WORKFLOW

Event schedule

Use an Event schedule to set up when and how often a Workflow is to be run. You can attach more than one Event schedule to an Event rule, if you have different actions that should be performed at different times.

Then you will need to add one or more Actions to each Event schedule, to specify what is to be done when the conditions in the Event rule are true. This is done by right clicking the Event schedule and selecting Add -> Action and then the action you want from the menu. An Event schedule must have at least one Action before it can be run.

To start an Event schedule, see Activating an Event Schedule below.

If you want to run the Workflow only once, right click it and choose Run from the menu. You can also use this method to test the Workflow, but remember that all actions will actually be performed.

How to create an Event schedule

To create an Event schedule, right click an Event rule and choose Add -> Event schedule.

Properties

General

Name - the name "Event schedule" is generated automatically but it may be changed
Description - an optional text describing the object

Configuration

Status - shows the status of the Event schedule. This is information only and cannot be changed. Can be one of the following:
- Active - the Event schedule has been started and the action(s) are running/will be run according to the schedule
- Inactive - the schedule has not been started or has been deactivated, e.g. if you want to make changes to rules or actions
- Finished - indicates that the schedule will not be run anymore. This will be set automatically when the End date is been reached.
Frequency - an Adjusting function indicating how often the schedule should be run in relation to the previous run. E.g. to run once a month enter +1M in the field. Click the icon to the right to use the Date calculator.
Perform only first time - mark the box ("True") if you only want to perform the specified actions the first time an item meets the conditions in the Event rule. Example: If you only want to add a new object such as a Comment list or Task list the first time the conditions specified in the rules/rule sets are met, mark the box.
Start date - the date of the first run
End date - the end date of the schedule. The Workflow will not be run again after this date, and Status will be set to "Finished". If no date is specified the schedule will run indefinitely.
Run missed jobs - If checked the Workflow will run all jobs that should have been run while the server was unavailable. If Start date is in the past, one job will be run for each missed period. If unchecked, the job will be run only once, no matter how many periods were missed, i.e. no matter how far in the past the Start date and Last run are.
Run as - click the icon to the right to select a user other than yourself who should own the run(s); this user will be used in Created by for objects added via Add object and in Modified by for objects that are updated via Update object property.

Information

Last run - contains the date and time of the last run thus far. Information only, cannot be changed manually.

Audit

Modified by - the name of the last user to make changes to the object.
Last modified - the date and time when the object was last changed.
Created by - the name of the user who created the object.
Created - the date and time when the object was created.

Advanced

ID - a unique ID for the object.

By default, Corporater BMP assigns consecutive numbers to new objects.

You can change the ID to a value of choice that can include either letters or letter and number combinations.

The ID mustn't contain only numbers, include special characters such as ) ( . * } { + < > [ ], or match the name of a default object type in Corporater BMP.

Access control

Read accessors - click the Edit button () and authorize one or more users and user groups to view the object on Web.
Add accessors - click the Edit button() and authorize one or more users and user groups to add new objects to the object on Web.
Write accessors - click the Edit button() and authorize one or more users and user groups to edit the object on Web.
Delete accessors - click the Edit button() and authorize one or more users and user groups to delete the object on Web.
Ownership - click the Edit button () and grant ownership of the object to one or more users and user groups.

Users and user groups who own the object have full access rights to it.
Override access profile - select for the object's access control setting to outrank the object's corresponding access settings in profiles.

Activating an Event schedule

An Event schedule can be activated by right clicking it and choosing Activate. The actions defined below the schedule will be performed according to the settings in the schedule. Active Event schedules are marked with a green symbol on the icon . If a Logs folder exists, aA log will be created for each Action as it is performed.

An Event schedule must have Frequency and Start date and at least one action in order to be activated. If the last (only) action is removed from an active Event schedule, it will be automatically deactivated.

An active Event schedule can be deactivated by right clicking it and choosing Deactivate, e.g. if you want to make changes to it.

If you deactivate an Event schedule and activate it again, it continues to run according to the Frequency and Start date and time in relation to the last run. If you want to run it again immediately, remember to change the Start date and time.