s r grup/s t send them a ntificatin after a specific amunt f time "Escalatin After" has passed. T set this field, enter the user name r address (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Page 25 f 80

27 Include riginal assignee in the message CC: If this ptin is switched ON, a CC ntificatin message will send t the riginal assignee/s that the task/s was assigned t. Ntificatin Subject: This field is the subject f the ntificatin that will be sent. Yu can set a dynamic value t this field by clicking n (fx) buttn. Ntificatin Message: The rich text bdy f the ntificatin that will be sent. Yu can frmat the text in this field; als, yu can add dynamic values in this field by clicking n (fx) buttn Custm Request This tpic applies t SPARK Wrkflw Prfessinal and Enterprise Editins nly. This activity allws t assign a task t ne r mre user/grup t request a specific utcme. The list f pssible utcmes is determined by the persn wh designing the wrkflw. General Settings: Page 26 f 80

28 Activity Tile: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Assign T: This field cntains all users r grups that will be assigned t take actin during the executing f the running instance f the wrkflw. T set this field, enter the user/grup name (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Assignment Behavir: Select frm the fllwing ptins: Parallel (all at nce): If this ptin is selected, the task will be sent as parallel all tgether t the specified assignees. Serial (ne at a time): If this ptin is selected, the task will be sent as serial ne by ne t the specified assignees. Create separate task fr each member in the grup: If switched ON, a separate task will be assigned t every grup member and an ntificatin will send t each grup member. If nt checked, all users in that grup will receive the task ntificatin and an ntificatin will send t the address assigned t this grup. Page 27 f 80

29 Allw delegatin: If switched ON, the Assigned T buttn at runtime will be available fr the user in rder t allw him/her t delegate the task t anther user. Preserve Incmplete Tasks: If switched ON, the incmplete tasks will be preserved. Fr example, if the "Apprval ptins" is "First respnse applies" and this ptin is set t ON, the tasks fr ther reviewers will be kept reserved, therwise they will be deleted frm the tasks list. Task Name: Specify the task name that will appear in a SharePint task list. Yu can add dynamic values t this field by clicking n (fx) buttn. Task Descriptin: Specify additinal infrmatin abut the task activity that will display in the task descriptin field in the tasks list. Yu can add dynamic values t this field by clicking n (fx) buttn. Task Due Date: Specify the due date f the task t be cmpleted. The value can be added either manually r based n a dynamic element by clicking n (fx) buttn r based f a wrkflw variable. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Wait fr task cmpletin: If switched ON, the "Request Optins" sectin will appear fr the designer and the wrkflw will wait n this activity till the cmpletin criteria is fully validated. If this prperty is switched OFF, the wrkflw will cntinue withut waiting n this activity, task/s will be sent t Assigned T users thugh. Custm Request Cntent Type: yu can select cntent types that already been created n the tasks list with a custm utcme field, in rder t prevent creating a new custm cntent type with the same utcme. Outcmes: All the pssible respnses t the task. When cmpleting the task, assignees must chse frm ne f the listed utcmes. Yu can add new utcme by clicking n "Add Outcme" buttn. Default Outcme: Select the utcme t be used if the cmpletin criteria has nt been met. Apprval Optins: There are fur ptins f apprvals in case f having multiple Assigned T: Wait fr all tasks t cmplete: This ptin will make the wrkflw wait until all f the tasks have been cmpleted. It will then return the utcme that received the mst number f respnses. If we have a tie, the first task respnse that was received first will be the utcme f the request. Wait fr ne task t cmplete: This ptin will make the wrkflw wait until the first task is cmpleted. It will then return the utcme f this task. At least ne f this utcme: This ptin will make the wrkflw wait until the selected utcme is being received frm a task. If the required utcme is nt received, it will return the default utcme. At least a percentage f this utcme: This ptin will make the wrkflw wait until an accumulated percentage f a particular utcme is achieved. If this percentage is nt achieved, it will return the default utcme. Related Item: Switch it ON t apply the task n the current item. If switched OFF, yu can specify different items t apply the task n. The fllwing sectin s fields will appear t yu: List: Specify the list r library t apply the task n its item/dcument. Where: Specify the where cnditin. The list f values in the "Where" depends n what was selected in the "List. Equals: Chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Left Label: Yu can change the default value [N] f the left label f this activity by changing this prperty. Page 28 f 80

30 Right Label: Yu can change the default value [Yes] f the right label f this activity by changing this prperty. Ntificatin Message Settings: Subject: This field is the subject f the ntificatin that will be sent when the task is being created fr the user. Yu can set a dynamic value t this field by clicking n (fx) buttn. Bdy: The rich text bdy f the ntificatin. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Cancellatin Message Settings: Page 29 f 80

31 Subject: This field is the subject f the ntificatin that will be sent when the task cancellatin is being created fr the user. Yu can set a dynamic value t this field by clicking n (fx) buttn. Bdy: The rich text bdy f the ntificatin. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Task Reminder Settings (Optinal): Page 30 f 80

32 Optinally cnfigure the reminders ntificatin t be sent t each assignee wh has nt yet cmpleted the task. Active: Switch it ON t make the task reminder activate. Frequency: Specify the reminder frequency (daily, weekly r mnthly). Repeat Times: Specify the number f reminders t be sent per frequency. Reminder Subject: This field is the subject f the reminder ntificatin that will be sent. Yu can set a dynamic value t this field by clicking n (fx) buttn. Reminder Message: The rich text bdy f the reminder ntificatin that will be sent. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Escalatin Settings (Optinal): This ptin will escalate the utstanding task/s autmatically t anther user within specified time frame in case f nn-availability f the user r if there is n respnse frm him/her within the time specified. The escalatin has the fllwing ptins: N Escalatin: If this ptin is selected, n escalatin is applied. Escalate t persn r grup: Select this ptin t escalate the task t a persn r a grup after a specific perid f time. Page 31 f 80

33 Escalate After: Set the escalatin waiting perid by defining number f days, hurs and minutes befre initiating the escalating prcess f this request pending tasks. Yu can set a dynamic value t Days, Hurs and Minutes fields by clicking n (fx) buttn. Escalate T: Specify the user/s r grup/s t escalate the pending request tasks after a specific amunt f time "Escalatin After" has passed. T set this field, enter the user name r address (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Escalatin Subject: This field is the subject f the escalatin ntificatin that will be sent. Yu can set a dynamic value t this field by clicking n (fx) buttn. Escalatin Message: The rich text bdy f the escalatin ntificatin that will be sent. Yu can frmat the text in this field, als yu can add dynamic values in this field by clicking n (fx) buttn. Aut-cmplete the task: Select this ptin t cmplete the task autmatically after a specific perid f time withut ntifying anyne. Page 32 f 80

34 Escalate After: Set the escalatin waiting perid by defining number f days, hurs and minutes befre initiating the escalating prcess f this request pending tasks. Yu can set a dynamic value t Days, Hurs and Minutes fields by clicking n (fx) buttn. Aut-cmplete the task and send Ntificatin: Select this ptin t cmplete the task autmatically after a specific perid f time and ntify a specific persn/s and/r grup/s. Escalate After: Set the escalatin waiting perid by defining number f days, hurs and minutes befre initiating the escalating prcess f this request pending tasks. Yu can set a dynamic value t Days, Hurs and Minutes fields by clicking n (fx) buttn. T: Specify the user/s r grup/s t send them a ntificatin after a specific amunt f time "Escalatin After" has passed. T set this field, enter the user name r address (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Include riginal assignee in the message CC: If this ptin is switched ON, a CC ntificatin message will send t the riginal assignee/s that the task/s was assigned t. Ntificatin Subject: This field is the subject f the ntificatin that will be sent. Yu can set a dynamic value t this field by clicking n (fx) buttn. Ntificatin Message: The rich text bdy f the ntificatin that will be sent. Yu can frmat the text in this field; als yu can add dynamic values in this field by clicking n (fx) buttn. Page 33 f 80

35 4.3 Flw & Lgic Activities If Cnditin This activity checks whether a lgical cnditin in the wrkflw if TRUE r FALSE. The If Cnditin activity checks a cnditin t determine if a Yes r N path will be taken. This activity has tw branches: the right side is the Yes and the left side is the N. This activity checks a cnditin t determine if a Yes r N path will be taken. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Cnditin/s: This cntains all cnditin/s t be evaluated in this activity. When click n Add Cnditin, a ppup dialgue will appear t add a cnditin as fllws: There are tw types f cnditins that can be used: If current item field equals value: Use this cnditin t cmpare the value in a field in the current item with anther value. Values can be static, variable r dynamic using (fx). Page 34 f 80

36 If any value equals value: Use this cnditin when yu want t cmpare ne value r variable with anther value r variable. Each value can be static, variable r a dynamic using (fx). Fr bth cnditin types, the Where sectin is case sensitive and yu can use the (fx) t set a dynamic value t the value field by clicking n (fx) buttn. Yu can add as many cnditins as yu want by clicking n Add Cnditins. Als, yu can edit cnditin by clicking n the edit sign. Left Label: Yu can change the default value [N] f the left label f this activity by changing this prperty. Right Label: Yu can change the default value [Yes] f the right label f this activity by changing this prperty. Nte: Fr regular expressin cnditin, please refer t sectin Regular Expressins in this dcument Switch This tpic applies t SPARK Wrkflw Prfessinal and Enterprise Editins nly. This activity checks if a value is equivalent t ne f several case values in rder executing assciated activities path that match the value btained frm the evaluatin. The switch value t be evaluated can by dynamic (Wrkflw Cntext, Wrkflw Variables, Item Fields, Functins r a static value). Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Switch Value: Specifies the value t cmpare with cases t determine which case t execute its path. Yu can specify a dynamic value by clicking n the (fx) buttn. Cases: Specifies the cases t be evaluated. T add a case, click n the Add case buttn. T remve a case, click n buttn. Each case value must be cmpatible with the data type f the "Switch Value". Other: Switch it ON t be executed if n match is fund. Nte: In case there is n match with any case and the "Other" prperty is nt switched ON, the wrkflw will bypass the entire switch structure t the next nde. Page 35 f 80

37 4.3.3 Parallel Activities This activity has at least tw branches that include activities t be run cncurrently. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. It is wrth mentining that the wrkflw will nt cntinue until all wrkflw branches in this activity have been cmpleted. T add a branch, click n three dts ( ) then click n Add Branch as appears in the screensht. T delete a branch, click n three dts [ ] then click n Delete as appears in the belw screensht. This will delete all activities inside the deleted branch States Machine A State Machine wrkflw activity represents a set f states, transitins, and activities. The steps in a state machine wrkflw execute asynchrnusly, this means that they are nt necessarily perfrmed ne state after anther, but instead are triggered by Change State activity. This activity prvides a mechanism t define a number f states that the wrkflw can be in. Each state cntains activities that will execute when the wrkflw is in that state. Use "Set Initial State" prperty in the State Machine activity settings t cnstruct which state t be run first. Use Change State activity t cnstruct which state t be run next. Wrkflw executin des nt mve t the next state instantly, the activities in a state are repeated until the Page 36 f 80

38 Next State prperty in a Change State activity is set and all activities in the state have been executed. Change State activity can be used t cntrl the flw between states. The wrkflw cntinues executing activities in the state machine until the "Next State" prperty in a Change State activity set t "End State Machine" which represents the cmpletin f the state machine s the wrkflw will exit the state machine and cntinues with any activities belw the state machine if exists. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Set Initial State: Specify the state t start with. States: Specify the states fr this state machine. Nte: Deleting a state will delete all activities belnged t it Change State This activity instructs a parent State Machine activity which state t be run when the current state has finished. Change State activity can be dragged nly n a State Machine activity. Nte: Yu have t make sure that each branch in a State Machine activity has a Change State activity, withut a Change State activity, the wrkflw enters in that state in an infinite lp. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Next State: The state t run when the current state has finished. Selecting End State Machine exits the state machine when the current state has finished. Page 37 f 80

39 4.3.6 While Lp This activity lps while a specific cnditin is met (evaluate t true). Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Cnditin/s: This cntains all cnditin/s t be evaluated in this activity. When click n Add Cnditin, a ppup dialgue will appear t add a cnditin as fllws: There are tw types f cnditins that can be used: If current item field equals value: Use this cnditin t cmpare the value in a field in the current item with anther value. Values can be static, variable r dynamic using (fx). If any value equals value: Use this cnditin when yu want t cmpare ne value r variable with anther value r variable. Each value can be static, variable r a dynamic using (fx). Fr bth cnditin types, the Where sectin is case sensitive and yu can use the (fx) t set a dynamic value t the value field by clicking n (fx) buttn. Yu can add as many cnditins as yu want by clicking n Add Cnditins. Als, yu can edit cnditin by clicking n the edit sign. Nte: Fr regular expressin cnditin, please refer t sectin Regular Expressins in this dcument D While Lp This tpic applies t SPARK Wrkflw Standard and Enterprise Editins nly. Page 38 f 80

40 This activity lps at least ne time until a specific cnditin is n lnger true. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Cnditin/s: This cntains all cnditin/s t be evaluated in this activity. When click n Add Cnditin, a ppup dialgue will appear t add a cnditin as fllws: There are tw types f cnditins that can be used: If current item field equals value: Use this cnditin t cmpare the value in a field in the current item with anther value. Values can be static, variable r dynamic using (fx). If any value equals value: Use this cnditin when yu want t cmpare ne value r variable with anther value r variable. Each value can be static, variable r a dynamic using (fx). Fr bth cnditin types, the Where sectin is case sensitive and yu can use the (fx) t set a dynamic value t the value field by clicking n (fx) buttn. Yu can add as many cnditins as yu want by clicking n Add Cnditins. Als, yu can edit cnditin by clicking n the edit sign. Nte: Fr regular expressin cnditin, please refer t sectin Regular Expressins in this dcument Lp N Times This tpic applies t SPARK Wrkflw Standard and Enterprise Editins nly. This activity lps fr N number f times. Yu can add sub activities inside this activity and these sub activities will be executed N times. Page 39 f 80

41 Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Repeat Times: Specify the number f times yu want the wrkflw t lp. Yu can use the (fx) t set a dynamic value t this field by clicking n (fx) buttn Fr Each This tpic applies t SPARK Wrkflw Prfessinal and Enterprise Editins nly. This activity is used t lp thrugh each value in a list and stre results in the related variables. Yu can add child activities inside the "Fr Each" activity and these activities will be executed fr each value in the list. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. CAML Query Optin: If this ptin is selected, specify the fllwing: List: Specifies the list that the fr each activity will lp thrugh its items using CAML Query. Page 40 f 80

42 CAML Query: Set the CAML Query which will return the list items t iterate thrugh them. Fr mre details, please refer t CAML Query Builder. Stre Value in: As the activity lps thrugh each value in the specified list, the iterated item s fields values can be assigned t specific variables. Yu can assign mre than ne value fr each lp. Sub-Activities that are inside the Fr Each activity can use these variables. Cllectin Optin: This ptin is used when yu have a wrkflw variable f type "Cllectin" and yu want t lp thrugh each value in this cllectin. Fr Each: As the activity lps thrugh each value in the cllectin specified in "In", the iterated value (value in the iteratin index) will be assigned t this wrkflw variable. This is very imprtant fr the activities inside the Fr Each activity in rder t cnsume this variable and use it internally in their peratins. The wrkflw variable type specified in this field, must be cmpatible with the values stred in the cllectin (In field). Fr mre detail abut hw t create a wrkflw variable, please refer t Wrkflw Variables sectin. In: This prperty will shw nly wrkflw variables f type "Cllectin" in rder t specify the values cllectin t lp thrugh the activity. Fr mre detail abut hw t create a wrkflw variable, please refer t Wrkflw Variables sectin. Text Iteratin Optin: This ptin is used when yu have a wrkflw variable f type "Cllectin" and yu want t lp thrugh each value in this cllectin. Input Text: Specify the text yu want t iterate thrugh. Yu can specify a dynamic value by clicking n the (fx) buttn. Separatr: Specify the separatr t split the string and iterate based n. Yu can specify a dynamic value by clicking n the (fx) buttn String Split Optins: Remve Empty Entries: If this ptin is selected, it will remve the empty entries generated by the splitting prcess. Nne: If this ptin is selected, it will keep the empty entries generated by the splitting prcess. Stre Value in: Specify the wrkflw variable t stre the split entries in. Page 41 f 80

43 4.4 Item & File Activities Create Item This activity creates a new item r file in a list r library in the current site. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Create item in: Specify the list r library t create an item r file in. Cntent Type: Specify the cntent type within the selected item. If a flder's cntent type is selected, a flder will be created. If a dcument cntent type is selected, the apprpriate dcument template will be used. Field: Select fields that can be added t the created item. The field drpdwn list depends n what fields have been created in the destinatin list, library r cntent type. Fr each field in the drpdwn list, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn Delete Item This activity deletes an item r a file frm a list r library in the current site. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Delete frm: If the "Current Item" is checked, the current item r file will be deleted. If the "Current Item" is unchecked, the fllwing will appear: List: Specify the list r library t delete an item r a file frm. Page 42 f 80

44 Where: Specify the where cnditin. The list f values in the "Where" depends n what was selected in the "List. Equals: Chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin Cpy Dcument This activity Cpies a dcument frm ne library t anther library within the current site Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Cpy frm: If the "Current Item" is checked, the current dcument will be cpied. If the "Current Item" is unchecked, the fllwing will appear: Library: Specify the library t cpy the dcument frm. Where: Specify the where cnditin. The list f values in the "Where" depends n what was selected in the "List". Equals: Chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Overwrite: Switch it ON t verwrite an existing dcument f the same name in the destinatin library. Cpy T: Specify the destinatin library in the current site t cpy the dcument t Translate Dcument This activity prvides the ability t translate a dcument t a specific language and then saved it int in a specific lcatin. Page 43 f 80

45 Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Translate Dcument: If the "Current Item" is checked, the dcument f which the wrkflw will run n will be translated. If the "Current Item" is unchecked, the fllwing sectin will appear: Library: Specify the library t translate which cntains the dcument t be translated. Where: Specify the where cnditin. The list f values in the "Where" depends n what was selected in the "List". Equals: Chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Language: Select the language that yu want t translate the dcument t. Destinatin Library: Select the library t save the translated dcument in Update Item This activity allws multiple fields in an item t be updated. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Page 44 f 80

46 Update: If the "Current Item" is checked, the current item r file will be updated. If the "Current Item" is unchecked, the fllwing will appear: List: Specify the list r library t update an item r a file field. Where: Specify the where cnditin. The list f values in the "Where" depends n what was selected in the "List". Equals: Chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Field: Select the fields that the activity will update. Mre than ne field can be added t update. When a field is selected, an input field is added t the dialg t allw a value r a wrkflw variable t be specified. T remve a field, click n Mve Dcument This activity mves a dcument frm ne library t anther library within the current site. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Mve frm: If the "Current Item" is checked, the current dcument will be mved. If the "Current Item" is unchecked, the fllwing sectin will appear: List: Specify the library t mve a dcument frm. Where: Specify the where cnditin. The list f values in the "Where" depends n what was selected in the "List". Equals: Chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Overwrite: Switch it ON t verwrite an existing dcument f the same name in the destinatin library. Mve T: Specify the destinatin list r library in the current site t mve the item r file t Set Clumn Value This activity sets a field in the current item t a value. Page 45 f 80

47 Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Set: Select the clumn that yu want t update its value. Equals: Chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin Check In Item This activity allws t check in an item that is checked ut. Yu can check in items nly frm a dcument library. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Check in frm: Specify the list r library in the current site t check in the item frm. Where: Specify the cnditin (clumn). Equals: Cmpare the selected clumn with a static value r a wrkflw variable. Yu can chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Page 46 f 80

48 Cmments: Specify the check in cmments. The cmment will be stred in that checked in item metadata. Yu can add dynamic values t this prperty by clicking n (fx) buttn Check Out Item This activity allws t check ut an item in a library. Yu can check ut items nly frm a dcument library. Nte: If a library is cnfigured t require check uts, this activity must be used t check ut the item befre an "Update Item" activity is used. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Check ut frm: Specify the library in the current site t check ut the item frm. Where: Specify the cnditin (clumn). Equals: Cmpare the selected clumn with a static value r a wrkflw variable. Yu can chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin Discard Check Out This activity discards the changes and checks the item back in if an item is checked ut and changes have been made t it. Activity Settings: Page 47 f 80

49 Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Check ut frm: Specify the library in the current site t discard the checkut item frm. Where: Specify the cnditin. Equals: Cmpare the selected clumn with a static value r a wrkflw variable. Yu can chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin CAML Query This activity allws querying data frm a list and filtering these data using CAML query and stres these results in wrkflw variables. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. List: Specifies the list t query data frm. Only lists in the current site are displayed. CAML Query: Specify the CAML Query t filter the list items. Yu can click n "generate CAML Query" buttn t build the query. Fr mre details, please refer t CAML Query Builder. Stre Value in: Specify a wrkflw variable t stre the values selected frm the "Fr field internal name". Yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Fr field internal name: Specify the internal field name t retrieve the data frm. Yu can add mre than ne field by clicking n "Add" buttn. Page 48 f 80

50 4.5 Security & Perms Activities Item Permissins This activity allws changing the permissins fr an item r a file. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Set permissin n: If the "Current Item" is checked, the permissin will be applied n the current item r file. If the "Current Item" is unchecked, the fllwing will appear: List: Specify the list r library that the item r file refers t. Where: Specify the where cnditin. The list f values in the "Where" depends n what was selected in the "List". Equals: Chse "Value" r "Wrkflw Variable". If "Value" is selected, a value can be added either manually r based n a dynamic element by clicking n (fx) buttn. If "Wrkflw Variable" is selected, yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Inherit permissins frm parent: If checked, the permissin f the item r file will be inherited frm its parent. If it's unchecked, the fllwing will appear: Remve existing permissins: When this ptin is checked, then the existing permissins will be remved befre adding new permissins. Users: Select a user r a grup t assign permissins fr the item r file. Permissin: Select the level f permissin that can be assigned t a user r a grup fr the item r file. Yu can add as many users and permissins as yu want by clicking n Add user permissin buttn. Shw result in histry lg: Switch it ON t create an entry in the wrkflw histry list shwing if the service call has been executed successfully r nt. Page 49 f 80

51 4.5.2 Grup Settings This tpic applies t SPARK Wrkflw Prfessinal and Enterprise Editins nly. This activity allws creating and deleting SharePint grups in additin t adding/remving members (SharePint users) t/frm a SharePint grup. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Create Grup: Switch it ON t specify the fllwing prperties: Grup Name: Specify the grup name yu want t create. The grup name can be entered either manually r based n a dynamic element by clicking n (fx) buttn. Grup Descriptin: Optinally specify the grup descriptin. Grup Owner: Specify the grup wner. T set this field, enter the user name r address (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Page 50 f 80

52 Wh can view the membership f the grup? Specify wh can view the members f this grup (Grup Members r Everyne). Wh can edit the membership f the grup? Specify wh can edit the members f this grup (Grup Owner r Grup Members). Delete Grup: Switch it ON t specify the fllwing prperties: Grup Name: Specify the grup name yu want t delete. T set this field, enter the grup name r address (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Add users t grup: Switch it ON t specify the fllwing prperties: Grup Name: Specify the grup name yu want t add users t. T set this field, enter the grup name r address (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Users: Specify the users yu want t add t the specified grup. T set this field, enter the user names r addresses (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Remve users t grup: Switch it ON t specify the fllwing prperties: Grup Name: Specify the grup name yu want t remve users frm. T set this field, enter the grup name r address (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Users: Specify the users yu want t remve frm the specified grup. T set this field, enter the user names r addresses (a drpdwn bx will appear with matching query results when typing in this field) r yu can set a dynamic value t this field by clicking n (fx) buttn. Nte: The wrkflw initiatr must have sufficient permissins t perate n site's grups, therwise this activity will prduce a security errr in the wrkflw lgs and will skip t the next activity in the same rute. Page 51 f 80

53 4.6 Operatins Activities String Builder This activity allws t perfrming basic string cncatenatins t be used with ther wrkflw activities at runtime. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Text: Specify the string yu want t build in this area. The string can be entered manually r based n dynamic elements by clicking n (fx) buttn. Set in Variable: Select the wrkflw variable t stre the text in Create Histry Lg This activity will create a user-defined entry in the wrkflw histry list. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Message: Specify the descriptin value t be added in the descriptin field in the histry lg. A value can be added either manually r based n a dynamic element by clicking n (fx) buttn. Page 52 f 80

54 4.6.3 Set Wrkflw Variable This activity will set a value t a wrkflw variable. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Set: Select the wrkflw variable that yu want t set the value t. Yu can specify a static value r add dynamic value by clicking n (fx) buttn Set Wrkflw Status This activity sets (updates) the status f the wrkflw. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Status: Specify the wrkflw status. Yu can specify a static value r add dynamic value by clicking n (fx) buttn Wait Clumn Update This activity makes the wrkflw wait until a clumn f the current item meets a specified cnditin. Page 53 f 80

55 Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Wait fr: Select the clumn yu want t evaluate with. Equals: Specify the value (static/dynamic value) that the selected list/library clumn value must match in rder t cntinue executing the wrkflw. Yu can specify a static value r add a dynamic value by clicking n (fx) buttn Wait Fr Item Event This activity makes the wrkflw wait until the selected event (add a new item r update an existing item) ccurs in the selected list. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Event: Select the event fr the activity t wait fr (when an item is added r when an item is changed). List: Select the list yu want t evaluate fr the event. Related item: Select a wrkflw variable (f type List Item ID ) t stre the returned GUID f the trigger item within the list that the event has been triggered n Terminate Wrkflw This activity used t terminate the current running wrkflw. Page 54 f 80

56 Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Status: Optinally specify the status f the terminated wrkflw t be set as a wrkflw status when terminated. Reasn: Optinally specify the reasn t terminate the wrkflw. Shw result in histry lg: Switch it ON t create an entry in the wrkflw histry list shwing if the service call has been executed successfully r nt Suspend Wrkflw This tpic applies t SPARK Wrkflw Enterprise Editin nly. This activity suspends the current running wrkflw instance and waits fr a user interactin t resume it manually. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Reasn: Specify the reasn t suspend the wrkflw. Yu can specify a static value r add a dynamic value by clicking n (fx) buttn Start Wrkflw This activity will initiate (start) anther wrkflw n the list/library r site. Page 55 f 80

57 Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Wrkflw Type: Chse the wrkflw type (List wrkflw r Site wrkflw) t be started. Wrkflw t start: Wrkflw t start: Specify the wrkflw name t start. Yu can nly specify published list/site wrkflws in the same site. Item ID: This ptin is available if the selected wrkflw type is "List wrkflw". Specify the Item ID t start its wrkflw. Yu can specify a static value r add a dynamic value by clicking n (fx) buttn. Shw result in histry lg: Switch it ON t create an entry in the wrkflw histry list shwing if the service call has been executed successfully r nt Delay Fr This activity causes a wrkflw t pause executing fr a specified time interval, in years, mnths, days, hurs, and minutes. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Delay perids: Set the delay perids (Days, Hurs and Minutes). Yu can manually enter values r use dynamic values by clicking n (fx) buttn. Page 56 f 80

58 Delay Until This activity causes a wrkflw t pause executing until a specified date and time. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Delay until: Set the date and time that make the wrkflw paused until reach a specified value. Yu can manually enter the date/time value r use dynamic values by clicking n (fx) buttn r select frm wrkflw variables Math Operatins This activity allws the wrkflw t perfrm basic calculatins at runtime t be used in ther activities in the wrkflw. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Value 1: Specify the value 1. This field can be entered manually r based n dynamic elements by clicking n (fx) buttn. Operatr: Select the mathematical peratr (Plus, Minus, Multiply by, Divided by r Md). Value 2: Specify the value 2. This field can be entered manually r based n dynamic elements by clicking n (fx) buttn. Set in Variable: Select the wrkflw variable t stre the mathematical result in. Yu can select frm the existing variables r click n "Variables" in the "Variables Page 57 f 80

59 ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin Functins This activity allws the wrkflw t perfrm basic calculatins at runtime t be used in ther activities in the wrkflw. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Functin/s: Clicks n "Add Functin" will pen a Functin dialgue: Functin Title: Specify the Functin Title. Functin: Select the functin name frm a functin drpdwn list. Other prperties will depend n the selected functin. Fr mre details, please refer t sectin Wrkflw Functins in this dcument. Stre results in: Select the wrkflw variable t stre the results in. Yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin Cllectin Operatins This activity allws applying different peratins directly t values in a cllectin variable. Activity Settings: Page 58 f 80

60 Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Cllectin Variable: Specifies the cllectin variable that the peratin applies t. Yu can select frm the existing cllectin variables r click n "Variables" in the "Variables ribbn" t add a new cllectin variable. Fr mre detail, please refer t Wrkflw Variables sectin. Operatr: Select ne f the fllwing peratrs: Add: T add a new item t the cllectin with the value specified in the "Value" field. Cunt: T retrieve the number f items in the cllectin. The result is stred in a number variable specified at "Stre Result In". Get: T retrieve a value at a specified index and stre the value in the variable specified at "Stre Result In". The utput variable must be cmpatible with the value being retrieved frm the cllectin. Exists: T retrieve a True / False value int the variable specified at "Stre Result In" t indicate whether r nt an item matching the specified value is currently stred in the cllectin r nt. The cmparisn is dne by cmparing the text representatin f the "Value" field with the text representatin f each item in the cllectin. Clear: T remve all the items frm the cllectin. Remve: T remve all items frm the cllectin that equal the specified value Cllectin Builder This activity allws building a cllectin variable and adding values t it in rder t be used with ther wrkflw activities at runtime. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Cllectin Variable: Select the cllectin yu want t add values t. Yu can select frm the existing cllectin variables r click n "Variables" in the "Variables ribbn" t add a new cllectin variable. Fr mre detail, please refer t Wrkflw Variables sectin. Value: Specify the value t add t the cllectin. The value can be entered manually r based n dynamic elements by clicking n (fx) buttn. yu can add multiple values t the cllectin by clicking n + Add value Cnvert Value This activity allws cnverting ne variable type t anther and stre in the destinatin variable. Fr example, cnverting the value in a text variable as a number and stres the value in a number variable. Page 59 f 80

61 Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Surce Variable: Select the variable t be cnverted. Yu can select frm the existing cllectin variables r click n "Variables" in the "Variables ribbn" t add a new cllectin variable. Fr mre detail, please refer t Wrkflw Variables sectin. Destinatin Variable: Select the variable t stre the resulting value. Page 60 f 80

62 4.7 Integratin Activities Database Query This tpic applies t SPARK Wrkflw Enterprise Editin nly. This activity allws the wrkflw t run a SQL statement r cmmand. Activity Settings: Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Database: Specify the database type yu want t cnnect with: MS SQL r Oracle. SQL authenticatin: Select this ptin t determine that the cnnectin t the database will be made using SQL authenticatin. When using SQL authenticatin, username and passwrd fields are presented ptinally t allw entering the credentials f a SQL accunt with sufficient database access. An example f a cnnectin string using SQL authenticatin is: Data Surce=myServerAddress;Initial Catalg=myDataBase; OR Yu can transparency specify a user name/passwrd in the cnnectin string as fllws: Server=myServerAddress;Database=myDataBase;User Id=myUsername; Passwrd=myPasswrd; When cmpleting the abve settings, yu can click n "Test Cnnectin" buttn t test the cnnectin, if the cnnectin is OK, then yu can prceed with setting yur query, if the cnnectin failed, then yu need t check the errr message and try updating yur cnnectin string in rder t have a successful cnnectin between the wrkflw and yur database. Page 61 f 80

63 Cnnectin String: Specify a cnnectin string t use when cnnecting t the database. Yu can add dynamic elements r bjects int the cnnectin string by clicking n (fx) buttn, this is very useful when yu need t create a dynamic cnnectin string. Query: Type the SQL statement, prcedure r cmmand which yu want t be executed when running this activity. Yu can add dynamic elements r bjects int the SQL statement by clicking n (fx) buttn, this is very useful when yu need t create a dynamic SQL where clause. Actin: Yu have tw ptins f actins t select frm: Execute: Use this ptin if the statement specified in the Query des nt return values such as: INSERT, UPDATE, DELETE r use EXECUTE t call a prcedure that d nt return values as well. Retrieve: Use this ptin if the statement specified in the Query returns values such as: SELECT r EXECUTE t run prcedure that return values. If this ptin is selected, yu have t specify a wrkflw variable t stre the retrieved query result specified in the "Fr clumn name" field. Yu can stre mre than ne retrieved value by clicking n "Add" buttn. Yu can create a wrkflw variable f type "string, Number, etc.." t stre ne value f these types r yu can create a wrkflw variable f type "cllectin" t stre mre than ne value. Fr mre detail abut wrkflw variables, please refer t Wrkflw Variables sectin. Nte: In case the selected database is Oracle, dwnlad, install and cnfigure the Oracle Client f yur Oracle versin n yur lcal database server, and use the belw cnnectin string: Data Surce=(DESCRIPTION=(ADDRESS=(PROTOCOL=TCP)(HOST=YuServerNameOrIP)(PORT=1521)) (CONNECT_DATA=(SERVICE_NAME=YurServiceName)));User Id=YurUserName;Passwrd=YurPasswrd; Page 62 f 80

64 4.7.2 Web Service Call This tpic applies t SPARK Wrkflw Enterprise Editin nly. This activity allws the wrkflw t call a Rest Web Service. Activity Settings Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Request URL: Specify the request URL in which the web service lcated. Yu can specify this field manually r by clicking n (fx) buttn. Request Type: Specify the request Type. Request Header: Optinally, specify the request header element/s t be sent with the web request. Yu can add additinal header elements by clicking n "Add header element" buttn. Cntent Type: Optinally, specify the cntent bdy type. Example: text/xml; charset="utf-8" t get XML result r cntenttype: 'applicatin/jsn' t get JSON frmatted result. Yu can add additinal cntent elements by clicking n "Add cntent element" buttn. Prperties Main Path: The prperties main path in which t find the required returned data in, fr example: d/results. Respnse Cntent: Optinally, specify the respnse cntents prperties, and stre their values in wrkflw variables. Yu can add additinal respnse cntent prperty by clicking n "Add respnse cntent prperty" buttn. Respnse Status Cde: Specify a wrkflw t stre the returned status cde in, this is usually used t check if the service call has been executed successfully r nt. Page 63 f 80

65 4.7.3 User Prfile This tpic applies t SPARK Wrkflw Enterprise Editin nly. This activity allws the wrkflw t get r set data f a specific user/s frm/t their SharePint user prfile service. Activity Settings Activity Title: Specify the activity title. Yu can change the default title/name f the activity using this prperty. Users: Specify the username r address f the user/s yu want t get/set their prfiles data. The entries f this prperty can be dynamic using the (fx) functinality. Stre prperty: Select the prfile prperty yu want t get its value frm. Yu can retrieve mre than ne prperty by clicking in "Add" buttn. In: Select the wrkflw variable yu want t stre the prfile prperty in. Yu can select frm the existing variables r click n "Variables" in the "Variables ribbn" t add a new variable. Fr mre detail, please refer t Wrkflw Variables sectin. Shw result in histry lg: Switch it ON t create an entry in the wrkflw histry list shwing if the service call has been executed successfully r nt. Page 64 f 80

66 5 Viewing Wrkflw Histry & Status T view the item's wrkflw histry and status: Click n the item cntext menu then click n Advanced and click n Wrkflws. Under Running Wrkflws in Wrkflws (Wrkflw Health), click n the wrkflw that yu want t pen its status page. The status page shws the wrkflw tasks and histry. Page 65 f 80

67 6 Wrkflw Variables SPARK Wrkflw Variables prvide the ability t stre data within the wrkflw in rder t use them in the wrkflw activities and withut the need t save it in a list clumn. The designer can create different wrkflw variables data types such as (Single line f text, Plain Text, Integer, Number, Datetime, Blean, Persn r Grup, List (Multi select), Radi Buttn, Drpdwn List, List Item ID, Actin ID, Cllectin). Add, Delete, r Edit Wrkflw Variables: Yu can add, delete, r edit the variables by clicking n Variables in Wrkflw grup runder SPARK designer ribbn. The wrkflw variables screen will appear that cntains the fllwing prperties: New: Click New buttn t add a new variable. Delete: Click Delete t delete a selected variable. Select the variable frm the list and click n the Delete buttn. Edit: T edit a variable, select the variable frm the list and edit its prperties. Name: The name f the variable which is the variable identity. Name duplicatin is nt allwed. Type: The data type f variable. Yu can create variables fr the fllwing types: Single line f text. Plain Text. Integer. Number. DateTime. If this type is selected, yu will have three ptins in the "Default Value" t select frm when the wrkflw is started: Blank: This means n default value is available. Tday's date: Shw tdays "the time and date when starting the wrkflw" as a default value. Page 66 f 80

68 Specify date: This ptin will allw specifying the default date and time manually. Blean. If this type is selected, yu have tw ptins in the "Default Value" t select frm when the wrkflw is initiated: Yes/N. Persn r Grup. If this type is selected, the "Allw" prperty checkbx list will be visible if the "Shw n start" prperty is set t ON. Yu can check ne r mre than ne ptin t enable user t search fr a specific user and/r a grup when pening the wrkflw initiatin page. The fllwing are the User: User can search fr a user names. DL: User can search fr a Distributin Lists. Security Grup: User can search fr a Dmain grups. SharePint Grup: User can search fr a SharePint grups. Drpdwn List. If this type is selected, yu have t specify the chices t select frm. List Item ID. Actin ID. Cllectin "Array". Dictinary. Default Value: The initial value f the wrkflw variable. Shw n start: Switch this ptin ON will allw users t specify a value fr the wrkflw variable when the wrkflw is first started. Nte: The wrkflw variables will nly appear if the wrkflw is set t start manually, if the wrkflw starts autmatically, the wrkflw variables fields will nt appear and if default values are set, they will be used fr the variables. Nte: Yu can create wrkflw variables frm within the Activity Settings. Fr mre details, refer t Activities Settings General Ribbns. Page 67 f 80

69 7 Wrkflw Functins 7.1 Date & Time Functins 1. Add Date: Returns a new DateTime by adding specified number f [years/mnths/days/hurs/minutes/secnds] t the value f [Date] prvided. 2. Get Elapsed Days: Determines the number f days between [Date1] and [Date2]. The result can be weekends excluded. 3. Subtract Frm Date: Returns a new DateTime that Subtracts the specified number f [years/mnths/days/hurs/minutes/secnds] frm the value f [Date] prvided. 4. T Universal Date Time: Cnverts the specified [Date] t universal datetime value. 7.2 Users & Grups Functins 5. Cnvert Users T Cllectins: Cnverts a single r multiple [User] t a cllectin variable in rder t be used later n in lps and cllectin-ps activities. Page 68 f 80

70 6. Get Manager Inf: Returns the selected [Manager Inf] prperty f the selected [User] and stre it int a variable. This functin deals nly with a single user input and prvides any infrmatin selected in the [Manager Inf] drpdwn cntrl. 7. Get User Inf: Returns the selected [User Inf] prperty f the selected [User] and stre it int a variable. This functin deals nly with a single user input and prvides any infrmatin selected in the [User Inf] drpdwn cntrl. 8. Get User Inf By Index: Returns the [User Inf] f a specific [Index] in case yu have multi-users input [User] and stre it int a variable, This functin prvides any user infrmatin selected in the [User Inf] drpdwn cntrl. In case yu have a single user value then the index will be zer. 9. Is Grup Member: Returns Blean value which will be True if the [User] is a member f the prvided [Grup], therwise, it will return False. 7.3 Text Functins 10. Cncatenate String: Returns a new string by appending [Input Text] t the end f anther string. Page 69 f 80

71 11. Extract Splitted String By Index: Extract a prtin frm an [Input Text] based n specific delimiter [Separatr] and based n the psitin f the splitted string [Index]. If "Remve Empty Entries" is selected, it will remve the empty entries generated by the splitting prcess, If Nne is selected, it will keep the empty entries. 12. Extract Substring Frm End: Extracts the specified string frm the end f a given string [Input Text]. 13. Extract Substring Frm Index: Extracts a substring frm a specified string [Input Text] at a given [Index]. 14. Extract Substring Frm Index Length: Extracts a substring frm a specified string [Input Text] at the given [Index] and [Length]. Page 70 f 80

72 15. Extract Substring Frm Start: Extracts a substring frm the beginning f a given [Input Text]. 16. Frmat String: Represents a string value in a text [Input Text] f a specific frmat. 17. Length: Returns the number f characters f a [Input Text]. 18. Remve: Remves a [Text T Remve] frm an [Input Text]. 19. Replace String: Replaces an [Existing Text] with a new string [Replacement] in a larger string [Input Text]. Page 71 f 80

73 20. String Splitter: Split an [Input Text] int several parts based n a specific [Separatr] character r string and stre the resulted data int a cllectin variable. 21. Substring: Extracts a prtin frm an [Input Text] starting frm [Start Index] t [Length]. 22. T Lwer Case: Frmats an [Input Text] t all lwer case. 23. T Upper Case: Frmats an [Input Text] t all upper case. 24. Trim: Remves leading and trailing whitespace frm an [Input Text] r remves [Text T Trim] frm an [Input Text]. Page 72 f 80

74 25. Wrds In Title: Checks whether specified [Keywrds] are cntained in an item s title field r nt. 7.4 Miscellaneus Functins 26. Bdy Hyperlink: Returns a hyperlink bject in the bdy in rder t be custmized by the designer. 27. Get Lkup Field Value: Returns the text value "Display Text" f a selected [Lkup Field] in the current item. Page 73 f 80

75 8 CAML Query Builder The CAML Query Builder is an intuitive user interface that helps users/designers creating a CAML query in an easy and quick manner. It includes features t create query, exprt query, cpy query and test the query results n the spt. CAML Query Builder Ribbn Exit: Clicking Cancel t clse the CAML query builder and return t the riginal lcatin. Refresh: Clicking Refresh t refresh lists and clumns. Be careful when clicking n this buttn, as the system will empty the Query Tree, Editr, selected Clumns and Order By. New: Clicking New t create a new query fr the selected list. Execute: Clicking Execute t test the query and generate the CAML query results in the result pane. Insert: T insert the query in the CAML area in the activity settings. Exprt: Clicking Exprt t exprt the CAML query t a text file. Cpy: Cpy the generated CAML query in the editr pane int the clipbard. Site Path pane: The site yu want t use the CAML query based n. Site Lists pane: The list/library that yu want t use in the CAML query. Clumns List pane: Used t select the clumns that want t retrieve them. If yu d nt select any ne, the query will retrieve all the clumns. Query Tree pane: The area where yu can build a CAML query cnditins. Each rw cntains fur fields: Page 74 f 80

76 Clumn #1 (Filter / And / Or): Used t add AND / OR filters, if yu need t remve the AND / OR filter set it t type Filter. Yu can add ne r mre than ne AND/OR cnditins. Clumn #2 (Clumns' List): Used t select the clumn(s) that need t filter. Clumn #3 (CAML Query Operatrs): Equal, Nt Equal, Greater Than, Greater Than r Equal, Less Than, Less Than r Equal, Is Null, Is Nt Null, Begins With, Cntains and Date Ranges Overlap. Clumn #4 (Field Value): The value f field yu need t filter n it. Order By pane: Used t add/delete "Order By" t CAML query. Yu can add ne r mre than ne Order By clumns. Editr pane: Shw the CAML Query text, it will be changed if any changes ccurred in the Query Tree, Clumns List and Order By. Result pane: Shw the CAML query results t test that the generated query is wrking prperly. Page 75 f 80

77 9 Central Tasks Management Using Central Tasks Management page, administratr, as a site admin, can query a specific user's utstanding tasks, delegate them t anther user, r cmplete them with ne click. The fllwing illustrate hw t use this feature: 1. Select the List tab n the List Tls Ribbn. 2. In the Settings grup, click the SPARK Wrkflw buttn and click n Manage SPARK Wrkflws. 3. In the Manage grup, click the Central Tasks Management buttn. 4. In the Central Tasks Management page, set the fllwing value: Wrkflw Tasks Lists: Specify the tasks list. Assigned T: Search fr the user whm the tasks related. T set this field, enter the user name (a drpdwn bx will appear with matching query results when typing in this field). Only ne user can be specified. Task Type: Specify the task type. Yu have three ptins t select frm: Apprval Tasks: This is the tasks that has been assigned t a user using "Request Apprval" activity. Review Tasks: This is the tasks that has been assigned t a user using "Request Review" activity. Custm Tasks: This is the tasks that has been assigned t a user using "Custm Request" activity. Created: Optinally Specify the task created date (created date frm and created date t) Task Name Keywrd: Optinally specify a keywrd f the task name. When finish, click n the Query Tasks buttn t retrieve the tasks. A list f task/s will appear t select frm based n the abve specified criteria. Click n t delegate the selected tasks. Click n t cmplete the selected Apprval tasks. This buttn is visible if the selected "Task Type" is "Apprval Tasks". Click n t cmplete the selected Review tasks. This buttn is visible if the selected "Task Type" is "Review Tasks". Click n t cmplete the selected Custm tasks. This buttn is visible if the selected "Task Type" is "Custm Tasks". Page 76 f 80

78 10 Wrkflw Status Reprt This tpic applies t SPARK Wrkflw Enterprise Editin nly. Using Wrkflw Status Reprt page, the user can mnitr the internal status f wrkflws running n the current list. The fllwing illustrates hw t use this feature: 1. Select the List tab n the List Tls Ribbn. 2. In the Settings grup, click the SPARK Wrkflw buttn and click n Manage SPARK Wrkflws. 3. In the Manage grup, click the Wrkflw Status Reprt buttn. 4. In the Wrkflw Status Reprt page, set the fllwing values t filter the reprt's results: Wrkflw Internal Status: Select the wrkflw Internal status t filter the reprt n. Selecting "All Statuses" will return all wrkflw statuses. Yu can filter the results by: Shw all list items: This filter will return all wrkflw statuses f all items in the list. Shw number f items: This filter will return all wrkflw statuses f the first specified number f items. Shw frm item ID t item ID: This filter will return all wrkflw statuses f the specified items' IDs ranges. When finishing specifying the filters, click n the Run Reprt in the tp Actins ribbn. Page 77 f 80