Workflow-Identifying Fields: To Automate Transitions by Using Conditions (in the Diagram View)

The following activity will walk you through the process of adding to the workflow new transitions that are performed automatically when conditions are met. You will use the Workflow (Diagram View) page to perform this activity.

Story

In the predefined sales order workflow, when a user clicks Hold on the form toolbar or More menu of the Sales Orders (SO301000) form, the Hold (putOnHold) action triggers transitions to the On Hold state from any of the following states:

• Credit Hold
• Pending Processing
• Awaiting Payment
• Open
• Back Order

Process Overview

By using the Workflow (Diagram View) page, you will create a transition from the Open state to the On Hold state. To do so, on the same page, you will create a new action that triggers this transition, and specify the conditions for it. You then will add transitions to the On Hold state from other states.

System Preparation

Before you begin performing the steps of this activity, do the following:

1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in as system administrator by using the gibbs username and the 123 password.
   Tip:

   The gibbs user is assigned the Administrator role, which has sufficient access rights to customize workflows.
2. Make sure that you have learned how to add actions and transitions, as described in Action Configuration: General Information and Conditions and Transitions: General Information.
3. Make sure that you have completed the Workflow-Identifying Fields: To Add Conditions with User-Defined Fields activity.

Step 1: Adding a New Transition Between the Open State and the On Hold State

You will create a transition from the On Hold state to the Open state. In the Customization Project Editor for the SalesOrdersCheckHold customization project, perform the following instructions:

1. In the navigation pane, click Screens > SO301000 > Workflows > Sales Order.

   The SO301000 (Sales Orders) State Diagram: Sales Order page opens.

2. On the page toolbar, click Diagram View.
3. In the box with the Open state, click and hold the plus button, and draw a line from the box with the Open state to the box with the On Hold state.
4. In the Add Transition dialog box, which opens, click Create to the right of the Trigger Name box to add a new action.
5. In the New Action dialog box, which opens, specify the following settings:
   • Action Name: putOnHoldAuto
   • Display Name: putOnHoldAuto (specified automatically)
     Tip:

     You do not need to specify the display name for the action because this action will not be displayed in the UI.
6. Click OK to close the dialog box.
7. In the Target State box of the Add Transition dialog box, make sure that On Hold is selected, and click OK, which closes the dialog box.

   Notice that a label with the putOnHoldAuto action name has appeared in the box with the Open state. Also, an arrow, which represents the transition from the Open state to the On Hold state, has appeared in the diagram.

8. Save your changes.

Step 2: Adding New Transitions Between Other States and the On Hold state

You will create transitions from the Pending Processing, Awaiting Payment, Credit Hold, and Back Order states to the On Hold state. While you are still working with the diagram view of the SO301000 (Sales Orders) State Diagram: Sales Order page, perform the following instructions:

1. In the box with the Pending Processing state, click and hold the plus button, and draw a line from the box with the Pending Processing state to the box with the On Hold state.
2. In the Add Transition dialog box, specify the following settings:
   • Trigger Name: putOnHoldAuto
   • Target State: On Hold (specified automatically)
3. Click OK to close the dialog box.
4. Save your changes.
5. Repeat Instructions 1 through 4 for each of the following states: Awaiting Payment, Credit Hold, and Back Order.

Step 3: Duplicating the Settings of the Predefined Transitions in the Added Transitions

The transition from other states to the On Hold state should have the same settings as the respective transitions triggered by the predefined Hold action. Thus, you will adjust the new transitions by duplicating the settings of the respective transitions triggered by the predefined action. While you are still working with the diagram view of the SO301000 (Sales Orders) State Diagram: Sales Order page in the Customization Project Editor, do the following:

1. Modify the transition from the Open state to the On Hold state as follows:
   1. Click the transition from the Open state to the On Hold state that is initiated by the putOnHoldAuto action, and on the context menu that is displayed, click the Edit button.

      The Transition dialog box opens.

   2. In the Fields to Update After Transition table of the dialog box, click Add Row on the table toolbar, and specify the following settings in the added row:
      • Field Name: InclCustOpenOrders
      • From Schema: Selected
      • New Value: Cleared
   3. Click OK to close the dialog box.
   4. Save your changes.
2. Modify the transition from the Back Order state to the On Hold state as follows:
   1. Click the transition from the Back Order state to the On Hold state that is initiated by the putOnHoldAuto action, and on the context menu that is displayed, click the Edit button.

      The Transition dialog box opens.

   2. In the Fields to Update After Transition table of the dialog box, click Add Row on the table toolbar, and specify the following settings in the added row:
      • Field Name: BackOrdered
      • From Schema: Selected
      • New Value: Cleared
   3. Click Add Row on the table toolbar again, and specify the following settings in the added row:
      • Field Name: InclCustOpenOrders
      • From Schema: Selected
      • New Value: Cleared
   4. Click OK to close the dialog box.
   5. Save your changes.
3. Modify the transition from the Credit Hold state to the On Hold state as follows:
   1. Click the transition from the Credit Hold state to the On Hold state that is initiated by the putOnHoldAuto action, and on the context menu that is displayed, click the Edit button.

      The Transition dialog box opens.

   2. In the Fields to Update After Transition table of the dialog box, click Add Row on the table toolbar, and specify the following settings in the added row:
      • Field Name: Credit Hold
      • From Schema: Selected
      • New Value: Cleared
   3. Click OK to close the dialog box.
   4. Save your changes.

Step 4: Duplicating the Settings of the Predefined Action in the Added Action

Because the putOnHoldAuto action should put a sales order to hold, the Hold field should be set to True when this action is performed, as is the case in the predefined putOnHold action. Also, this action should not be visible to users, because it is an auxiliary action that the system uses to automatically put the sales order to hold on the Sales Orders (SO301000) form if it has an Order Total of greater than $800 and it has not been put on hold manually. To implement these settings, perform the following instructions:

1. In the navigation pane of the Customization Project Editor, click Screens > SO301000 > Actions.

   The SO301000 (Sales Orders) Actions page opens.

2. In the table, click the putOnHoldAuto link.
3. In the Action Properties dialog box, which opens, do the following:
   1. In the Hidden box, select True.
   2. On the Field Update tab, click Add Row on the table toolbar, and specify the following settings in the added row:
      • Active: Selected
      • Field: Hold
      • From Schema: Selected
      • New Value: Selected
   3. Click Add Row on the table toolbar again, and specify the following settings in the added row:
      • Active: Selected
      • Field: Canceled
      • From Schema: Selected
      • New Value: Cleared
      Tip:

      You can ensure that the predefined putOnHold action has the same settings on the Field Update tab.
4. Click OK to close the dialog box and save your changes.

Step 5: Automating the Execution of Actions

You need to add a condition for the putOnHoldAuto action so that this action is performed automatically. With this action, a sales order should not remain in the Open state if its Order Total is greater than $800 and it has not been put on hold manually.

To add a condition for the putOnHoldAuto action, perform the following instructions:

1. In the navigation pane of the Customization Project Editor, click Screens > SO301000 > Workflows > Sales Order.

   The SO301000 (Sales Orders) State Diagram: Sales Order page opens.

2. On the page toolbar, click Diagram View.
3. Click the More button in the box with the Open state, and click Edit State on the context menu.

   The State dialog box opens.

4. On the Actions tab of the dialog box, click the row with the putOnHoldAuto action, and select TotalMoreThan800 in the Auto-Run Condition column.
5. Click OK to close the dialog box.
6. Save your changes.
7. By using instructions that are similar to the last four instructions, add the TotalMoreThan800 condition for the putOnHoldAuto action in the Pending Processing, Awaiting Payment, Credit Hold, and Back Order states.