Workflow

Workflow rule - Update iSheet record

You can use rules to update
choice
,
dates
,
number
,
user lookup
,
single-line text
 and
multi-line text
 columns in iSheets.
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Add a new rule

Navigate to
Admin
 >
Workflow management
 >
Workflows
:
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The
Workflows
 screen opens:
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Click the workflow that will contain the new rule, and click
Add
 >
New Rule
:
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The
New rule
 screen opens:
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When creating your new rule, give it a
Name
 and
Description
. When you have finished, select
Save and continue
.

Set triggers

The
Triggers
 tab opens:
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Select
iSheet record
 from the first drop-down menu:
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And select if your rule will trigger if an iSheet record is
Added
 or
Updated
 :
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Select an iSheet from the
iSheet
 dropdown menu:
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Select the column that will be monitored to trigger the rule:
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In this example, we have chosen
Area (square meters)
 :
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In this case, if the 'area (in square metres)' is equal to '50', the rule triggers.
You may add more triggers. When you have finished select
Save and continue
.

Actions

The
Actions
 tab opens. In the
Choose action
 menu, select
Update iSheet record
 :
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Select which column you want to update in this workflow:
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In this example, update the
Lease start date
 :
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When all the conditions have been met, the workflow will update the iSheet record.
Select
Save
 to save your actions.
Using a variable to set a date
Select
Insert Variable
 underneath the
start date
 (or end date) to display the
Insert variable - Start date
 (or
Insert variable - End date
 ) screen:
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In the
Variable to be used
 drop-down, you can see all of the variables available in this field. In this example, we have
Created date
 and
Modified date
.
Select the variable you want to use, (we have chosen 'Created date' for this example) and select
Insert
. For example, the
Start date
 field will now look like this:
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In this example, the field will be populated with a date equal to when the record was added in an iSheet, or when a file was added to a folder.
Use the modifier drop-down to add or subtract time from the date provided by the variable.
Changing the units
Click the drop-down on the right to change the base unit used to set the final value. Select
days
,
weeks
,
months
 or
years
.
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  • ignore weekends
     is only available if
    days
     is selected. If you select a date, add 10 days, but exclude weekends; the new date will be 12 or 14 days later (depending on how many Saturdays and Sundays are included in the 10 days).
  • If
    weeks
     is selected, then this adds multiples of seven days
  • If
    months
     is selected, then the calculation will fall on the same day of the month; for example, six months from the 25th of December is the 25th of June
    • If there is no equivalent date, due to shorter months, the date is moved to the next month; for example, six months from the 31st of December is the 1st of July
  • If
    years
     is selected, then the calculation matches the day of the year
Remove a date
As of May 2022, you can set up a rule to remove a date when, for example, a matter is completed.
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Select
Clear date
 to remove a date from the record when this action is triggered.
Select
Save
 to save your actions.
Creating or updating a User lookup column
You can update a
user lookup column
 so that you can track who created an item or made changes.
Select a user lookup column, then enter and select the name of the user:
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For example:
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Select
Save
 to save the rule.
Updating a user lookup column with a variable
As of August 2022, you can update a user lookup column with a variable when you update an iSheet record, as in this example:
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You can then record the user that triggered the update. Click Insert variable and select
Modified by
:
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In this case, the user that modified the iSheet record is recorded in the 'Completed by' column. This record is not overwritten when the record is updated unless the rule is triggered again.
Select
Save
 to save the rule.
Using variables in a Single line text column
You may use a combination of free text and variables to populate a
Single line text
 column.
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Type text as plain text; select
Insert variable
 to add variables at any point in the text.
Setting different numbers in a number column
You may populate a single number in a number column - if you want to set different numbers for different conditions, you may use multiple rules triggered by values in another column.

Save and activate

When you save your rule, it is saved and you are redirected to the rules screen:
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In this screen, you can view the name, status and last modified date and time of your rule, and also who modified it.
Additionally, you have access to the
More actions
 menu:
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The options are as follows:
  • Edit
     - allows you to edit the rule
  • Activate
     - lets you activate your rules and changes the status from
    Draft
     to
    Active
    . If you select
    More actions
     on an active rule, you can instead
    Disable
     the rule.
  • Delete
     - allows you to permanently delete the rule

Activating your rules

Once you have created your rules, they must be activated if you want them to trigger. Click
More actions
 >
Activate
 to do so. If you activate rules but your workflow is not active, you will receive a warning message.

This article applies to:

  • Product: HighQ
  • Subject: Workflow