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Common Uses Prerequisites Configuring the Create outgoing SMS action Fields

Create Outgoing SMS - Workflow Toolbox

The Create outgoing SMS visual workflow toolbox item is a simple method for creating an outgoing SMS task against a work item.

Common Uses

There will often be a requirement to send an external SMS as part of a workflow, such as Case Updates or Reminders. This ShareDo toolbox item makes that easier by automatically creating the outgoing SMS task with all the relevant details pre-selected.

Prerequisites

  • Workitem ID: To use the Create outgoing SMS toolbox item, you will need to have captured the workitem ID of the work item for which you want to create the outgoing email task.
  • Variables: Any field on the configuration that displays this icon allows you to insert a variable into the text. Before setting these fields, you need to set up your variable on the Data tab and retrieve and insert the information you want to use into the variable.
  • Step: To use this item from the toolbox, you will need to have a step on your canvas into which to drag it.

Configuring the Create outgoing SMS action

  1. Click on the toolbox tab of your workflow canvas.
  2. Select the Create outgoing SMS option and drag it to the step where you want to place it.
  3. Click on the Create outgoing SMS item you have dragged onto the canvas and enter the configuration.

Fields

Action Name Give the action a descriptive name.
Parent Work Item The ID of the work item where you want to create this outgoing SMS task.
Note: This should also match the context of the document template.
Task Type This will be pre-populated with the correct type (Task > Activity > SMS> Outbound SMS).
Task Title The title that will be applied to the work item created for the SMS.
Description A description of what this Automated SMS will be created for.
Tag Specify the tag that will be attached to the task. A common use of this is to group together common tasks in a worklist.
Sender Select who the email is coming from.
Recipient Select the recipient role. This is mandatory.
Content The body of the SMS, this is required.
Auto send Set to Yes to enable auto send.
Due date

You have 2 options for setting the due date:

  • Due on date - Select the desired variable from the drop-down list. This may have been output from a Date calculations toolbox item.
  • Or due after how many days - Manually enter the due after days value.
Priority Set the Priority for the item (Low, Normal, High, Critical).
Assign to Set the user to whom this task will be assigned. This is useful if you set the 'Auto send' field to false, as the Draft SMS will then be assigned to the user for review and sending.
Add action plan Add an action plan to the task if required.
Adding an action plan to a task in workflow.
Common Outlets These are the common outlets used with this toolbox item: Sent, Not sent, and Overdue.
Other Assignments Entirely optionally, you can assign additional roles to the work item, and assign users to them
Output This section allows you to store the new task ID in a variable should you need to use this at a later time.

 

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