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VI-118 Real World Workflow
A step by step Vision Workflow Tutorial with Basic Stored Procedures
Insight 2011
Presented by:
Loren Saunders, Saunders Consulting Group, LLC
Don Muir, Saunders Consulting Group, LLC
Agenda
April 18, 20232 ©2011 Deltek, Inc. All Rights Reserved
Overview of Vision Xtend Workflow & Stored Procedures Workflow Use Case review
• Defining the problem
• Creating the solution• Q&A
What is a workflow?
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A workflow is an action that can be initiated based upon a set of conditions from an infocenter record. Workflows can be generated from the following areas of Vision:
Clients (Companies) Contacts Leads Marketing Campaigns Opportunities Employees Projects Vendors Text Libraries Accounts, Billing Terms
What do workflows do? Workflows manipulate data in your enterprise based upon conditions and rules
you set up in the workflow configuration screen. Some examples of things workflows can do: Update field values Send alerts to dashboard and/or email Enforce data entry business rules Run stored procedures (which are batches of database code) Interface with outside applications (through web services)
Workflows generally make things happen (they are the glue that makes your automation really work in Vision)
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What is a stored procedure?A stored procedure is a batch of database code written in SQL(SQL – pronounced “sequel”, stands for “structured query language”).
Stored procedures are written by your database programmers. They have a name They have parameters They do something to the data.
The one we use today is here: CREATE PROCEDURE [dbo].[z_custom_tag_terminated_project_manager](@EmpID varchar(20)='', @projectNumber varchar(32)='')ASBEGIN
UPDATE ProjectCustomTabFieldsSET CustPMStatus = @PMstatusFROM ProjectCustomTabFields INNER JOIN PR ON ProjectCustomTabFields.WBS1 = PR.WBS1 AND ProjectCustomTabFields.WBS2 = PR.WBS2 AND ProjectCustomTabFields.WBS3 = PR.WBS3inner join emon pr.ProjMgr = em.employeeWHERE (PR.ProjMgr = @EmpID) or (ProjectCustomTabFields.wbs1 = projectNumber)
END
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Setting up the Problem1. Discover/Discuss
2. Stakeholder involvement
3. Describe the solution
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The Problem: When a Project Manager leaves or is terminated many of his
responsibilities are not being handled. First step is to identify the problem.
Can something be done?
Wouldn’t it be nice . . .
It would be nice if the Principal in charge received an email informing him of the situation and asking him to assign someone else to the project.
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Stakeholders discussion We have identified the problem and something we think will correct it . . .
Now what? What resources are available to help us get what we need? Who are the stakeholders? Who is affected by the problem or needs to be
involved in building a solution? Accounting Dept. Principals in Charge. IT staff. In-house Vision expert. In-house SQL expert. Deltek Help. Deltek Consulting Services.
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Define the Solution: Email alert sent to the Principal in Charge on all projects when a
Project Manager has been terminated.
Report for PIC’s to show all projects for this PM.
Build the Workflow Solution1. Quick Summary
2. How it works
3. Other possibilities
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Here is how we did it: An Employees info center workflow won’t change data in the Project info
center, so we have a simple little stored procedure that makes the link. This solution requires three parts:
1. Custom field in Projects that shows employment status of PM (this can be hidden if you want)
2. Workflow in Employees updates all projects where a PM is assigned if that PM is terminated
3. Scheduled workflow runs nightly and sends out email alerts to Principals for projects where the PM has had status change
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1. Custom Field
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Custom field PMStatus
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2. Workflow with Stored Proca. Set up the employee workflow to run the stored procedure.(employee record has changed)
1. Workflow
2. Condition
3. Action (stored procedure)
2. Workflow with Stored Proc
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b. Configure the stored procedure 1. Stored Procedure Name
2. Parameter
3. Expression for parameter
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3. Scheduled Workflow
1. Workflow
2. Condition
3. Action (email alert)
Scheduled workflows are just like other workflows
3. Scheduled Workflow
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1. To: Principal
2. Subject
3. Body
Setting up the email
3. Scheduled Workflow
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1. Every Day
2. Forever
Schedule the workflow daily
Q/A Some things that workflows do:
Update field values Send alerts to dashboard and/or email Enforce data entry business rules Run stored procedures (which are batches of database code) Interface with outside applications (through web services)
Workflows generally make things happen (they are the glue that makes your automation really work in Vision)
April 18, 202318 ©2011 Deltek, Inc. All Rights Reserved
Call to Action
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Try these sessions for more information on Vision Xtend
• VI-217 Feature Sneak Peek: Extending Vision with User Defined Info Centers• VI-219 Custom Fields and Workflows to Track Contract Approvals• VI-301 Vision CRM Advanced Workflows• VI-215 Work more efficiently with Vision Xtend
Still have questions? Contact Loren at [email protected]
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