Enable a Workflow on an Object

Workflows are a set of repeatable steps in SmartSimple used to automate and streamline business processes, such as creating review forms and notifying reviewers via email. Workflows can be associated with an object type or entity anywhere in the system. Before a workflow can run against a specific object type or entity in SmartSimple, it must be enabled in the appropriate location, such as a company or user profile, a registration page, a UTA/module type, a file upload field, or a SmartFolder. For workflow types, settings, and syntax, see Workflow Types, Settings, and Syntax Reference.

Who: System administrators

When to Use Workflows

Use workflows when:

• Automatically routing review forms to the right people and notifying them by email when a review is needed.
• Sending scheduled reminders for recurring deadlines, such as staggered reminders leading up to a grant report due date.

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Enable a Workflow on an Object

A workflow will not trigger until it is enabled on the object or location where it needs to run. The sections below cover the object types that support enabling a workflow.

Enable a Workflow on a Company or User

Workflows must be enabled on an organization before they will run against the organization itself, its sub-branches, and the users within them.

If the current user has the Workflows - Attach Workflow to Company system feature permission, two drop-down menus appear on an organization profile:

• Company Workflow — lists all workflows of the Company type. Only one company workflow can be selected per company.
• User Workflow — lists all workflows of the User type. Only one user workflow can be selected per user.

Workflow execution depends on the Trigger Type. For company workflows, New triggers only when a new company is created and Modified triggers on both creation and modification. The same logic applies to user workflows for new or modified users or contacts.

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Enable a Workflow on a Registration Page

This feature enables a workflow to trigger on a company or user registration page, for example, to notify an employee each time a new company registers. Company and user registration workflows override other new- and modified-status workflows. It is recommended to set workflows triggered from signup pages to On Demand. Each signup page includes an Attach Workflow drop-down menu to select the desired workflow. 

To enable a workflow on a registration page:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and click the Users or Organizations tab.
   • Click the Users tab for user registration pages.
   • Click the Organizations tab for organization or company registration pages.
2. Locate the General Settings section and click Signup Pages.
3. Click the edit [pencil] icon to edit the applicable registration page.
4. Locate the Signup Options section, click the Attach Workflow field, select the relevant workflow from the drop-down menu, and click Save.

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Enable Status-Driven Workflow on a UTA/Module

Status-driven workflows can be triggered from all levels of a UTA/module once workflows have been enabled on the types. 

To enable status-driven workflows on a UTA/module:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Level 1, Level 2, or Level 3 tab.
4. Click Types.
5. Click the edit [pencil] icon next to the desired type.
6. Click the Process tab. Each level has a toggle to enable workflows:
   • Toggle Enable Applications Workflow on to enable workflows for Level 1 items.
   • Toggle Enable Activities Workflow on to enable workflows for Level 2 and Level 3 activities.
7. Click Save.

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Enable UTA/Module Role or Company Assignment Workflow

To trigger a UTA/module Role Assignment Workflow or UTA/module Company Assignment Workflow, the Type settings must be configured. 

To enable a UTA/module role or company assignment workflow:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the tab for the level to configure: the second tab from the left is for Level 1, the third for Level 2, and the fourth for Level 3.
4. Click Types.
5. Click the edit [pencil] icon next to the desired type.
6. Click the Process tab, click the relevant Assignment Workflow field, and then select the relevant workflow from the drop-down menu.
   • Available Contact Assignment Workflow — Defines one or more UTA/module Role Assignment Workflows triggered by this type.
   • Available Company Assignment Workflow — Defines one or more UTA/module Company Assignment Workflows triggered by this type.
7. Click Save.

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Enable Workflow on a File Upload Field

To trigger a workflow when a file is uploaded to a Link - Single File or Link - Multiple Files Custom Field:

1. Locate the File Options section of the custom field, click the Workflow on Upload field, select the relevant workflow from the drop-down menu, and click Save.

Available workflow types vary depending on the field's location. If the file upload field is at Level 2 or Level 3, select a Tracking Activities or Tracking Sub-Activities workflow type. If the field is on a Company or User, select a Company or User workflow type.

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Enable Workflow on a SmartFolder

To trigger a workflow when a file is uploaded into a SmartFolder:

1. Click the Menu icon in the upper navigation bar, and then select SmartFolders from the drop-down menu.
2. Click the relevant folder name in the left navigation.
3. Click the Settings button.
   • A Settings modal window will appear.
4. Click the Workflow field and select the relevant workflow from the drop-down menu, and then click Save.

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