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The Workflow supports a set of activities of various types to configure the a process fitting that fits your needs.

Info

To define variables in your activities via the administrative interface if necessary, please complete the steps below:

Navigate to Workflow → Activities.
Open the activity record you need to edit or click New to create a new activity.
Fill in the fields and click Save.

Basic activities

Begin activity

This activity, along with the End activity, is initial and appears when a new workflow is created. It is a logical start of every workflow.

End activity

This activity, along with the Begin activity, is initial and appears when a new workflow is created. It is a logical conclusion of every workflow.

Utilities

Run Script activity

The Run Script activity executes the defined script.

Activity fields

FieldMandatoryDescriptionNameNActivity name. A good practice is to make the name descriptive for clarity.Run ScriptNThe script to execute.DescriptionNType a brief description of the activity.

See the Workflow Editor article to familiarize yourself with the functionality.

Available activities:

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Info

To define variables in your activities via the agent interface if necessary, complete the steps below:

Navigate to Workflow → Activities.
Open the activity record you need to edit or click New to create a new activity.
Fill in the fields.
Click Save or Save and Exit to apply the changes.

See the Creating a new activity article to learn more.

Basic activities

Section

Column
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Column

Begin activity

This activity, along with the End activity, is initial and appears in a newly created workflow. It is a logical start of every workflow.

End activity

This activity, along with the Begin activity, is initial and appears in a newly created workflow. It is a logical conclusion of every workflow.

Utilities
Anchor
utilities
utilities

The activities included in this category execute scripts, change and update records.

Run Script activity

The Run Script activity executes the defined script.

Activity fields

Join activity

The Join activity combines several activity exit transitions so that they turn into one transition. This activity is useful for synchronizing several activities so that the next activity does not start until previous ones are finished.

In the example below, the Join activity waits for If, Subflow, and Wait activities to complete processing. If all three transitions from these activities lead to the Join activity, the path of the Complete exit is taken (to the activity named Insert). If one of the activities bypassed the Join activity (in this case, it is No exit of the If activity), then the Incomplete exit is taken.

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How to use the Join activity

In the left side menu, open the Utilities tab and drag-and-drop Join activity.
Connect the exits of the activities you need to join to the Join activity.
Then create transitions from the Join activity exits (Complete and Incomplete) to the next activities.

Activity fields

FieldMandatoryDescriptionName

Field	Mandatory	Description
Name

N	Activity name. A good practice is to make the name descriptive for clarity.
Run Script	N	Specify the script to execute.
Description	N	Type a brief description

for

of the activity.

Activity exits

ResultDescriptionComplete

This exit is taken when all joined activities were completed and proceeded to this join activity.

Incomplete

This exit is taken when all joined activities were completed, but at least one of them did not proceed to this join activity, i.e., another path was taken bypassing the join activity.

Example:

In this case, the If activity bypassed the Join activity, therefore the Incomplete exit was taken.

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Set Values activity

The Set Values activity sets certain values on the current record. These values determine the activity behavior when the workflow freezes or ends.

Activity fields

FieldMandatoryDescriptionNameNActivity name. A good practice is to make the name descriptive for clarity.DescriptionNType a brief description of the activity.TableY

A table to be affected by this activity. This field is populated automatically.

Set ValuesN

Select the field the value of which you want to change when the workflow freezes or ends and define the new value.

Click on the leftmost field to see the drop-down list of available fields. Click on the rightmost field to see the drop-down list or enter the value (depending on the type of the selected field).

Record Generator activity

The Record Generator activity creates records in any table extending from the Task table.

Info
If both the Wait For Condition Complete and Advanced checkboxes are selected, then they both must be evaluated for this activity to proceed with the transition.

Activity fields

FieldMandatoryDescriptionNameNActivity name. A good practice is to make the name descriptive for clarity.DescriptionNType a brief description of the activity.Task TypeY

Select the task type. You can make a selection from the corresponding task table. Click the magnifier icon Image Removed to see the list or start typing the table name in the field.

Task Values from

N

The source of values for a task to be created. Available options:

Values – values that you specify in the appropriate choice list.
Template – an existing template related to the selected task table.

Set ValuesN

Specify an existing template related to the selected task table.

Info
This fiels appears when the Task Values from field value is equal Values.

Task TemplateY

Specify an existing template related to the selected task table.

Info
This fiels appears when the Task Values from field value is equal Template.

Wait for Condition CompleteN

Select this checkbox to display Completion Conditions. When selected, the task will not be completed until all conditions are met.

Completion ConditionsY

Specify the conditions to be met before continuing the operation.

Info
The field is displayed when the Wait for Condition Complete is 'true'.

AdvancedNSelect this checkbox to specify a script to be performed. When you select this checkbox, the Script text field appears.ScriptN

Set values for the task in this script. Use the variable 'new_task' when setting additional values.

Note
A script runs after the task values are set (defined in the Task Template or Set Values fields).

For example:
new_task.short_description = current.short_description;

Info
This field is displayed when the Advanced is 'true'.

Create Event activity

The Create Event activity establishes an event from the Event Register (sys_event_register) table in a queue. Later this event can execute certain scripts. When the Create Event action is executed, a new event record is created in the Event (sys_event) table. In parallel, the event processor handles the event within the period specified in the system properties.

Activity fields

FieldMandatoryDescriptionNameNActivity name. A good practice is to make the name descriptive for clarity.EventY

Choose the event instance on the basis of which the activity will create events. All the event instances (or event registers) are listed in the Event Registers (sys_event_register) table. Click the magnifier icon Image Removed to see the list or start typing the event name in the field.

Parameter 1N

Specify the first event parameter. If this parameter is a string value, then it must be put in quotation marks (" ").

Info

To check if the script requires a parameter, perform the following steps:

Select the event you need in the Event field.
Click on the event and select Open Record.
Scroll down to the Related Lists area, select the Event Script Action tab.
Open the available record if there is one.
Look through the script to find 'param' text.
- If there is, for example, 'event.param_1' line, specify the relevant parameter in the Parameter 1 field.
- If there is no such text, you do not need to specify the Parameter 1 field.

Parameter 2N

Specify the second event parameter. If this parameter is a string value, then it must be put in quotation marks (" ").

Info

To check if the script requires a parameter, perform the following steps:

Select the event you need in the Event field.
Click on the event and select Open Record.
Scroll down to the Related Lists area, select the Event Script Action tab.
Open the available record if there is one.
Look through the script to find 'param' text.
- If there is, for example, 'event.param_2' line, specify the relevant parameter in the Parameter 2 field.
- If there is no such text, you do not need to specify the Parameter 2 field.

DescriptionNType a brief description of the activity.

Note

This activity type causes the update of the current target record after execution. The activity logic is defined by the Immediately value in the When to Run field within the Workflow Activity Type (wf_activity_type) table.

Also, the Immediately option and the related activity behavior allows to avoid the update of records within Run Script scripts, as follows:

Code Block

language	js
theme	Eclipse
title	Run Script

current.update();

It will be done automatically.

Join activity

The Join activity combines several activity exit transitions, so that they turn into one transition. This activity is useful for synchronizing several activities, so that the next activity does not start until the previous ones are finished.

In the example below, the Join activity waits for the results of processing of the If, Subflow, and Wait activities. If all three transitions from these activities lead to the Join activity, the path of the Complete exit is taken (to the activity named Insert). If one of the activities bypasses the Join activity (in this case, it is the No exit of the If activity), then the Incomplete exit is taken.

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Warning

Never join multiple exits from an activity to a single Join activity, otherwise, the Join activity works incorrectly and never selects the Complete transition.

In the example below, both exits from the If activity lead to the Join activity. Even though the condition of the If activity is met, the Join activity selects the Incomplete exit as the No exit from the If activity is inactive.

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How to use the Join activity

In the left side menu, open the Utilities tab and drag and drop the Join activity.
Connect the exits of the activities you need to join with the Join activity.
Then, create transitions from the Join activity exits (Complete and Incomplete) to the next activities.

Activity fields

Field	Mandatory	Description
Name	N	Activity name. A good practice is to make the name descriptive for clarity.
Description	N	Type a brief description for the activity.

Activity exits

Result	Description
Complete	This exit is taken when all joined activities have finished running and proceeded to this activity.
Incomplete	This exit is taken when all joined activities have finished running, but at least one of them has not proceeded to this activity, that is, another path was taken bypassing the Join activity. Example: In this case, the If activity bypassed the Join activity; therefore, the Incomplete exit was taken. Image Added

Set Values activity

The Set Values activity sets specific values to the current record. These values determine the activity behavior when the workflow freezes or ends.

Note
This activity type causes the update of the current target record after execution. The activity logic is defined by the Immediately value in the When to Run field within the Workflow Activity Type (wf_activity_type) table.

Activity fields

Field	Mandatory	Description
Name	N	Activity name. A good practice is to make the name descriptive for clarity.
Description	N	Type a brief description of the activity.
Table	Y	A table to be affected by this activity. This field is populated automatically.
Set Values	N	Select the field whose value you want to change when the workflow freezes or ends, and define the new value. Click the leftmost field to open the drop-down list of available fields. Click the rightmost field to open the drop-down list or enter the value (depending on the type of the selected field). Image Added

Record Generator activity

The Record Generator activity creates records in any table extending from the Task table.

Info
If both the Wait For Condition Complete and Advanced checkboxes are selected, then they both must be evaluated for this activity to proceed with the transition.

Note
Make sure that all mandatory fields are populated when using this activity; otherwise, the workflow will break its execution.

Activity fields

Field

Mandatory

Description

Name

N

Activity name. A good practice is to make the name descriptive for clarity.

Description

N

Type a brief description of the activity.

Task Type

Y

Select the task type. You can make a selection from the corresponding task table. Click the magnifier icon Image Added to see the list, or start typing the table name in the field to select from autosuggest.

Task Values from

N

The source of values for a task to be created. Available options:

Values – values that you specify in the appropriate choice list.
Template – an existing template related to the selected task table.

Set Values

N

Specify an existing template related to the selected task table.

Info
This field appears when the Task Values from field value is equal to Values.

Task Template

Y

Specify an existing template related to the selected task table.

Info
This field appears when the Task Values from field value is equal to Template.

Wait for Condition Complete

N

Select this checkbox to display Completion Conditions. When selected, the conditions are mandatory for completing the task.

Completion Conditions

Y

Specify conditions for the created task. The process will not proceed to the next activity until the task meets all conditions.

Info
The field is displayed when the Wait for Condition Complete checkbox is selected.

Advanced

N

Select this checkbox to specify a script to execute. When you select this checkbox, the Script text field appears.

Script

N

Set values for the task in this script. Use the variable 'new_task' when setting additional values. This field is displayed when the Advanced checkbox is selected.

Note
A script runs after the task values are set (defined in the Task Template or Set Values fields).

For example:

Code Block

language	js
theme	Eclipse
title	Script
linenumbers	true

new_task.parent_id = current.sys_id;
new_task.caller = current.getValue('caller');

Create Event activity

The Create Event activity establishes an event from the Event Register (sys_event_register) table in a queue. Later, this event can execute specific scripts or send notifications. When the Create Event action runs, a new event record is created in the Event (sys_event) table.

See the Events article to learn more.

Activity fields

Field

Mandatory

Description

Name

N

Activity name. A good practice is to make the name descriptive for clarity.

Event

Y

Choose the event instance on the basis of which the activity will create events. All the event instances (or event registers) are listed in the Event Registers (sys_event_register) table. Click the magnifier icon Image Added to see the list, or start typing the event name in the field to select from autosuggest.

Param 1 ... Param 5

N

Specify the event parameter. If this parameter is a string value, it must be enclosed in quotes.

Info

The defined parameters may be used in records related to the system event:

records of the Notification Rule (sys_notification_rule) table
records related to the Notification Rule (sys_notification_rule) table: Notifications Script (sys_notification_script) and Notification Template (sys_notification_template)
records of the Event Script Actions (sys_event_script_action) table

See the Events article to learn more.

Description

N

Type a brief description of the activity.

Conditions

The activities included in this category set conditions to continue the processing and define further transition of the workflow. The transition taken depends on the conditions set and the activity outcome.

Wait Condition activity

The Wait Condition activity pauses the workflow until the defined conditions are met. The activity checks if the record meets the conditions after every record update.

Activity fields

Field

Mandatory

Description

Name

N

Activity name. A good practice is to make the name descriptive for clarity.

Description

N

Type a brief description of the activity.

Table

N

A table to be affected by this activity. This field is populated automatically.

Condition

Y

Define conditions mandatory for proceeding with the Yes transition.

Advanced

N

Select this checkbox to specify a script to execute. When you select this checkbox, the Script field appears.

Script

N

This field appears when the Advanced checkbox is selected. If specified, the workflow is paused at this activity until this script returns true. The result of the script execution will be added with the AND operator to the results of the Condition specified.

Code Block

language	js
theme	Eclipse
title	Example
linenumbers	true

const isUserManager =
  ss.hasRole('process_manager'); // true or false
return isUserManager;

Note
If both Condition and Script are specified, then both of them must execute successfully to transition to the next activity. The workflow will stay paused until the Condition is met and the Script returns true.

If activity

This activity checks a condition to determine if a Yes or No transition should be taken.

Info
If both the Condition and Advanced checkboxes are selected, then they both must be evaluated for this activity to choose the Yes transition; otherwise, the No transition is chosen.

Activity fields

Field

Mandatory

Description

Name

N

Activity name. A good practice is to make the name descriptive for clarity.

Description

N

Type a brief description of the activity.

Table

Y

A table to be affected by this activity. This field is populated automatically.

Condition

Y

A condition to meet in order to proceed with the Yes transition.

Info
An empty condition always returns true.

Advanced

N

Select this checkbox to specify a script to execute. When selected, the Script field appears.

Script

N

This field is displayed when the Advanced checkbox is selected. If the script is executed, the result of the script will be added with the AND operator to the results of the Condition specified. To proceed with the Yes transition, the script should return the true value.

Code Block

language	js
theme	Eclipse
title	Example
linenumbers	true

const uc = new SimpleUserCriteria();
const isUserLocal =
  uc.userAcceptanceByCriteria(ss.getUserID(), '165470191717512124'); // true or false
return isUserLocal;

Switch activity

The Switch activity manages transitions by checking the field values against the defined case values (one or more). This activity works like the switch statement.

The activity checks against conditions specified in the Column field or in manually defined exits and, based on the outcome, selects the next transition.

Activity fields

Field	Mandatory	Description
Table	N	A table to be affected by this activity. This field is populated automatically.

Conditions

Wait Condition activity

The Wait Condition activity pauses the workflow until the defined conditions are met. The activity checks if the record meets the conditions after every record update.

Activity fields

FieldMandatoryDescription


Name	N	Activity name. A good practice is to make the name descriptive for clarity.

DescriptionNType a brief description of the activity.TableNA table to be affected by this activity. This field is populated automatically.ConditionYThe workflow is paused at this activity until the record meets the defined conditions.AdvancedNSelect this checkbox to specify a script to evaluate. When you select this checkbox, a text box appears where you can enter the script.ScriptNIf specified, the workflow is paused at this activity until this script sets the answer variable to true

Type

Anchor

	type field Switch activity
	type field Switch activity

Y

Select the source of exit options for this activity. The workflow will perform check values against these conditions. Available options:

Field – the exits are equal to the options of the field specified in the Column field.
Custom – create the set of exits with the conditions you need.

Column

Y

Specify a column containing options for the condition. These options will become exits of the activity. Click the magnifier icon Image Added to see the list, or start typing the column name in the field to select from autosuggest.

Info
This field appears when

the Advanced is 'true'.

Note
If both Condition and Script are specified, then both of them must execute successfully to transition to the next activity. The workflow will stay paused until the Condition is met and the Script returns 'true'.

If activity

This activity checks a condition to determine if a Yes or No transition should be taken.

Info
If both the Condition and Advanced checkboxes are selected, then they both must be evaluated for this activity to choose the Yes transition; otherwise, the No transition is chosen.

Activity fields

Field option is selected in the Type field.

In the example below, the Switch activity takes options from the Type field.

Image Added

Tip
You can change conditions of the exits or add new conditions by editing them.

To create additional exits, perform the following steps:

Right-click the Switch activity and select Add exit.
Double-click the exit to open the exit form fields.
Fill in the fields.
Click Save.
Repeat to add more exits if needed.

Anchor

	create custom exits for switch
	create custom exits for switch

.

Enter a script to evaluate in this field.

Field	Mandatory	Description
Name	N	Activity name. A good practice is to make the name descriptive for clarity.
Description	N	The activity description.
The option name. If the Type field is equal to Field, the name is taken from the Column. If the Type field is equal to Custom, specify the name you like.
Table	N	Table	Y	A table to be affected by this activity. This field is populated automatically
Condition	Y	A condition to meet in order to proceed with the Yes transition.
Advanced	N	Select this checkbox to specify a script to evaluate.
Script	N

Info
This field is displayed when the Advanced is 'true'.

Switch activity

The Switch activity manages transitions checking the field values against the defined case values (one or more). This activity is performed like the switch statement in Java.

The activity checks against conditions specified in the Column field or in manually defined exits and, basing on the outcome, selects the next transition.

Activity fields

.
Activity	Y	The activity to which this exit is related. This field is populated automatically.
Description	N	Type a brief description of the activity exit.
Condition	Y	Define conditions mandatory for proceeding with this specified transition.
Advanced	N	Select this checkbox to specify a script to execute. When selected, the Script field appears.
Script	Y	This field appears when the Advanced checkbox is selected. If specified, the workflow is paused at this activity until this script returns true.

Note
If both Condition and Script are specified, then both of them must execute successfully to transition to the next activity. The workflow will stay paused until the Condition is met and the Script returns true.

Note
In case of the Switch activity, every exit can be configured with individual scripts. So the Advanced checkbox appears only when the activity has more than one exit. The checkbox appears only on exit forms.

Approvals

The User Approval activity configures the approval processing: it creates approvals, sets approval rules and conditions.

User-approval activity

Excerpt Include

	User-approval activity
	User-approval activity
nopanel	true

Subflows

The Subflow activity performs another workflow. This activity is useful for complex workflows that include other processes.

Subflow activity

The Subflow activity performs an existing workflow as part of the current workflow.

Activity fields

Specify a column containing options for the condition. These options will become exits of the activity. Click the magnifier icon Image Removed to see the list or start typing the column name in the field.

Field	Mandatory	Description
Name	N	Activity name. A good practice is to make the name descriptive for clarity.
Workflow	Y	The published workflow to be performed by the activity. Click the magnifier icon Image Added to see the list, or start typing the workflow name in the field to select from autosuggest
Field	Mandatory	Description
Workflow Version	Y	The workflow version to which this activity is related. By default, it is populated with the current workflow name.
Table	N	A table to be affected by this activity. This table should contain columns for which you need to set new values. By default, it is populated with the name of the table for which this workflow is created.
Name	N	Activity name. A good practice is to make the name descriptive for clarity.
Type	Y	Select the source of exits options for this activity. The workflow will perform check values against these conditions. Available options: Field – the exits are equal to the options of the field specified in the Column field. Custom – create the set of exits with the conditions you need.
Column	Y

Info
This field appears when Field option is selected in the Type field.

In the example below, the Switch activity takes options from the Type field.

Image Removed

Tip
You can change conditions of the exits or add new conditions by editing them.

Fields specific for activity exits Anchorcreate custom exits for switchcreate custom exits for switchNameNThe option name. If the Type field is equal to Field, the name is taken from the Column. If the Type field is equal to Custom, specify the name you like.TableNA table to be affected by this activity. This field is populated automatically.ActivityYThe activity to which this exit is related. This field is populated automatically

.

DescriptionNType a brief description of for the activity exit.ConditionYConditions to be met in order to proceed with this specified transition.AdvancedN

Select this checkbox to specify a script to be performed. When selected, the Script text field appears.

ScriptY

In there, you can specify the exit script.

Info
This field appears when the Advanced is 'true'.

Note
If both Condition and Script are specified, then both of them must execute successfully to transition to the next activity. The workflow will stay paused until the Condition is met and the Script returns 'true'.

Note
In case of the Switch activity, every exit can be configured with individual scripts. So the Advanced checkbox appears only when the activity has more than one exit. The checkbox appears only on exit forms.

Approvals

User Approval activity

This activity creates user approvals when executed, one or more, depending on the parameters specified. For full information please refer to the User approval article.

Excerpt IncludeUser approvalUser approvalnopaneltrue

Subflows

Subflow activity

The Subflow activity performs an existing workflow as part of the current workflow.

Activity fields

FieldMandatoryDescriptionNameNActivity name. A good practice is to make the name descriptive for clarity.WorkflowN

The published workflow to be prformed by the activity. Click the magnifier icon Image Removed to see the list or start typing the workflow name in the field.

DescriptionNType a brief description for the activity.

Timers

Timer activity

The Timer activity defines a period of time during which the current workflow does not run

.

When a Subflow block is started, a workflow context is created for the current record. Until the context is finished, another Subflow block with the same workflow cannot be started, since at any given time only one workflow context can exist for the current record.

For example, a Subflow block referring to the "Request 2nd phase" workflow is configured in the main workflow. After the main workflow starts, the "Request 2nd phase" subflow is started. The subflow execution context is paused. If another attempt to launch the "Request 2nd phase" subflow is made within the main workflow, the subflow is created in the canceled state.

Timers

The Timer activity pauses the workflow. This activity is useful when the process requires waiting for a certain period.

Timer activity

The Timer activity defines a period of time during which the current workflow does not run. It follows the logic below:

If the workflow context is not finished and the block following the Timer block has the Finished state – the block processing is restarted.
If the workflow context is not finished and the block following the Timer block has the Waiting state – the block processing is not restarted.
If the workflow context at the moment of running of the Timer block is finished – processing of the block following the Timer block is not started.

Activity fields

Field

Mandatory

Description

Name

N

Activity name. A good practice is to make the name descriptive for clarity.

Description

N

Type a brief description for of the activity.

Timer, based on

Y

The way the timer duration is calculated. Available options:

A User Specified Duration – specify the duration of time to wait before proceeding to the next activity.
Script – specify a script for duration calculation.

Duration

Y

Specify the duration of time to wait in days, hours, minutes and seconds to wait before proceeding to the next activity.

Info
This field appears when the A User Specified Duration option is selected in the Timer, based on field.

Script

Y

Evaluate a Specify the script implementing the duration calculation logic. For developHere, use native JS extended with SimpleOne you can use the SimpleOne API methods if needed.

Info
This field appears when the Script option is selected in the Timer, based on field.

Schedule tab

Timezone, based on

N

Specify a timezone source for this activity. Available options:

(No Time Zone)
A Specific Time Zone.

Timezone

Y

Select a timezone from the list. Click the magnifier icon to to see the list, or start typing the schedule name in the fieldfield to select from autosuggest.

Info
This field appears when the Timezone, based on option is A Specific Time Zone.

Schedule, based on

N

Specify a schedule source for this activity. Available options:

(No Schedule)
A Specific Schedule.

Schedule

Y

Select a schedule from the list. Click the magnifier icon to to see the list, or start typing the schedule name in the fieldfield to select from autosuggest.

Info
This field appears when the Timezone, based on option is A Specific Time ZoneSchedule.

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Key

Basic activities

Begin activity

End activity

Utilities

Run Script activity

Basic activities

Begin activity

End activity

Utilities Anchorutilitiesutilities

Run Script activity

Join activity

Set Values activity

Record Generator activity

Create Event activity

Join activity

Set Values activity

Record Generator activity

Create Event activity

Conditions

Wait Condition activity

If activity

Switch activity

Conditions

Wait Condition activity

If activity

Switch activity

Approvals

User-approval activity

Subflows

Subflow activity

Approvals

User Approval activity

Subflows

Subflow activity

Timers

Timer activity

Timers

Timer activity

Utilities
Anchor
utilities
utilities