Working with WorkFlows: Create a New Task When One is Completed

December 2018    Tags: Calendar, PracticeMaster, WorkFlows

I love the way the Calendar Plans work, but I’d also like to have a new Task record created with an appropriate Due Date based on when the previous Task was completed. For example, after I send the check to the filing clerk, I need a task to confirm I’ve received the file marked petition from the clerk.

This can be accomplished by creating a WorkFlow that will automatically trigger whenever a calendar record with a particular calendar code (e.g., “FC”) is marked as completed. The WorkFlow will create a calendar entry populated with field values specified in the WorkFlow itself. For our example, the calendar entry will include the following:

• Due Date ten days after Date Completed of prior task.
• Calendar Code of “AD”
• Description of “Answer to complaint due”
• Task with a Start Time of 8:00 A.M.
• Alarm Time set for 0 Minutes
• The same Client ID selected

To automatically create the next Calendar entry every time one is completed in the set

1. From the PracticeMaster Maintenance menu, select WorkFlows.
2. Select the Calendar file, and then click the New button.
3. Enter a Name for the WorkFlow (e.g., “Answer to Complaint Due Date”).
4. In the Source section:
   1. Select the Filtered Records option and click the Filter button.
   2. Click the New Row button and select a Field Name of Calendar Code.
   3. Select a Test Condition of equal to.
   4. In the Test Value field, select a Calendar Code of FC.
   5. Click the Save button.
5. In the Event section:
   1. Select Record Changed.
   2. Select Specific Field and choose Complet_Dt.
   3. Select Value Before, leaving the value blank (mm/dd/yyyy).
6. In the Actions section, click the New button.
   1. Select Create New Record and click Next.
   2. Select Calendar from the drop-down list and click OK.
   3. Click the Define Template button.
      1. Click the set button next to the Due Date field.
         1. In the Template Expression Editor window, click the Field button.
         2. Select a Field ID of “Complet_Dt” and click Insert.
         3. The following will now be displayed: “@SrcRec:Complet_Dt”. After this, enter “+10”. The following will now be displayed:
            “@SrcRec:Complet_Dt+10”.
         4. Click OK.
      2.  Click the set button next to the Calendar Code field.
         1. In the Template Expression Editor window, click the Value button, and select “AD” from the Lookup Window.
         2. Click OK on the Value window.
         3. Click OK on the Template Expression Editor window.
      3.  Click the set button next to the Description field.
         1. In the Template Expression Editor window, click the Value button, and enter “Answer to complaint due”
         2. Click OK on the Value window.
         3. Click OK on the Template Expression Editor window.
      4.  Click the set button next to the Type field.
         1. In the Template Expression Editor window, click the Value button, and select “T” from the drop-down list.
         2. Click OK on the Value window.
         3. Click OK on the Template Expression Editor window.
      5. Click the set button next to the Start Time field.
         1. In the Template Expression Editor window, click the Value button, and enter “08:00:00 AM”.
         2. Click OK on the Value window.
         3. Click OK on the Template Expression Editor window.
      6. Click the set button next to the Alarm Time field.
         1. In the Template Expression Editor window, click the Value button, and select “0 Minutes” from the drop-down list.
         2. Click OK on the Value window.
         3. Click OK on the Template Expression Editor window.
      7. Click the set button next to the Client ID field.
         1. In the Template Expression Editor window, click the Field button.
         2. Select a Field ID of “Client_ID” and click Insert.
         3. Click OK.
      8. Press Ctrl+S.
   4. Click Finish.
7. Click Save, and then close the WorkFlows window.

You now have a WorkFlow that will create a customized calendar entry based on the completion dates of the prior task. This can be reapplied as many times as is necessary for the series to be completely automated as things are marked completed.

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.”