Status Workflow

Prerequisites

To set up status workflows, you need the following licenses:
- FieldFX Base Package
- FieldFX E-Ticketing
To set up status workflows, you must:
- Set up the FX E-Ticketing module
- Set up the Quoting feature (if setting up workflows for FX Quoting)
- Set up the FX Invoicing module (if setting up workflows for FX Invoicing)
To set up status workflows, you need:
- FX Invoicing minimum permissions (if setting up workflows for FX Invoicing)
- System permissions:
  - Customize Application
  - Manage Sharing
  - View Setup and Configuration

Basics

Status Workflow defines the sequence of statuses a record of a certain record type can follow.
The Status determines when:
- The record is available in FX Back Office (formerly labeled "Console")
- The record is available in FX Mobile
- The record is available in Customer Self Service (referred to as "Portal")
The Workflow determines what the next available status can be for a record.

Considerations

Both Back Office and Mobile need an Initial Status that a new record from that interface enters the flow.
A status available in both Back Office and Mobile should be Read Only in one or the other.

How it Works

The Status Workflow shows all available statuses for the selected object and record type.
Arrows indicate how a record can change from one status to another.
The Workflow automatically updates as you make changes.

Example of a Status Workflow for a Quote

Using the Status Workflow Tool

After selecting an object and Record Type, the window divides into two sections.
The right side of the screen displays a graphical view of the selected record type’s workflow.

Use icons on the screen to zoom in, zoom out, reset zoom to show whole workflow, or filter the view.
Use the left panel to make entries and edits to the selected status or transition.
Use the options on the top right to zoom in or out on the workflow, or reset the display to show the entire workflow.

Step by Step

Add a New Workflow

Go to https://admin.fieldfx.com and choose to login to a Production or Sandbox org
Enter the appropriate credentials to login to the desired org
Select Status Workflow from the Admin Portal’s Dashboard
Choose an sObject from the dropdown field
If available, choose a Record Type

If this is the very first workflow for the object, a dialog box prompts to create a new workflow based on standard defaults

Example of the Create New Workflow dialog

Click Create

If desired, you can create a workflow from scratch by changing Create Default Workflow to Create Single Status.

However, you must use care when creating a flow from scratch. LiquidFrameworks strongly recommends starting with a default and modifying to suit the business needs.

Add a Status for a Workflow

Go to https://admin.fieldfx.com and choose to login to a Production or Sandbox org
Enter the appropriate credentials to login to the desired org
Select Status Workflow from the Admin Portal’s Dashboard
Choose an sObject from the dropdown field
If available, choose a Record Type

The workflow displays.
On the workflow, select the status that should precede the new status
Click the Create options button
Click Create a link to a new status
Enter a Status Name, then click Preview

The workflow updates with the new status.
Make changes if necessary, then click Create
Make the following entries as needed:
- Read Only: Select the application where the record in this status should be Read Only
  
  Do not select both Back Office and Mobile
- Initial Status: Select an application if this is the first status for a record created in that interface
  
  Do not select an application if it was already selected as Read Only.
- Prevent Report: Select if a report cannot be attached to a record in this status
- Show to Customer: Select if a record in this status should be available in Customer Self Service
- Sync: Select if a record in this status should sync to mobile devices
If the status can transition to another status, make the following entries:
- Application: Select where the transition from this status should occur
  
  For example, if an In Progress status should only change on a mobile device, select Mobile for that status.
- Sequence Number: Specify the sequence number for the status,
  
  Sequence Numbers determine the order of the status in lists.
- Help Text: Message to display to user when hovering over the command button
- Command Text: Enter the label for the button users select to transition from this status to another status
- Confirmation Text: Message to display to users when transitioning a record from this status to another status
Click Save Changes

A Workflow does not update for users until it is Deployed.

Add a Transition to an Existing Status

Go to https://admin.fieldfx.com and choose to login to a Production or Sandbox org
Enter the appropriate credentials to login to the desired org
Select Status Workflow from the Admin Portal’s Dashboard
Choose an sObject from the dropdown field
If available, choose a Record Type
Select the Status the record changes from
In the left bar, select Create a link to an existing status
In the Statuses dropdown, select the existing status the record can change to, then click Preview
Confirm the workflow appears as desired, then click Create

If necessary, select a different Existing Status, then click Preview again.
Make the following entries about the transition:
- Read Only: Select the application where the record in this status should be Read Only
  
  Do not select both Back Office and Mobile
- Initial Status: Select an application if this is the first status for a record created in that interface
  
  Do not select an application if it was already selected as Read Only.
- Prevent Report: Select if a report cannot be attached to a record in this status
- Show to Customer: Select if a record in this status should be available in Customer Self Service
- Sync: Select if a record in this status should sync to mobile devices
- Application: Select where the transition from this status should occur
  
  For example, if an In Progress status should only change on a mobile device, select Mobile for that status.
- Sequence Number: Specify the sequence number for the status
  
  Sequence Numbers determine the order of the status in lists.
- Help Text:
- Command Text: Enter the label for the button users select to transition from this status to another status
- Confirmation Text: Message to display to users when transitioning a record from this status to another status
Click Save Changes

This saves the work in progress for the current session. However, the workflow is not saved or available to end users until it is Deployed.

You can also Create a link to a new status.

Select that option instead, then add the status as described above.

Delete a Transition Between Statuses

Go to https://admin.fieldfx.com and choose to login to a Production or Sandbox org
Enter the appropriate credentials to login to the desired org
Select Status Workflow from the Admin Portal’s Dashboard
Choose an sObject from the dropdown field
If available, choose a Record Type
Select the beginning status of the transition
If the selected status can transition to more than one other status, select the status you want to delete from the drop down in the top left

The transition arrow highlights in the Status Workflow workspace.

You can select the transition arrow on the workspace directly.
Select the Delete options trashcan icon
Select the Delete the Transition… option, then click the Delete button

Filter Workflow

Filter the statuses that display in the workflow to focus on a subset of statuses.

For example, show only statuses that sync to mobile or statuses that change from the Back Office.
Applicable statuses remain in full color. Other statuses continue to show in a lighter color.
1. Go to https://admin.fieldfx.com and choose to login to a Production or Sandbox org
2. Enter the appropriate credentials to login to the desired org
3. Select Status Workflow from the Admin Portal’s Dashboard
4. Choose an sObject and Record Type from the dropdown fields
5. Click the Filter your workflow icon
6. Select one or more options:
Read Only Apps: Highlight statuses that are read only in the selected app(s)
Application: Highlight statuses that transition from the selected app
Prevent Report: Highlight statuses that are marked to prevent report attachments
Show to Customer: Highlight statuses that display to customers in Customer Self Service
Sync: Highlight statuses that sync to mobile devices
1. Click Apply Filters

Deploy a Workflow

Deploying a Workflow saves the workflow and makes it available for users.

Go to https://admin.fieldfx.com and choose to login to a Production or Sandbox org
Enter the appropriate credentials to login to the desired org
Select Status Workflow from the Admin Portal’s Dashboard
Choose an sObject and Record Type from the dropdown fields
Make and save any changes to the workflow

See step by step instructions above.
Click Deploy
Confirm launching the workflow for users by clicking Deploy Workflow

Reset Workflow to Current Live Version

After making changes, it may be necessary to revert all changes and reset the workflow to what is currently in use.
This clears all changes since the last Deploy of the workflow and resets the workspace.
Click the Revert button on the workspace to reset.

Workflow Warnings

Status Workflow runs validations on the workflow.
When errors are identified, a warning icon displays.
Statuses with errors highlight with an orange border in the workspace.
After selecting the status, the entries with errors highlight in an orange border in the left panel.

A warning icon also displays.
Hover over the entry’s warning icon to display the reason for the warning.