Article last updated on the 31st of October, 2024.
Contents
1. Introduction
Note that standard processes are in active development. Their configurations and functionalities may change in the future.
With the introduction of WorkPoint 365 version 4.18, WorkPoint Automate now includes a set of standard processes for common actions in WorkPoint. These processes are provisioned to WorkPoint solutions when upgrading to version 4.18 from any previous version.
These processes can be used as is, and cannot be further configured. This also means that these processes should be treated as useful starting points, but if a customer needs more complicated processes, e.g., calling various HTTP endpoints and creating notifications, custom processes will need to be configured and used instead. As a result of this immutability of the standard processes, they will not appear in the Process Builder for administrators to inspect and edit.
They are, however, selectable in all interfaces where you can select processes to be executed in relevant situations, including when setting up a My Tools button, and/or as default processes in business module general settings.
Currently, WorkPoint 365 includes the following standard processes:
- Standard: Create Entity: Used to create entities.
- Standard: Edit Entity: Used to edit entity metadata.
- Standard: Change stage: Used to change the stages of entities.
- Standard: Create document: Used to create documents on entities.
The Standard: Create Entity process is configured to be usable from different locations within WorkPoint. For example, if you configure a My Tools button on the root site of your WorkPoint solution, it will work, provided you select the business module in which context you want the entity to be created in the "Business module" field in the My Tools button configuration.
The other standard processes are designed and configured to be executed from within an entity site. This means that you can create My Tools buttons for them, but you do not need to select a business module context in the My Tools button configuration.
It's important to note that as of WorkPoint 365 version 4.18, the standard processes are only provided, but is not automatically set to be used anywhere in your WorkPoint solutions. If you wish to use them either to test them out or in a production setting, you need to set them to be used as default processes, or create My Tools buttons to execute them.
Note that the Process ID's of the standard processes provided by WorkPoint are static and always the same across all WorkPoint solutions.
2. Process descriptions
The following sections describe each of the standard processes provided by WorkPoint.
2.1. Standard: Create entity
The Standard: Create entity process consists of two steps:
- An Entity form, allowing the user to enter metadata about the new entity.
- A Create entity step, which creates the new entity, based on the metadata provided in the Entity form.
The entity is created synchronously, meaning the Create entity step will proceed to the Finish step once the site creation is completed. The Finish step has three buttons; "Go to site", which when clicked takes the user to the newly created entity site, "Run again", which runs the process again from the beginning, and "Close", which closes the process. When the process closes, the current page is refreshed.
Note that the Standard: Create entity process can be run from various different locations. If you create a My Tools button on the root site of the solution to run this process, please make sure to provide the business module in which context the process should be run by selecting it in the "Business module" field in the My Tools button configuration, as shown in the following image:
At the moment, if the business module you does not have sites enabled, the "Go to site" button does not redirect the user.
2.2. Standard: Edit entity (Entity site only)
The Standard: Edit entity process consists of two steps:
- An Entity form, allowing the user to edit metadata of an existing entity.
- An Update entity step, which updates the existing entity with the metadata provided in the Entity form.
Once completed, the entity should be updated with the new metadata, and the Finish step displays a single button to close the process. When the process closes, the current page is refreshed.
Note that the Standard: Edit entity process should be run from a My Tools button on an entity site. The process will automatically detect the Business Module and Entity ID, so you do not need to provide this information in the My Tools button configuration.
2.3. Standard: Change stage (Entity site only)
The Standard: Change stage process can be used to change the stages of your entities in WorkPoint 365, provided staging is enabled and configured.
It consists of the following three steps:
- A Stage form, allowing the user to select a new stage for the entity.
- An Entity form, allowing the user to edit the metadata of the entity which will have it's stage changed.
- A Change stage step, which handles both the changing of the stage and updating the metadata of the entity.
Once finished, the stage of the entity should be changed, and if edits were made to the metadata of the entity in the Entity form, those should be applied as well. The Finish step displays a single button to close the process, and upon closing, the current page is refreshed.
Note that the Standard: Change stage process should be run from a My Tools button on an entity site. The process will automatically detect the Business Module and Entity ID, so you do not need to provide this information in the My Tools button configuration.
Also note that the Standard: Change stage process should support multiple stage model setups, as well as substages, if configured.
2.4. Standard: Create document (Entity site only)
The Standard: Create document process can be used to create documents from templates on entity sites.
In consists of the following steps:
- A Select library and folder step, which allows the user to select a library and folder in which to store the new document.
- A Search form step, in which the user can select a template form the template library to use for the new document.
- An Item form which allows the user to enter metadata for the new document, e.g., providing a title for the document.
- A Create item step, which creates the new document, based on the template selected and the metadata provided.
Once completed, WorkPoint should have created a new document for the user, and the Finish step displays three buttons; an "Open" button which opens the newly created document, a "Run again" button which runs the process again from the beginning, and a "Close" button which closes the process. When the process closes, the current page is refreshed.
Note that the Standard: Edit entity process should be run from a My Tools button on an entity site. The process will automatically detect the Business Module and Entity ID, so you do not need to provide this information in the My Tools button configuration.
2.5. Standard: Create relations (Entity site only)
The Standard: Create document process can be used to create documents from templates on entity sites.
In consists of the following steps:
- A Relation form, in which users can input metadata for one or more relations they want to create between the current/ and a target entity.
- A Create relation(s) step, which takes the relations metadata specified in the Relation form and creates the relations based on it.
Once completed, WorkPoint should have created the new relation(s) based on the provided metadata. The "Close" button on the Finish step closes the process and refreshes the page, so that the new relation(s) can be viewed in the Relations webpart (if set up).
Note that the Standard: Create relations process should be run from a My Tools button on an entity site. The process will automatically detect the Business Module and Entity ID, so you do not need to provide this information in the My Tools button configuration.
2.6. Standard: Update relations (Entity site only)
The Standard: Create document process can be used to create documents from templates on entity sites.
In consists of the following steps:
- A Relation form, in which users can edit the metadata of a specific relation on the current entity.
- An Update relation(s) form, which takes the new metadata specified in the Relation form and updates the specific relation based on it.
Once completed, WorkPoint should have updated the specified relation based on the provided metadata. The "Close" button on the Finish step closes the process and refreshes the page, so that the edits can be viewed in the Relations webpart (if set up).
Note that the Standard: Update relations process should be run from the "Edit" button on the pop-up window when clicking the title of a relation in the Relations webpart. For this to work, the "Standard: Update relations (Entity site only)" process needs to be selected in the "Default edit entity process" setting in the general business module settings of the relevant modules.
3. Notes
Please note that standard processes are in active development. Their configurations and functionalities may change in the future.
When creating new business modules on a brand new WorkPoint solution, we recommend that you configure the default processes on in the general settings of the module to execute the standard WorkPoint processes. This ensures that the users of the system encounters WorkPoint processes instead of Wizards until custom processes can be developed, if necessary.
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