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Configure Settings

The Email Templates section displays the email templates that can be used while designing a workflow, which determines the email notification details such as email notification recipient and the email content. You can also configure additional settings such as the when the temporary files must be deleted or if the error message details must be displayed in the Miscellaneous window. You can use the options in the Report and Database Maintenance windows to configure the report logo settings and database archive summary settings.

This section contains the following topics::

Manage Email Templates

This topic describes how you can manage email templates, which are displayed in the workflow designer window when designing a workflow.

You can use the Export to Excel option to export the details about the email templates, such as when and who last updated the template, to an Excel workbook. You can use the Show Filter Row option to filter data by entering text in a column and the Show Find Panel option, which is available when you right-click a column header, to search for text in the Email Template Settings window. Also, you can right-click the column header and customize the columns that appear in the Email Template Settings window using the Column Chooser or Hide This Column options.

To manage email templates,

  1. In Easy Workflow Cockpit, select Settings > Email Templates. The Email Template Settings window is displayed.
  2. To add a template, select Add. In the Email Template Design window, perform the following steps:
    1. Select Active. The template will be displayed in the list of templates in the workflow designer window.
    2. In Show only for, select the action for which this email template can be used.
    3. Select Use as Default to set the template as the default for the option selected in Show only for. For example, if you create a template, TestTemplate, and set this as the default template for 5 - Sub Status change of step in Show only for, then TestTemplate is displayed as the default template for the When Sub Status of Current Step is Changed option in the Email Settings tab of the workflow designer window.
    4. In Template Name and Subject, enter a name for the template and a short description for the template.
    5. In To and CC, perform one of the following tasks to enter the email IDs of the users who must receive this email notification:
      • Double-click the To or CC box, and select the users from the list that is displayed in the Select name(s) to send email window; the users and user groups defined in the Easy Workflow Cockpit are displayed in Defined User(s) and Defined Group(s) sections.

        select-names-to-send-mail

      • Right-click in the To or CC field and map Excel cell value or custom fields as email address.

        custom-field-name-1

    6. In the body of the email, right-click to view the list of constants or click Add Constant.
    7. From the list that is displayed, select the constant that will be updated with the values at runtime when the mail is sent to the user.

      right-click-lookup

    8. Select one or more of the following options and the required constants:
      • Workitem Information
        • #Workflow Name# : Displays the workflow name.
        • #Excel File Name# : Displays the work item file name.
        • #Excel File ID# : Displays the work item file ID.
        • #Workflow Priority# : Displays the workflow priority.
        • #Workflow Status# : Displays the workflow status.
      • Current Step Information
        • #Step No# : Displays the current step number. This constant is useful in any email template.
        • #Step Name# : Displays the name of the current step. This constant is useful in any email template.
        • #Step Action# : Displays the approve or reject action performed on the current step. This constant is useful in any email template.
        • #User Name# : Displays the Windows User name who performs the action on current step.
        • #User Email Address# : Displays the email address of the Windows User ID who performs the action on current step.
        • #User Comment# : Displays the comments entered by user on approval and rejection of current step. This must not be used in start of workflow step template and any error reporting templates.
        • #Error message at workflow step# : Displays the error message of current step. This constant is useful in error reporting templates.
        • #Sub Status at Current Step# : Displays the sub-status selected or entered by user when the workflow is run. This constant must be used only in sub-status template.
        • #Step Instructions#: Displays specific instructions for completing the current step.
      • Previous Step Information
        • #Previous Step Comment# : Displays the comments entered in the step prior to the current one.
        • #Previous Step User# : Displays the name of the user who performed action on the previous step.
        • #Previous Step Substitute User# : Displays the name of the substitute user who performed action on the previous step.
        • #Previous Step Last Action User# : Displays the name of the user who performed action on the previous step.
        • #Workflow Action Comments#: Displays comments entered during workflow actions to explain decisions such as rejection..

        Note: All the Previous Step Information constants can be used in start of workflow step template, but not in email templates for approval and rejection of workflow steps.

      • Next Step Information
        • #Next Step User# : Displays the name of the user who will perform action on the next step.
        • #Next Step Substitute User# : Displays the name of the substitute user who will perform action on the next step.
      • HyperLink
        • Link to Approve: Displays the link to approve the workflow.
        • Link to Reject: Displays the link to reject the workflow.

        Note: For the hyperlink constants, you can customize the Click here to Approve and Click here to Reject hyperlink text and the custom text will be displayed in the email notification.

      • Custom Fields
        • Custom Fields Name: Displays the custom field name.
        • Custom Fields Value: Displays the custom field value.
      • User Display Name
        • Initiator of Workflow: Displays the initiator of the workflow.
        • Current Step Owner(s): Displays the names of the current step owners.
        • Admin of Workflow: Displays the name of the workflow administrator.
        • Global Administrator: Displays the name of the global administrator.
      • User Email Address
        • Initiator of Workflow: Displays the email address of the initiator of the workflow.
        • Current Step Owner(s): Displays the email address of the names of the current step owners.
        • Admin of Workflow: Displays the email address of the workflow administrator.
        • Global Administrator: Displays the email address of the global administrator.
      • Step Details > Previous Step Details
        • #SDSN# - Step Name: Displays the name of the previous step.
        • #SDS# - Step Status: Displays the status of the previous step.
        • #SDST# - Step Type: Displays the step type of the previous step.
        • #SDSOUN# - Step Owner User Name: Displays the name of the user that the previous step is assigned to.
        • #SDSODN# - Step Owner Display Name: Displays the display name of the user that the previous step is assigned to.
        • #SDSOE# - Step Owner Email Address: Displays the email address of the user that the previous step is assigned to.
        • #SDACBYUN# - Last Action By User Name: Displays the name of the user who performed the action on the previous step.
        • #SDACBYDN# - Last Action By Display Name: Displays the display name of the user who performed the action on the previous step.
        • #SDACBYE# - Last Action By Email Address: Displays the email address of the user who performed the action on the previous step.
        • #SDUC# - User Comment: Displays the comments entered by the user on approval or rejection of steps.
        • #SDSOA# - Source of Action: Displays the step action given by the user.

        Similar constants are also available for Next Step Details, Last Step Details, Current Step Details, and Fixed Step Details.

        step-details-36

        We recommend the following:

        • Use Step Details > Current Step Details constants instead of the Current Step Information constants.
        • Use Step Details>Previous Step Details constants instead of the Previous Step Information constants.
        • Use Step Details > Next Step Details constants instead of the Next Step Information constants.
      • Auto Generated Constants
        • #AGOOFUI# - Out of office User Information: Displays the out-of-office user information.
        • #AGAFI# - Attachement File Information: Displays the information of the attached work item.
        • #AGRI# - Reassignment Information: Displays the information of the user to whom the task is reassigned automatically by Easy Workflow service.
        • #AGIEWF# - Generated by Innowera Easy Workflow: Displays the text, Auto generated by Innowera Easy Workflow.
        • #AGIESI# - Innowera Easy Workflow Service Information: Displays the Easy Workflow service information. For example, the computer name on which the service is installed.
      • Other Information
        • #Process Name# : Displays the name of the Process file that is run.
        • #All Step Owner# : Displays the names of all step owners in the workflow definition.
        • #All Step Substitute user# : Displays the names of all the substitute users in the workflow definition.
        • #Server Name# : Displays the computer name on which the Easy Workflow service is installed.
        • #CTFBERROR#- Custom Table Filler Builder Query Error/Warning: Displays the error message that has occurred in a custom table.
  3. To edit a template, select the template, select Edit, and enter the template details in the Email Template Design window.
  4. To copy a template, select the template, select Copy, and enter the template details in the Save As Template window.
  5. To delete a template, select the template, and select Delete. You cannot delete an email template if an in-progress workflow is using it, or if it is the only default template assigned to a workflow action.

    cannot-delete-error

Configure Miscellaneous Settings

This topic describes how you can configure settings, such as maximum allowed file size for Excel template and supporting documents, when to delete temporary files, and perform other admin tasks.

To configure miscellaneous settings,

  1. In Easy Workflow Cockpit, select Settings > Miscellaneous. The Miscellaneous window is displayed.

  2. To reset the layout of the grid, select Reset to Default in Layout Settings section.
  3. In Auto checkin user files section, select Checkin user files automatically after and enter the number of minutes after which the user files will be checked in automatically. This is useful when a user has checked out the file for a long time and therefore no further actions can be performed on the file.
  4. The Easy Workflow Service Status section displays the status of the current primary service and the path of the log files generated on the computer running the service . These logs are helpful for troubleshooting and tracing issues.

    Important: By default, the ShowAppLog value is set to false in the CONFIG file that is available at C:\ProgramData\Innowera\Innowera Easy Workflow Service. Update this to true for the data to be written to the log files. You can also change the path of log file can in the CONFIG file. To make these changes effective, restart Easy Workflow service. If you do not turn off logging after you complete your troubleshooting, the log files continue to increase in size. The logs are also stored in the Easy Workflow database table, ServiceTaskEntries.

  5. To view the service log, click the View Service Log link. For information about the Service Log window, see View, Filter, Export Service Logs.
  6. In Switch time for secondary service for load balancing section, enter the number of minutes for Switch secondary service as primary service (while stopped) automatically after after which the primary service stops and the secondary service is transitioned to take over the primary role automatically. This guarantees no data loss and can be used typically for planned maintenance of the primary server or when server has become unreachable.
  7. Select Delete Temporary Files From Easy Workflow Service Server and enter the number of days after which the temporary files are deleted from the computer running the service.
  8. In the Maximum allowed size for file section, enter the maximum size for the Excel template file in Maximum allowed size of Excel template and supporting documents in Maximum allowed size of each supporting document.
  9. In the Login Attempt Restriction Setting section, enter the number of times a user can attempt to incorrectly log in to Easy Workflow Cockpit in Maximum login attempt retry count allowed to user and the time after which the user can attempt to log in again after the incorrect attempts in Allowed user to retry login attempt after.

Configure Report Settings

This topic describes how you can configure the logo and fields that are displayed in the Easy Workflow reports.

To configure report settings,

  1. In Easy Workflow Cockpit, select Settings > Report. The Report window is displayed.

  2. In the Report Logo Settings, select Set logo on top left area of reports, and then select the logo that must be used in the upper-left corner of the reports.
    • Load New: Indicates that the existing logo is replaced with the selected logo.
    •  Use Default: Indicates that the default logo is used.
  3. In the Report Logo Settings, select Set logo on bottom center area of reports, and then select the logo that must be used in the lower-central area of the reports.
    • Load New: Indicates that the existing logo is replaced with the selected logo.
    •  Use Default: Indicates that the default logo is used.
  4. Optionally, select Display Full Image to preview the existing logo.
  5. In the Digital fingerprint related report settings section, select the fields, such as computer name, SAP logon detail, and Windows ID that must be displayed in the reports.

Configure Database Maintenance Settings

This topic describes how to view the archive summary and configure the archive database settings.

To configure archive database settings,

  1. In Easy Workflow Cockpit, select Settings > Database Maintenance. The Database Maintenance window is displayed.

    Database Maintenance

  2. Enter a value in Show warning on dashboard when Database size exceed. A warning message is displayed in the Easy Workflow Dashboard window when the database size exceeds the specified value.
  3. To automatically archive the log files and workflow files periodically, perform the following steps:
    1. Select Archive Log, and then enter a value in Archive Log older than.
    2. Select Archive Workflow, and then enter a value in Archive Workflow older than.
  4. Select Save. A message is displayed on the Archive Summary tab indicating that the archive settings are configured.

View Easy Workflow Log

This topic describes how to view the Easy Workflow log.

To view Easy Workflow log,

  1. On the Process Runner ta,b, select Tools (Workflow) > Easy Workflow Log. The Easy Workflow Log window is displayed with the following information:
    • Date: Indicates when the Easy Workflow task was performed by a user using the Easy Workflow instance.
    • ID: Indicates the identifiers associated with each of these tasks.
    • Type: Indicates whether the log is informational in nature or can be used to debug an error.
    • Message: Describes the task performed by any user or the type of error occurred.
    • Category: Describes the component of Easy Workflow from where the task was performed or where the error occurred.
    • User Name: Indicates the user who has performed the Easy Workflow task.
    • Machine Name: Indicates the name of the computer on which Easy Workflow is installed.
    • Add-In version: Indicates the Process Runner version used by the user to access the Easy Workflow instance.
  2. Select Filter and Filter By Date or Filter By User, and then select the option to filter the log records based on date or user. By default, the logs for the last 30 days is displayed.
  3. To export the Easy Workflow logs that are displayed in the grid, select Export To Excel, and select the location where the file must be exported to, on the local computer. The default name of this file is EasyWorkflow_log.xls.
  4. Optionally, select Refresh to refresh the logs.
  5. Select Exit. The Easy Workflow Log window is closed.

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