When you Create a New Action for a learner Workflow Transition, you will need to choose the Action Type, which controls the type of action that will take place. Each of these types works differently and affects the rest of the creation process.

This page explains each of the codes and how they work.

Run Plan

The Run Plan type allows you to choose an Action Plan to run for a participant.

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Stop Plan

The Run Plan type allows you to choose an Action Plan to stop if it is running for a participant.

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Set Officer Relationship

The Set Officer Relationship type allows you to create a relationship between a learner or applicant and an Officer. This process is made up of only one step, Source Options, where you can choose a Relationship Type and name an Officer to link.

Once the action has taken place, the officer will be linked in the Officers tab in the Learner Summary for learners and the Officers tab in the Applicant Summary.

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Set Database Field Value

The Set Database Field Value type allows you to set a value for a data field in the record or a linked child record. You can set the field to either an absolute value or to match the value in another data field. This process is made up of the following steps:

Source Options

This is where you identify the field that you want to be changed. This is referred to as the Source Field.

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The first step allows you to specify the Record Type where you want to find the source field. This could be the main record linked to the workflow, or a child record attached to that main record. Depending on the workflow type, the following options are available:

Once you have chosen the record type, you can then search for the specific Field Name from the drop-down menu.

Select Target Type

Once you have identified the field you want to change, you then need to specify how you want to change the value. The following options are available:

• Static Value – This allows you to set the field to a fixed value.

• Lookup Field – This allows you to set the field to match another field in the record or a linked child record.

• Built In Function – This should only be used if the source field is a date value. It allows you to set the source field to a date relative to the day that the action takes place.

The Target Options for each type are explained below.

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Target Options

The final step allows you to specify the actual value that will be used to populate the source field.

If the Target Type is set to Static Value, a field will be available for you to enter the value.

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If the Target Type is set to Lookup Field, fields will be available to locate the field which you want the source field to match. The Record Types and Field Names available here are the same as those for the source field, as shown in the table above.

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If the Target Type is set to Built in Function, a field is available to specify the function. Currently, the only available option here is Today, which will set the target value as the date that the action takes place.

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For each target type, the following fields are also available for date values or fields:

• Add Days – Here you can choose a number of days to add on to the target. This means that the source field will be set to this modified value rather than the original target value.

• Working Days – If this is ticked, the Add Days number above will add on working days only, rather than all 7 days of the week.

• Date Only – If this is ticked, any fields that include both a date and time will only have the date included when used to set the value for the source field.

Send Notification

The Send Notification type allows you to send a message to certain records, provided that an email address is recorded for them. This process is made up of only one step, Source Options, where you can specify the following details:

• Type – This will be set to Email by default.

• Relationship – Here you can choose which records you want to send the message to. This will include the record on the workflow as well as any Relationships linked to the record.

• User – Here you can choose any PICSWeb Users you want to send the message to.

• Email Address(es) – Here you can enter any specific email addresses you want to send the message to. You can enter multiple email addresses in this field, separated by a comma.

• Subject – This will be used as the subject line in the email.

• Message – Here you can enter the email message with some formatting options available.

Add Tag

The Add Tag type allows you to add Tags to the record when the transition is enacted. This process is made up of only one step, Source Options, where you can search the drop-down menu for any tags to attach to the record. You can use the X icon to remove tags from the field.

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Remove Tag

The Remove Tag type allows you to remove Tags from the record when the transition is enacted, provided that those tags were attached before. This process is made up of only one step, Source Options, where you can search the drop-down menu for any tags to remove from the record. You can use the X icon to remove tags from the field.

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Create Form

The Create Form type allows you to create a WebForm Instance linked to the record. Depending on the workflow type, the following WebForm Type will be created:

• For an Applicant, a Learner Signup form.

• For a Learner, a Learner Change Request or Learner File form.

This process is made up of only one step, Source Options, where you can specify the following details:

• Form – Here you can choose which WebForm you want to create the instance from.

• Form Option – Here you can choose what happens to the WebForm instance when the action takes place. There are two options:

  • Create Form – This will Create a New Instance of the form ready for you to either fill yourself or send out. The instance will be available in the Forms List with a Live status.

  • Create and Send – If you have set up a Default Form Owner and Signature Defaults in the WebForm Builder, this will Create a New Instance of the form and automatically send it for Remote Filling and Signing. The instance will be available in the Forms List with an Awaiting Remote Signatures status.

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Create bksb Account

The Create bksb Account type allows you to create an account in bksb for the Learner or Applicant on the workflow. This process is made up of only one step, Select Source Type, where you can choose whether the account will be Active or Dormant upon creation.

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