Working with WorkFlows: Configure Contacts for Specific Users

October 2018    Tags: Contacts, PracticeMaster, Users, WorkFlows

I know that I can synchronize only my PracticeMaster contacts with Outlook by specifying a User Filter via the Outlook Synchronization Settings. However, is there a way I can add my User ID into the User/Group field of all the contact records for my clients all at once?

A User Activated WorkFlow can be created and then run on selected records in the Client file. By not specifying a User ID in the WorkFlow, and instead having the WorkFlow use the User ID of the currently logged in User, anyone can run the WorkFlow. You can use the Search box or create a filter to display the desired clients prior to running the WorkFlow.

To create a WorkFlow that adds a User ID to the User/Group field of the linked Contact records

1. From the Maintenance menu, select WorkFlows.
2. Select the Client file, and then click the New button.
3. Enter a Name for the WorkFlow (e.g., “Add my User ID to Contacts”).
4. In the Event section, select User Activated.
5. In the Actions section:
   1. Click the New button.
   2. Select Change Record and click Next.
      1. Select Linked Record and in the Link field, select Name.
   3. Click Define Template.
      1. Click the set button next to the User/Group field.
         1. In the Template Expression Editor window, click the Field button.
         2. Select a Field ID of Name and click Insert.
         3. Enter “:GroupInfo” immediately following the field name.
         4. Click the Operator button, select Addition, and then click the Insert button.
         5. Click the Value button and enter “, ” and click OK.
         6. Click the Operator button, select Addition, and then click the Insert button.
         7. Click the Function button and select UserID$(). The following will be displayed: “@SrcRec:Name:GroupInfo + “, ” + UserId$()”.
         8. Click OK on the Template Expression Editor window.
      2. Press Ctrl+S.
   4. Click Finish.
   5. Click the New button.
   6. Select Change Record and click Next.
   7. Select Linked Record and in the Link field, select Contact.
   8. Click Define Template.
      1. Click the set button next to the User/Group field.
         1. In the Template Expression Editor window, click the Field button.
         2. Select a Field ID of Contact and click Insert.
         3. Enter “:GroupInfo” immediately following the field name.
         4. Click the Operator button, select Addition, and then click the Insert button.
         5. Click the Value button and enter “, ” and click OK.
         6. Click the Operator button, select Addition, and then click the Insert button.
         7. Click the Function button and select UserID$(). The following will be displayed: “@SrcRec:Contact:GroupInfo + “, ” + UserId$()”.
         8. Click OK on the Template Expression Editor window.
      2. Press Ctrl+S.
   9. Click Finish.
6. Click Save.

This WorkFlow is now ready to be run for selected clients.

For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”