Key Dates in Workflows

Key Dates can be used in Workflows.

Create Key Date - Workflow Toolbox

Create key date - Workflow Toolbox

The Create key date toolbox item allows you to create (or set) a Key Date at a given time in the workflow.

Common Uses

In its basic form, this toolbox item is commonly used for setting key dates against work items. It is commonly paired with the Date calculations toolbox item in order to achieve the desired outcome.

Pre-requisites

  • Parent Work Item ID - To use the Create key date toolbox item, you will need to configure the parent work item ID.
  • Step - You will need to have a step on your canvas into which to drag this toolbox item.

Configuring Create key date

  1. Click on the toolbox tab of your workflow canvas.
  2. Select the Create key date option and drag it onto the step in which you wish to place it.
  3. Click on the Create key date item you have dragged onto the canvas to add the configuration.
  4. Enter the configuration for the toolbox item.
Action Name Give the action a descriptive name e.g. "Set Limitation Date"
Parent work item Select the parent work item ID from the drop-down list.
Key date type Choose the appropriate key date type.
Set complete Select whether the Key Date should set to complete upon creation.
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.
Phase Outlets

When the work type that will be created is selected the system will automatically add all of the available phases on the work type into the phase outlets section.

When clicked 'Yes'  the phase will appear on the workflow canvas as an outlet for the workflow.
Output

The output gives you an option to store the work item ID of the item you have just created into a variable.

This is often a good idea as after you have done the original creation you may want to perform some further activities on the new work item.

 

Additional Guidance

The KeyDate block will error if you attempt to create a date that already exists, if not set to 'allow multiple', or set to Participant Role.

 
 

Get key date - Workflow Toolbox

Get key date - Workflow Toolbox

This item looks for an existing Key Date belonging to a work item and makes it available to be manipulated inside the Workflow.

Prerequisites

You will need to configure an Input Parameter, that is a Work Item Identifier, and set a binding to match this as desired.

Configuration

Required configuration:

  • Parent Work Item (Work Item Identifier).
  • Key date type.

Optional configuration:

  • Set if the key date is for an ODS Entity (Boolean).
    • If the above is True, then you will need to also set an ODS Identifier.

Optional output configuration:

  • Output variable
    • This is where you should create a variable to store the Key Date ID for manipulation in future Workflow Blocks

Workflow Block Outlets:

It's not mandatory to move directly from this Block to another Workflow step, but this block provides two logical outlets to do so:

  • Found
  • Not Found

 

This example Workflow using the Get key date workflow block, loads the Work Item ID, uses the Get key date Workflow toolbox item to pull the Key Date info, and then if found, updates the due date, or logs an error.

 
 

Set key date done & Set key date missed - Workflow Toolbox

Set key date done & Set key date missed - Workflow Toolbox

The Set key date done & Set key date missed toolbox items provide a simple method of marking a key date on a work item as completed/missed.

Common Uses

Key dates are used widely across ShareDo; for example, these will often mark the date that an action has been completed. For example, some communication has been submitted. As part of the workflow, we could use the Set key date done toolbox item to mark this key date as complete.

This could also be used with the Create key date toolbox item, which could update the date simultaneously to reflect what has happened.

Pre-requisites

  • Work Item ID - To use either of these toolbox items, you will need to have captured the Key Date ID you wish to update.
  • Step - To use this toolbox item, you need to have a step on your canvas into which to drag it.

Configuring Set key date done/missed

  1. Click on the toolbox tab of your workflow canvas.
  2. Select the Set key date done or Set key date missed option and drag it onto the step in which you wish to place it.
  3. Click on the Set key date done or Set key date item you have dragged onto the canvas to add the configuration.
  4. Enter the configuration for the toolbox item.
Action Name Give the action a name e.g. "Set Limitation Date done"
Parent Work Item The ID of the Key Date of which you want to update.
 
 

Create a Call to Action to Open Key Dates

Creating a call to action to open key dates

Use this snippet to create a call to action on your task that opens up the key dates blade for you piece of work.

ctx.sharedoId should be set to the id of the piece of work you want to open.


   var action1b = actions.sharedo.BuildActionPlanItem() 

            .WithDescription("Confirm limitation date is correct") 

            .WithOrder(10)

            .AddCheckbox() 

            .MarkRequired()

            .WithCallToAction 

             ( 

                  actions.sharedo.BuildCallToAction() 

                  .WithDisplay("Key facts", "fa-check", "btn-success") 

                  .WithCommandForSharedo 

                ( 

                    "edit-key-dates",

                    ctx.sharedoId 

                ) 

                .Build() 

            ) 

.Build();

 
 

 

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