Configuring Steps

Step Actions (or just Steps) control what steps technicians can perform when they work with existing object records in Alloy Navigator. In the Workflow and Business Logic > [Module] > [Object Class] >Workflow > Actions > Step Actions sections you define which Steps are available for technicians when they work with objects of a particular class.

NOTE: Alternatively, you can create and modify Steps assigned to a specific Process in the Workflow and Business Logic > Advanced > Processes > [Process] section. For details, see Grouping Actions and Triggers into Processes.

To configure a Step:

1. In the list of Steps for an object class, click New. The Step [ID] window opens. If you want to base the new Step on an existing one, select the source Step and click Copy Item.

2. On the General tab, specify the general properties of the Step:

   • Object Class (read-only) - the object class the Step is configured for.

   • ID (read-only) - the identification number of the Step that uniquely identifies it from other workflow items.

   • Name - the Step name.

   • Caption - the Step caption displayed to the user in the Action Bar. If you want to use the Step name as the caption, you can leave this field clear, and Alloy Navigator will populate the empty Caption field with the value you have typed in the Name field.

   • Hint - the floating hint displayed to the user.

   • Description - the description of the Step.

   • Enabled - enables the Step.

   • Allow to run - specifies whether the Step can be run on multiple objects or only on a single object at once.

   • On multiple objects - the Step can be run on a group of objects selected in a grid. This option is enabled by default.

   • Only on a single object - the Step can be run only on a single object at once. When multiple objects are selected in a grid, the Step will be unavailable.

   • Icon - select the icon that will accompany the Step caption in the Action Bar and in the Actions menu:

   Change - allows you to upload a custom image to be assigned as the Action's icon. You can upload an image in PNG, ICO, or BMP format (recommended dimensions: 24x24 pixels). After uploading, the icon's preview will be shown.

   TIP: You can either upload one of the images shipped with Alloy Navigator or your custom one. For details, see Changing workflow action icons.

   Clear - makes the Action shown without any icon.

   Set Default - assigns the default icon to this Step. After choosing this option, the preview of the default icon will be displayed.

3. On the Condition tab, control the availability of the Step:

   • Under Types, select the object types for which the Step is available.

     NOTE: You manage object types in the Workflow and Business Logic > [Module] > [Object Class] > Classification > Types section. For details, see Classification.

   • Under Statuses, select the object statuses for which the Step is available (statuses correspond to the lifecycle stages of the object).

     NOTE: You manage object statuses in the Workflow and Business Logic > [Module] > [Object Class] > Classification > Statuses section. For details, see Classification.

   • Under Roles, select the security roles for whose members the Step is available.

     NOTE: You manage security roles at Accounts and Roles > Roles. For details, see Managing security roles.

   • Under Additional Criteria, you can build the criteria to additionally control when the Step is available.

     • Edit - opens the Criteria window, where you build the criteria.

     NOTE: By default, commands for unavailable Steps appear dimmed in the Actions menu and the Action Bar. However, you can configure Alloy Navigator to hide commands for unavailable Steps. For details, see Setting system performance: Workflow Action Bar.

4. On the Form tab, specify how the Step requires user input (if it does):

   You can use one of existing Forms created for the object class, create a Custom Form for only this Step, or customize an existing Form for the Step.

   • Form - the name of the selected Form to use or customize. To create a Custom Form for only this Action, leave <Custom>.

   NOTE: You manage Forms for the particular object class in the Workflow and Business Logic > [Module] > [Object Class] > Workflow > Components > Forms section. For details, see Configuring Forms.

   • Under Form Definition, view the definition of the selected Action Form or create or modify the Custom Form:

   • Caption - the title of the dialog box or wizard displayed to the user.

   • Instruction - the introductory text displayed to the user.

   • Window Style - defines how the Custom Form appears to the user: as a pop-up dialog box or as a wizard. For details, see Window style: dialog box or wizard.

   • New > ... - opens a window where you configure a new form element: Form Field, Text, Attachment Area, or Section.

   • Delete - deletes the selected element from the Custom Form.

   • Move Up / Move Down - moves the selected element up or down on the Custom Form.

   • Validation - opens the Validation Rules window, where you can specify the validation criteria for the Custom Form. For details, see Form validation.

   • Make Custom - click this button if you want to customize the selected Form.

   • Make Reusable - click this button if you want to save a named copy of the custom Form for using it in other Actions.

5. On the Programming tab, specify the operations to be executed when the user performs this Step:

   Under Operations, create a list of operations, or select an existing, previously created Function.

   • New - adds a new operation or a conditional block:

   • Update Field

   TIP: If you want Alloy Navigator to add a record to the Activity Log when the Step is completed, configure Update Field operations for Activity fields. For details, see Updating Activity fields.

   • E-mail Notification

   • Push Notification

   • Execute Function

   • Create Object

   • Act on Related Object

   • Relate To

   • Unrelate

   • External Command

   • Message Box

   • Execute SQL

   • Add Attachments

   • Abort

   • "IF" Group - inserts an IF...ELSE IF...ELSE...END IF construct. For details, see Building conditional statements.

   • "ELSE IF" Group - inserts an ELSE IF statement into IF...ELSE IF...ELSE...END IF construct. For details, see Building conditional statements.

   • "ELSE" Group - inserts an ELSE statement into an IF...ELSE IF...ELSE...END IF construct. For details, see Building conditional statements.

   NOTE: If the Action Form contains virtual fields, placeholders for their values are available in the Select Placeholder window (in the Form Fields category) when you configure operations.

   NOTE: Operations are executed in the order they appear in the list, with some exceptions:
   1. If the list of operations includes E-mail Notification operations or Functions containing E-mail Notification operations, the placeholders in those E-mail Notifications will be replaced with the values that are actual after the whole Action is executed.
   2. If the list of operations includes Execute SQL operations or Functions containing Execute SQL operations, the Action will run Execute SQL operations last, after saving all changes made by Update Field and Create Object operations.

   • Edit - allows to modify the selected operation or a conditional statement.

   • Delete - removes the selected operation or a conditional statement.

   • Move Up - moves up the selected operation or a conditional statement and changes the execution order.

   • Move Down - moves down the selected operation or a conditional statement and changes the execution order.

   • Copy / Paste commands in the pop-up menu - copy the selected operation or conditional statement.

   TIP: By default, all operations are added as enabled. You can temporarily disable unneeded operations by right-clicking them in the list and selecting Disable Operation and then enable them again. Also, you can use disabling and enabling operations to test and debug the Step.

6. On the Processes tab, you can assign Step to Processes based on its usage:

   • Add - opens the Select Process window, where you can select an existing Process or create a new one.

   NOTE: You view workflow items grouped by Processes and manage the list of Processes in the Workflow and Business Logic > Advanced > Processes section. For details, see Grouping Actions and Triggers into Processes.

   • Remove - removes the Step from the selected Process.

7. Click OK.

NOTE: Alternatively, you can create and modify Steps assigned to a specific Process in the Workflow and Business Logic > Advanced > Processes > [Process] section. For details, see Grouping Actions and Triggers into Processes.

NOTE about Service Catalog Item Step Action #131
Alloy Navigator's default workflow offers a system Step for Service Catalog Items. The identification number of this Step is 131. Alloy Navigator relies on this system Step, so it cannot be deleted and its programing logic cannot be modified. Neither the Form nor the Programming tab of this Step is available; you can only change settings on the General, Condition, and Processes tabs.

Related Information:

Enabling and disabling workflow items

Updating Activity fields

Changing the display order of Actions

Accessing a workflow item or component by its ID

Customizing Build-In UI Steps for Project Tasks