You can explore the Workflow Rules settings in the Control Panel to manage the Workflow Rules for SI entities.

Workflow rules allow you to set up notifications and/or actions when chosen criteria are met. They can be set up for the following SI entities: projects, purchase orders, tasks, service orders, and service plans.

Each entity will have its own set of criteria. Each entity has two options for the action:

Lock [entity]
Lock [entity] reports

The notifications are "in-app" and emailed.

To access the Workflow Rules settings, click the following icon.

This will open the following form.

Click the New button and choose the entity for which you want to create the rule. This step will be skipped if you are pre-filtered to a particular entity.

This opens the interface for the selected entity. In this article, all screenshots are for the Project entity.

The following are the settings for the Project entity.

General Tab

Enter a name for the rule. Choose your Execute on option to define the action when the rule should be triggered.

The options are:

Action	Description
Create	When the entity is created
Update	When the entity is updated. This option will have the most options for the criteria.
Delete	When the entity is deleted
Reminder (Projects, Service Plans, and Purchase Orders)	Set the number of days a project has been checked out, the number of days before a service plan expires or auto-renews, and other project date fields.
Lock	When the entity is locked.
Unlock	When the entity is unlocked.
Lock Reports	When the entity's reports are locked.
Unlock Reports	When the entity's reports are unlocked.

Criteria Tab

The Criteria tab is where you will determine what field values or actions should trigger the rule.

If multiple criteria can be selected, all chosen criteria must be met to trigger the rule.

If an entity has Custom Fields defined, you can also use many Custom Fields as the rule's criteria.

The criteria options will vary depending on the entity and the Execute On option chosen. However, the user and user role are common to all entities.

Projects

Criteria	Description
User	Which user(s) trigger the rule.
User Role	All users assigned to a specific role.
Status	When the status of a project matches the selection(s.)
Assigned To Changed	When the Assigned To field changes for a project.
Sales Rep Changed	When the Sales Rep is changed for a project.
Project Manager Changed	When the Project Manager is changed for a project.
Designer Changed	When the Designer is changed for a project.
Resource Added	When a resource is added.
Resources Deleted	When a resource is deleted.
Cost	When the cost of the project meets whatever threshold you set. Choices are Equal To, Not Equal To, Greater Than, Less Than, Greater Than or Equal To, and Less Than or Equal To.
Price	When the price of the project meets whatever threshold you set. Choices are Equal To, Not Equal To, Greater Than, Less Than, Greater Than or Equal To, and Less Than or Equal To.
Margin	When the margin of the project meets whatever threshold you set. Choices are Equal To, Not Equal To, Greater Than, Less Than, Greater Than or Equal To, and Less Than or Equal To.
Markup	When the markup of the project meets whatever threshold you set. Choices are Equal To, Not Equal To, Greater Than, Less Than, Greater Than or Equal To, and Less Than or Equal To.
Total Price	When the total price of the project meets whatever threshold you set. Choices are Equal To, Not Equal To, Greater Than, Less Than, Greater Than or Equal To, and Less Than or Equal To.
Over Budget	When the project price exceeds the budget field.
Project Approved	When a project is approved.
Projects Unapproved	When a project is unapproved.
File Added	When a file is added to a project.
File Deleted	When a file is deleted from a project.
Revision Added	When a revision is created.
Revision Deleted	When a revision is deleted.
Change Order Added	When a change order is created.
Change Order Deleted	When a change order is deleted.
Change Order Status	When a change order's Status changes. Options are Pending, Approved, and Rejected.
Change Order Locked	When a change order is locked.
Change Order Unlocked	When a change order is unlocked.
Accounting Estimate Number Changed	When the Accounting Estimate Number field changes.
Accounting Order Number Changed	When the Accounting Order Number changes.
Notes Updated	When the Notes field is updated.
Comments Added	When comments are added.
Checked out for more than	Here, you can enter the number of days a project has been checked out from the server.
Estimated Start Date in	Here, you can enter a number of days out from the estimated start date for a project.
Estimated Close Date in	Here, you can enter a number of days out from the estimated close date for a project.
Start Date in	Here, you can enter a number of days out from the start date for a project.
End Date in	Here, you can enter a number of days out from the end date for a project.

Purchase Orders

Criteria	Description
User	Which user(s) trigger the rule.
User Role	All users assigned to a specific role.
Status	When the order status matches the selection(s.)
Total Price	When the total price of the purchase order meets whatever threshold you set. Choices are Equal To, Not Equal To, Greater Than, Less Than, Greater Than or Equal To, and Less Than or Equal To.
Shipment Preferences	When a Purchase Order is updated with the selected Shipment Preference.
Published/Unpublished to Vendor Portal	When a purchase order is published or unpublished to the Vendor Portal.
Accounting Number Changed	When the Accounting Order Number changes.
Item Receipt Created	When an Item Receipt is created.
Item Receipt Updated	When changes are made to an existing Item Receipt.
Requested Delivery Date in	Here, you can enter a number of days out from the requested delivery date for a purchase order.
Requested Deliver Date passed	When the requested delivery date for a purchase order has passed.

Tasks

Criteria	Description
User	Which user(s) trigger the rule.
User Role	All users assigned to a specific role.
Status	When the task status matches the selection(s.)
Overdue	When a task is overdue.
Resource Added	When a resource is added.
Resource Deleted	When a resource is deleted.
Published/Unpublished to Mobile Install	When a task is published or unpublished to Mobile Install.

Service Orders

Criteria	Description
User	Which user(s) trigger the rule.
User Role	All users assigned to a specific role.
Status	When the service order status matches the selection(s.)
Overdue	When a service order is overdue.
Resource Added	When a resource is added.
Resource Deleted	When a resource is deleted.
Total Price	When the total price of the service order meets whatever threshold you set. Choices are Equal To, Not Equal To, Greater Than, Less Than, Greater Than or Equal To, and Less Than or Equal To.
Published/Unpublished to Mobile Install	When a task is published or unpublished to Mobile Install.
Accounting Estimate Number Changed	When the Accounting Estimate Number field changes.

Service Plans

Criteria	Description
User	Which user(s) trigger the rule.
User Role	All users assigned to a specific role.
Status	When the status of a service plan matches the selection(s.)
Expires in	Here, you set the number of days ahead of a service plan's end date.
Auto renew in	Here, you can set the number of days ahead of when a service plan will auto-renew.

Notify Tab

This is where you will choose who will get notified when the rule is triggered.

Here, you can choose any SI users who want to receive in-app notifications.

For people outside of your company, you can notify the primary contact on the entity. You can also add any additional email addresses to whom you would like to receive an email notification when a rule is triggered.

In-App Notifications

In-app notifications are viewable in the upper right-hand corner of the SI interface:

A number will display on the button indicating how many notifications you have. While notifications are sent in real-time, you can choose how often this button updates via your Application Settings.

Click the button to view the notifications.

If you receive notifications while not logged in, you will see a notification the next time you log in.

E-mail Notifications

By default, if you receive an in-app notification, you will also receive an email. E-mail notifications can also be set for non-SI users.

You can set a custom Email Display Name and Reply To email via the Notifications tab in the Company Information settings.

You can create a message on the Message tab when sending emails.

SI users can choose not to receive the e-mail notifications if desired.

Click your user name in the upper-right corner of the SI Interface to display the My Account information.

Check the option shown below.

Message Tab

Under the Message tab, you can create a message to include in the email notifications sent for the workflow rule.

You can use the Insert Field feature to add common fields from the entity to the email message.

Actions Tab

You can choose whether or not to lock the entity or the entity's reports when the rule is triggered.

When locked, a lock icon will be displayed next to the entity in its Explorer interface.

When locked, an entity cannot be edited.
When an entity's reports are locked, reports cannot be run for the entity.

They can only be unlocked by a user with permission to unlock them.

To unlock an entity, go to the Tools tab of that entity's Explorer interface.

Projects and project reports can also be unlocked from within the Project Editor via the Tools tab.

When a user unlocks an entity or its reports, a check is run for all workflow rules that will lock the entity and its reports. The user can then opt out of future locks when the selected rules are chosen.

For example, a project may be locked because it is over budget. After reviewing the reviews, a manager decides the project can exceed the budget. The manager can then unlock the project and choose not to lock it again if it is over budget.