Overnight reporting is used to export process information when certain process steps have been executed. By default no reporting is activated. To activate a report for the current step set the option Run Overnight Report to true.
Time (GMT +1) : Define the time on which this report should run.
RUN NOW : Run the report now.
Template : Select the template that should be used for this report. The reports are defined on the general settings page of the Process.
Type : Select the report type; available options are Excel or XML files. XML files are more convenient for importing and interfacing into other software applications. Excel format is easier to create custom reports. Check the `Make compatible for bulk uploads` option to have a file created that will be compatible for uploads. This will allow assigned users to complete the overnight report with the needed fields in this step. Please note that all needed fields are added by default to the report, if marked to be compatible with bulk uploads. If you would add them anyhow, this will result in duplicate columns in that report.
Addressee (email address) : Define the receiver of the report. A valid email address is required here.
Subject Line : Define the subject line of the email that is sent when the report is run. Variables can be used as dynamic data in the topic. See the chapter on dynamic values below for more information.
Main Copy : Define the body of the email message. Variables can be used as dynamic data in the body. See the chapter on dynamic values below for more information.
It is possible to insert dynamic values from the forms or the process to customize the description text.
There are multiple sources of information for Dynamic Values:
This lists the possible values from this step. When selected, click on to enter this variable into the text.
|•||Link to step: This will insert the link, the text that holds the link is requested in a popup, when this element is selected. You will see #REPLACE-STEP-LINK-click here#. The signs # indicate that a dynamic parameter is added. You can freely cut & paste this on another position.|
|•||Link to step (link only) : same as above, but without the text.|
|•||Link to step (link only - without the URL) :|
|•||Name : Name of the step|
|•||Approval step: approve - decline (+ link only) :|
In an Approval step, it is possible to create a link that automatically approves the request. You can thus create a green button in the email, stating 'I approve' (or similar). When clicked, even on a mobile device, the request gets approved immediately. Declining is also possible, but can only pre-select the option 'I decline' but not submit it. Because the 'Comments' field is required to be completed. that can not be done using a single button.
To enable this feature, use these values :
|•||Approval step: decline - This will insert the link, the text that holds the link is requested in a popup, when this element is selected|
|•||Approval step: decline (link only) - this will only insert the link, allowing you to create custom HTML templates, with for example an image used as a button.|
|•||Change request form action : This provides a link to change the original request. This option will prompt a popup that asks for the text of the link.|
|•||Change request form action (link only): This provides a link to change the original request. This option will not prompt a popup that asks for the text of the link, but only provide the link|
|•||Change request: query parameters :|
|•||Actor : is a list of all the define User fields for the current actor of this step. In case multiple actors are defined, the value for each actor separated by comma or displayed.|
Use this option to select an entry from any datastore. When selected, click on to enter this variable into the text.
The reference is made like this : #REPLACE-DATASTORE-Countries EMEA||Continent#
External app field
This lists all information available in the process from an external application that triggered the process. When selected, click on to enter this variable into the text.
The selection list shows all current forms in <%SSPVERSION%>. When a form is selected, the second list will refresh and show all fields of that form. Select any field and click on .
Please note that you will see the internal label that was defined with the field in the mapping. If you are using multiple forms with 1 process, make sure that these forms have similar internal labels to make the mapping of the value into this text work.
Please note that for Datastore parameters the fields indicated as "Value Fields to send to workflow" are displayed beneath the Field. If you want to use additional fields, please go to the form definition and select more fields to send to the workflow.
This gives these options:
- Current date : current date in format : yyyyMMdd
- Current date (with format) : current date with the option to set your own format using yyyy MM dd
- Value from the query string : Upon selection, you are prompted to enter the key :
When an overview layout is set for this process, you can display it here using this function
When PDF reports are created for this process, you can link them using this option. When no PDF reports are created, the second dropdown remains empty.
Previously Entered Field
This lists all fields that are entered in other steps within the same process. When selected, click on to enter this variable into the text.
The following information is available:
For all steps:
- Date started & ended, with or without format
- Name of the step
For all steps where there was an Actor:
- Actor (definition) : Defined Actor with all persons' attributes,
- Actor (Executor - last one) : the last actor (the person who actually completed the step) with all persons' attributes.
If a step gets processed multiple times, the actors can vary. This function allows you to fetch the last one
- Actor (executors - all) : all Actors that have completed the step, combined over all instances of this step
For Action steps, all form fields are available, also each field when a subform is used.
For Adapter steps, all values related to the item created in that step are available. These fields are displayed in the third drop down list.
For Approval steps, all approval votes and comments are available
Please ensure that you only use fields from previous steps. If you select a value from a following step, this will result in an empty value, as the step may not have been completed yet.
This lists some general fields of the current process. When selected, click on to enter this variable into the text.
The following information is available:
Name : Name of the process
Ticket Number : SSP ticket number
Form Title : Name of the form that started the ticket
Link to ticket : Direct link to this ticket, in ticketing - module. The text that holds the link is requested in a popup, when this element is selected.
Link to ticket (link only) : Direct link to this ticket, in ticketing - module.
Date started : Start date of the ticket, in yyyyMMdd - format
Date started (with format) : Start date of the ticket, with the option to set your own format using yyyy MM dd
Ticket information: All information about this ticket.
Process log: The log contains the name of each step, when it started and when it ended. When there is an actor, they are also mentioned in the log. This is a text-based element.
Public messages : All messages entered in the workflow, and the messages marked as public in the Ticketing solution
Private notes : Private messages form the Ticketing solution
Ticket changes : Ticket changes contain all updates to a ticket that have been created by the system due to field value changes within ticketing.
All action logs : Log of all actions performed on the ticket (so less than the normal logs, that keeps track of every step started).
All form fields : All form fields that were completed by the user. the labels are the end-user labels, so not the internal labels.
All form fields (with only filenames for uploads) : All form fields that were completed by the user, no links to the documents are shown, only the filenames
All form fields with internal label : All form fields that were completed by the user, with internal label as label
All form fields with internal label (with only filenames for uploads): All form fields that were completed by the user, with internal label as label, no links to the documents are shown, only the filenames
Default Pdf Report : Link to the PDF report that is set as default. The text that holds the link is requested in a popup, when this element is selected.
Default Pdf Report (link only) : Link to the PDF report that is set as default. No popup is presented to ask for the text that holds the link.
Default Pdf Report (name and content in base64) : Same as above, with the name & content formatted in base64. More info : https://en.wikipedia.org/wiki/Base64
Default Pdf Report (content in base64) : Same as above, with only the content formatted in base64. More info : https://en.wikipedia.org/wiki/Base64
Status images all active steps : Indicates the status of all open steps using an image
Requestor - <Field> : any user data known of the requestor
Requested for - <Field> : any data known of the requested for
Ticket - assigned to Group - Name : The name of the Group that was assigned to the ticket (Ticketing solution only)
Ticket - assigned to person - <Attribute> : Any known user's attribute of the assigned person (Ticketing solution only)
Ticket - <Field> : any default and custom field from the Ticketing solution
Task - Assigned to group - Name : The name of the Group that was assigned to the Task (Ticketing solution only)
Task - Assigned to person - <Attribute> : Any known user's attribute of the assigned person to the Task (Ticketing solution only)
Task - <Field> : Any default and custom field from the Task component in the Ticketing solution (Ticketing solution only)
Responsible : Any data known for each user, assigned as responsible. (Ticketing solution only)
When Text files are created for this process, you can link them using this option. When no text files are created, the second dropdown remains empty.
Select any of the created Variables within this process.
This option only contains values in case you have defined “Webservice calls” within a process (and saved the process). Once webservices have been defined, use the WSCall menu option to select return values from the defined webservices within your process.
Once the content of the email is defined and the right template is selected, click to store the report settings or to disregard any changes.
Please be aware that these reports are triggered by the scheduler application. Please make sure that a task is defined to run the scheduled reports.