Question

Is there a way to turn on email notifications for specific activity types or all activities across the entire system?

Answer

It can be easily implemented by building a business-process. You need to use 4 elements:

• Starting signal should start business-process when the Activity is modified (specify the field [status] to avoid receiving emails when any other field is modified) and specify custom activities according to the way they are implemented:

• Then you need to read the actual activity (filter it by ID):

• You also want to read the Owner's email by reading the contact record:

• And the actual email sending should be implemented via [Send email] element. Select your mailbox in the [FROM]. In the field [TO] you need to set up the owner's email from the 3rd element. And create an email. You can transfer the Activity or Contact details to the email body/subject.

Here is how the business-process should look like:

Please, find more details on how to create a business-process in our Academy article:

https://academy.bpmonline.com/documents/technic-bpms/7-11/how-create-bu…

Question

How to schedule a business process to run on the last day of every quarter i.e. on the days Mar 31st, June 30th, Aug 31st, Oct 31st, Dec 31st?

Answer

It can be implemented by this starting signal:

It works based on the cron expressions, so you can set up time, day, month etc. You can find the guide on the crone expressions here: http://www.quartz-scheduler.org/documentation/quartz-1.x/tutorials/cron…

Case

Our business process tasks in notification centre show some tasks that are scheduled for the future.

For example, ‘call in a while’ tasks in Lead management process, as per screenshot below:

This ‘call in a while’ element is scheduled for the future, as per screenshot below:

Business process settings:

This one is the example, there are some other business tasks with a similar behavior. When I click on the business process task and change the time (even by a minute), it disappears from notifications. Are there any extra settings that would avoid any future tasks to pop up?

Solution

The notifications you see are actually running instances of business-process. The business-process was started 17 times on 29/12/2017 and 28/12/2017. Basically it stopped on this element and requires confirming (saving) the Activity in order to move forward to the next element. These fields are specifying the start and the due date for an activity:

In case you want this element to be executed in 4 months after the previous one, you can add timer and transfer 4 months in it. If you want an activity to be created now and get a reminder in 4 months, you can use the [Add data] element.

Question

How to send mail automatically when opportunity status changed to

closed/won.

If the event is < 30 days, email immediately, if event is > 30 days,

email at the 30 day mark from time of closed.

so for example.. event is 60 days out, send email at 30 days, not

immediately.

Answer

The general idea of the process will look like:

In case you need to read some data from other objects (not Opportunity) then you will need to add  Read data elements to get the data you need.

By using conditional flow you can set different conditions. This is described on our academy: https://academy.bpmonline.com/documents/technic-bpms/7-11/conditional-flow#XREF_73788 

Before creating the process, I recommend you to examine the articles about Business process designer and examples of processes on our academy: https://academy.bpmonline.com/documents/technic-bpms/7-11/business-process-best-practices

You will be able to find the information about every process element you are going to use. 

Case

The issue we are running into is when an attachment is added to an opportunity it is not being shared with the account.  And anything that goes into an opportunity needs to be reflected in the corresponding account.

Solution

There is no out-of-the-box logic that would copy the attachment from the Opportunity to the correspondent account. If there is a custom functionality added to do that, please provide us with its name and the full description of how it should work.



Otherwise, to achieve the aim, you need to create a custom business process that would be triggered every time the attachment is added to the opportunity, would read the notes and the account from it and add the attachment to the account. Thus, the process would consist of three elements:

1)Start signal

2)Read Data

3)Modify Data

Question

How to assign 300 leads to a sales reps without entering each record? 

Answer

The easiest option to assign multiple leads at once would be using the business process. The Modify Data element allows you to choose all the necessary records using the filter you can set up according to your needs and then you can modify the Owner field (or any other field) updating the value in it to any one that you need to have. 

Case

When a new contact is created for the account, the account’s primary address needs to be used for the new contact address by default. 

Solution

Build a custom business-process. Use the below tips:

1. You need to have 2 Starting signals - one for Contact being created and the other for modifying the Account (optional). Filter it by the [Account filled in], the Account must have at least 1 address

2. Read the Contact in order to get it's Id and Account:

3. Read the [Account address]

4. Add the address data to [Contact address]

The busines sprocess diagram should look as follows:

Question

What is the process to modify the inserting of new address records for an account? When the [+] icon is pressed, the address type needs to default to “Billing & Shipping” and the  [Country] to the “United States”.

Answer

Once you click [+], you will still need to select the address type. But you can set up a default value for the [Country] field by creating a replacement object for the [Base address] parent object. In the newly created object you need to select the default value for any field you want:

Save the object and try to add an address. You will notice the fields being populated by the default value.

Case

I am trying to create a process, which has to prevent user to move an opportunity from 'Define project' to 'Proposal' stage if no proposal document is attached to it. How can I delete a process?

Solution

The easiest way to check if the document attached on the certain stage and prevent the opportunity from moving to the next stage is to do that within the case:

Then you can either add the simple task to be completed with the title like 'Is document attached?' or you can run a sub-process within the case to check if the doc is attached and depending on the condition move to one or another:

We also recommend you to check the articles about case designer to achieve your business goal: https://academy.bpmonline.com/documents/studio/7-11/case-management

Question

How to set up multiplication of two fields.

Multiple Decimal number of certificates with Certificate Rate (Inc GST) and apply to Total cert Income.

The created business process doesn't work:

Answer

Please, adjust your business-process according to the following:

• Please, delete the element "Formula"
• Please, delete all parameters
• adjust the element [Modify opportunity data] simply adding the multiplying:

Since it is a simple multiplying there is no need to use complicated formulas and parameters since you can simply select 1 field, add * (manually) and select the second field.