Contents:

• Introduction
• Ops Task Workflow Exercise:
  • Create a new Ops task workflow
    • Additional Information
  • Create the 'GSE Request' product
  • Create an auto-add for the GSE product
  • Additional template

Introduction:

FBO One service workflows can be used to manage the delivery of services but can also be used to manage tasks associated with an Order. Click here for an introductory overview of FBO One workflows.

In the example below we will set up a workflow as an Ops task to request completion of a GSE selection form for Military Flights. This method could be used as the basis for building other similar task flows. The configuration templates for this exercise and a Send Quote Ops task are attached.

Important Note: Trying new configurations should be carried out in your test system. The Test System is accessed on the address https://xxx.test.fbo.one/ , with 'xxx' replaced with your client identifier, or by selecting the test system link in the menu of your Live System.

Workflow Exercise:

For this exercise, we will need to create/configure:

1. A new workflow to manage the 'GSE Selection Request' Ops task
2. A 'Product' called "GSE Request".
3. Auto-Add setting to add the 'GSE Request' to Military Flights. Using auto-add for these workflows makes it possible to tailor the task to specific triggers such as a specific customer or VIP.

1.  Create a New Workflow

The completed workflow configuration file is attached to the bottom of this article and can be imported as a template using the instructions in How to Download and Import a Workflow Configuration File.

PLEASE NOTE: Transition document attachments are not imported with a configuration file and need to be configured manually. Instructions below.

• First we need to define our workflow steps and understand what event (transition) gets us from state to state. In this case, we need:
  • Requires Action (Initial State)
  • Sent to Operator - after the GSE Selection form is sent
  • Reminder Sent - follow up task prior to arrival if a response is not received
  • Received - When the completed form is received back
  • Attached to Bulletin Board - This is the task completed state.

A flow diagram of the desired workflow state with transitions in between.

• Next, we create our workflow states. 
  • Use steps 1-3 from this article or import the attached file to create the 'GSE Selection Request' with the following states.

Workflow Name:

Workflow States:

Workflow Start Transition:

• Now we use transitions to link each of the states. 'Select' each state to add the transition(s) to another state. Select the 'Requires Action' state.
• Our first transition is from 'Requires Action' to 'Sent to Operator' and uses the ClientNotificationService to send an email with a document attached. In the Order it will look like this:

• The transition configuration looks like this.

• Note the  Email Template Variables used in the configuration string.
• This email will need the GSE selection form attached.
• Make sure the form exists in your 'Document Templates'. If not, upload the form as a PDF as a new template document.
• Add the document as an attachment to the transition.

The transition screen result in the Ops Task when you select 'Send To Operator':

• Once sent our Ops Task Updates with two options

• Select the 'Sent to Operator' State
• From here, we will either send a reminder or confirm receipt of the completed form.
• We repeat the transition above for the transition from 'Sent to Operator' to 'Reminder Sent' to send a reminder with the form attached.
• And add a simple confirmation transition called 'Received' if the customer returns the form.

• Select the 'Reminder Sent' state.
• We will also add the simple confirmation transition called 'Received' here as we did above.

• Once our completed form is received, our Ops Task should look like this:

• Select the 'Received" state.
• The first transition confirms the staff have attached the completed form to the Order Bulletin Board and the second allows the staff to go back to 'Sent To Operator' if there is an error and they need to send a follow-up message.
• These are both simple transition actions.

• The form has been received and confirmed as attached to the Bulletin Board. 

• Since this is an end state, no further transitions are required, however, you could add an undo step here if you wish.

Additional Information:

• Service Workflow Transitions article for available transitions.
• Email Template Variables List
• Create a Simple Service workflow (Administration)

2. Create the 'GSE Request' Product

• If you are unfamiliar with creating a new Product and the settings available, please refer to the article Add Product - add/edit screen settings
• For our GSE Request product, we will use basic settings. We can ignore the settings relating to pricing and accounting as there will be no charge. The product is a placeholder for the Ops Task.
• Note that we define the starting workflow state here.

3. Create an Auto-Add for the GSE Product.

• The Auto-Add Products article describes the process of creating an Auto-Add Setting.
• Note that you need to create an auto-add for each unique variable set. i.e one for each order type it applies to.
• Below are the settings for this example to add the GSE Request to the Handling Order for Military Flights.

Once the 3 steps are complete, create a Handling Order for a Military Flight in your test system to confirm your configuration is correct.

Additional Material:

Send a Quote Workflow:

• An additional workflow template is attached for Sending a Client Quote. The ClientNotificationService transition uses "AttachReceipt=true" in the configuration to attach the Order Invoice/Receipt document.
• You can follow the same steps above to create a 'product' for this Ops task. The auto-add would be optional as it would most likely be initiated upon request.