Actions used in workflow

Each process contains Activities, Gateways and paths. For every Activity and Gateway, you have to configure an action. Configuration is located in the General tab. This is a built-in action to be run when executing a process stage. We have a selection of activities to choose from. Each needs to be configured in the Activity settings tab.

Create document #

Action is used to create a new document or to copy an existing document into a new one.

Create mode – Choose how to create the new document. You can create a blank document and set the value of each attribute (“New document” option) or clone/copy an existing document ( on which the process is running) and modify selected attributes (“Clone processed document” option)

Choose form for creating a document – The user must choose a document form for the creation of a new document.

Document fields – we pick fields we want to set value when creating a new document. When the field is chosen we set the Value tab.

For dropdown type fields:

• Set – system sets a new value of a field based on the available field option like list or dictionary
• Clear – system clears the value of a field
• Match – system copies value from related field set from document fields or system fields like user ID and user details

For date type fields:

• Value – system sets the new value of a field in a date format
• Function – Allows setting the shift mode. When set to the Current day, the shift is applied to the date, when set to the Current hour, the shift is applied to the time. We use decimal values to define the shift of the date/time. A positive value means a shift to the future, a negative value means a shift to the past, zero value means the current date/time.
• Dynamic value

For text/integer type fields:

• Value – system sets the new value of a field based on dynamic content or value entered by the user.

Select process to start – the user may select a process from the list to automatically start upon creating a document.

Change field value #

Action is used to change the field value on the document.

Mode – Determine which document will be changed. Option “Current document” means that the document on which the process is running will be changed.

To change field values in a document indicated by the document attribute (ex. Dropdown) on the document on which the process is running, you should select the “Connected document” option.

Change field value – we pick fields we want to change the value on. When the field is chosen we set the Value tab.

For dropdown type fields:

• Set – system sets a new value of a field based on the available field option like list or dictionary
• Clear – system clears the value of a field
• Match – system copies value from the related field set from document fields or system fields like user ID and user details

For date type fields:

• Value – system sets the new value of a field in a date format
• Function – Allows setting the shift mode. When set to the Current day, the shift is applied to the date, when set to the Current hour, the shift is applied to the time. We use decimal values to define the shift of the date/time. A positive value means a shift to the future, a negative value means a shift to the past, zero value means the current date/time.
• Dynamic value

For text/integer type fields:

• Value – system sets the new value of a field based on dynamic content or value entered by the user.

Send mail #

Action is used to send emails from the system. In the activity setting, we have 2 tabs to configure.

Message tab:

Here we have some typical data used in creating emails.

To – we add dynamic content based on form fields and system IDs.

Carbon Copy – we add dynamic content based on form fields and system IDs.

Subject – we add dynamic content based on form fields and system IDs.

Body – we add dynamic content based on form fields and system IDs.

Add attachments – we can add an attachment from the Process variables tab. To be able to use this option, we need to add some File type variables to the Process variable tab in the main process settings.

Server Configuration:

Here we have a configuration for an outgoing mail server. You can choose an existing configuration (by selecting its name) or choose Other to manually configure the server. If you do not know which server to choose or do not know the server parameters ask your system administrator.

Select mail account configuration – The user chooses a previously configured e-mail service or sets a dedicated server by entering:

• SMTP username
• SMTP password
• SMTP port
• SMTP server address
• Use TLS encryption

Generate PDF #

Action is used to create a PDF file based on the template and data from the document fields. You can read more about creating templates in Word here.

Add template – You must prepare a Word document that contains the template for the PDF document.

Add files – Here you can add such a document from your hard drive.

Get from form – Here we can assign a code on the template to a specific field on the document form. The value from this field will be inserted into the new PDF file. Instead of a form field user can create an SQL expression.

Add field – Here we can add an extra field to use on codes on the template.

Save output file as attachment – Generated file can be stored in an Attachment attribute. Here you can choose which attachment attribute to use to store generated PDF files.

Save in global variable – The document is saved in Process variables for future use, ex. Sending email with attachments.

Download in browser – Check to download the output file in a browser. The file will be automatically downloaded instead of being saved in variables or attachments.

Output file type – Choose between PDF or Word format.

Output file name – enter the name of the PDF file or use dynamic content.

Execute SQL #

Enter SQL code using pure SQL query or adding dynamic content. This is an option for advanced users as N365 database can be accessed, altered and even deleted from this action.

User Activity #

Most commonly used action. When an actor in the process is to perform an activity, you choose this action. You can also change the value of the field in this action.

Activity executors – The user needs to add a minimum of one user to set as an executor of the activity.

Available options (we can add more than one condition with and/or operators):

• Process owner – the user set an owner of the process
• User – specific user by name from the user’s list
• Each member of group – the action must be processed by all users from the chosen department, defined user group, or everyone in the company.
• Any member of group – the action must be processed by at least one user from the chosen department, defined user group, or everyone in the company. The first user performing action ends the process step
• Each user from the field – the action must be processed by all users from the field on the form containing users
• Any user from the field – the action must be processed by at least one user from the field on the form containing users

Send email – Choose whether you want to send an email notification to action recipients

Show notification – Choose whether you want to send a system notification to action recipients

Change field value – we pick fields we want to have action on when creating a new document. It works the same way as settings in the Change field value action.

Redirect to URL #

Target URL after executing an action. Enter the URL or use dynamic content.

Change permissions #

Change permission mode:

• Add permissions – Add privileges for the document
• Delete permissions – delete privileges from the document
• Overwrite permissions – delete all permissions and add selected permissions
• Delete all – Remove all privileges from the selected area.

Execute dll #

Choose an extension file. The extension must be installed in the system. You can install the extension in the Extension tab in the application menu.

Configuration of this action depends on the extension thus if you have to configure Execute dll action you have to refer to the extension documentation.

Call REST API #

This is one of the most difficult to configure and technical action. If you are going to use it, you have to understand the technology behind it. In short, REST API is a software architecture style that describes the interface between systems in client-server architecture across the Internet. 

To use this action, you have to configure the method, URL of the service and authorization. Furthermore, you have to prepare JSON (JavaScript Object Notation) with the calling parameters of the service. The data you get or change after the call depends on the particular API. 

In the activity setting, we have 2 tabs to configure. 

Request configuration 

HTTP request method – Choose the method from PUT, POST, DELETE, PATCH, or GET. 

GET – this method is used to request data from a specified resource. After selecting this method, enter the API endpoint address in the field that appears below (Service URL). You can use mentions to select dynamic values for your link. This is useful when your API endpoint requires a specific object identifier. You can store the result of the API query in a global variable. You can select it from the Save in the global variable list. By default, the list is empty. To make values appear in it, you need to create a global variable in the Process variables tab and select the appropriate data type. You can learn more about global variables in this article [link]. 

DELETE – this method is used to delete the specified resource. The configuration for this method is similar to the GET method explained above. 

POST – this method is used to send data to a server to create/update a resource. After selecting this method, enter the API endpoint address in the field that appears below (Service URL). You can use mentions to select dynamic values for your link. Then you can choose between two ways to deliver the content (Content type list). The first option is JSON. When you select this option, you can enter the request in JSON format in the JSON request body field that will appear below. You can use mentions to select dynamic values for your JSON request. The second option (Form data) will activate the list of parameters to fill in. These must match the data the API expects. In the Key field, enter the name of the parameter. Using the Data type list, you can choose the type of data provided – value or file. Depending on your choice, you can either enter the value to be passed to the query (value) or select a file from the list (file). You can store the result of the API query in a global variable. You can select it from the Save in the global variable list. By default, the list is empty. To make values appear in it, you need to create a global variable in the Process variables tab and select the appropriate data type. You can learn more about global variables in this article [link]. 

PUT – this method is used to send data to a server to create/update a resource. The difference between POST and PUT is that PUT requests are idempotent. That is, calling the same PUT request multiple times will always produce the same result. In contrast, calling a POST request repeatedly have the side effect of creating the same resource multiple times. The configuration for this method is similar to the POST method explained above. 

PATCH – this method is used to apply partial modifications to a resource. The configuration for this method is similar to the POST method explained above.  

Authorization 

Regardless of the method selected, this tab will be available on the right side of the Request configuration tab. By default, the Authorization type field is set to NONE.

Authorization type: 

NONE – this authorization type should be selected when the chosen API does not require credentials for successful execution. 

Basic – this type of authorization should be selected when the chosen API requires a username and password for successful execution. 

Token – This is the most advanced form of credentials. You can either enter the token manually (after selecting Type token in the Token source list) or get it from the API (after selecting Get from API). If you select the second option, additional fields will appear in the form. In the Authorization token URL field, enter the link from which the credentials will be retrieved. In the Key name for response token field you can enter the key name for the response sent by the authorization token. If the token requires you to enter values and assign them to specific keys, you can enter them in the list of attributes that appears below.

Logic gate #

This is a special action that implements the boolean function. Depending on the fulfillment of truth or false conditions, the process will be directed to the appropriate path. To make it easier to configure the logic gate, it is a good idea to configure the other elements of the process and then return to the step with the logic gate. This way, there will be created paths in the logic gate where you just need to assign the necessary conditions.  

A list of fields will appear under the Activity type list. There will be a Path name, Next activity and a special field containing the configuration of conditions for selecting the way to the next path. The number of rows in this list depends on the number of paths coming out of the logic gate. 

Configuring the conditions for moving to a particular path works in a similar way to configuring filters on lists. You can learn more about it in this article. Depending on which condition is satisfied, the process will take the right path. 

New document form view #

This action is available to use only on the first step of the process. It sets the view of the form at the beginning of the process. In settings we can choose which attributes from the given form are to be visible, editable, or required.

Form view after finishing the process #

This action is available to use only in the last step of the process. It sets the view of the form at the end of the process. In settings we can choose which attributes from the given form are to be visible, editable, or required.

Start process #

User may select a process from the list to automatically start.

Loop #

In computer programming, a loop is a sequence of instructions that is continually repeated until a certain condition is reached. Typically, a certain process is done, such as getting an item of data and changing it, and then some condition is checked such as whether a counter has reached a prescribed number.

A loop in Navigator365 is a more complex type of activity because it is composed of two interrelated layers.  The first layer we can set in Activity settings.

Mode

In the Mode drop-down list, you can select the type of collection to be queried. This works similarly to the for-each loop, which can be found in many programming languages. For-each loop type is a control flow statement for traversing items in a collection. You have three options available.

DOCUMENT LISTS – The collection being searched is the list of documents. The loop will examine each item from the list selected in the Choose list field. This list could be additionally limited by using the standard filter configuration.

LIST POSITIONS – If the form has a field List of attributes, the loop will iterate on each element from this list.

JSON VARIABLE – The loop will search the collection assigned to a JSON-type variable. This variable can be indicated using the Variable drop-down list, which will appear after selecting the appropriate option. In addition, you can indicate the property that holds the data collection using the list JSON node with data collection.

Output file name

If this field is filled in, a file with the entered name will be created when the loop completes. The selected name can be enriched with variables by using mentions. The created file will be a report of the loop operation and can be used similarly to system logs.

The second layer can be opened using an arrow pointing to the lower right corner icon on the process diagram. Switching between layers is possible by an unnamed list visible in the upper right corner of the process creation window.

The second layer is an additional process containing an action or set of actions that will execute for each collection item reached by the loop. Settings are similar to the typical action settings. You can use data from the document in which a loop step is located and use it, for example, in the document created by the action from the discussed layer. These variables are marked with a rounded arrow icon and can be referenced using mentions.

Add attachment #

The file is saved in Process variables for future use ex. Sending email with attachments.

File name – Attachment filename. When there is no value set source filename will be used as the new file’s filename.

Variable – Process variable to store the fetched data

Field – Form view field.

Fetch attachment #

The document is taken from saved documents in Process variables.

Export user to domain #

In the activity setting, we have 2 tabs to configure.

Domain configuration – Enter a domain, container, username (Login of the user who has permission to add users to the domain) and password.

User account configuration – Enter username, password (If the password in this field is left blank, the user will be asked to create a password the first time they log in), first name, last name and user’s e-mail.

Resend activation email #

When you create a new user account in the system, the system usually sends an email to confirm the account. If something goes wrong and the email is lost, thus the user cannot log into the system, you can resend the confirmation email by using this action.

Enter User – User document’s ID that will be used to send again e-mail that activates the account.

Wait #

Activity type is used to hold the process and direct it to a specific path name when conditions are met. It is possible to have many paths available each with different conditions to meet. This functionality goes beyond just waiting for action and creates a process crossroads to different paths. There can be set more than one condition for each path using AND (both need to be met) and OR (only one needs to be met in order to proceed).

We set conditions based on form fields and typical operators. You can read more about setting filters here.

An example of a waiting action would be a process to path Confirm when the field: Date is the same as today.

Path name: Confirm AND “Date” Equal “Function” “This day” 0