See also

How-To Make Choices In Workflows: Choosing Paths based on Toggle, Dropdown, or Segment Fields; AND Tests

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Data Flow

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Copying values from Asset to Request to Job

Workflows are designed to do one task based on a previous task, with data flowing between tasks. So, given an asset, a request, and a job, how can we match up the fields?

(1) Make sure you have a Read Asset/Request connector. This makes the data from the Asset/Request available to later connectors in the workflow. Select the appropriate form on the Output Data tab of the Read connector.

(2) If you are trying to copy values from a Request Details tab from a Request to a Job, turn on the “Job Details” toggle as shown in the picture below.

(3) Use the Parameter type when entering data in the Input Data fields. From the field type drop downs, switch them from Text/Number to Parameter if needed.

The diagram below gives you an idea of which fields match. You may decide to do it slightly differently, such as using the Customer Asset Name (from Asset) as the Client Reference (Request).

Parameter Selection Box Problems

My Parameter Selection box in an Email Connector is empty. What do I do?

You are missing a “Generate Link” connector. There must be one further up the workflow. If you have one in the workflow, make sure it proceeds the email connector, and it isn’t on a separate branch.

My Parameter Selection box does not show the fields in the Asset/Job/Request form. What do I do?

In the Read Asset/Job/Request connector, go to the Output tab and select the form type. Gruntify does not automatically select the matching form so you need to select the form that is used to create the Asset/Job/Request.

Saving and Older Versions

I made a change and then changed my mind. How can I get my old version back?

Go to the View History option in the top left-hand corner of the Builder view. This will display a list of older versions of your Workflow. You can look at a thumbnail of each version and when you find the one you want, restore this older version as the current version.

Emails

How can I get information from an Asset/Job/Request and include it in my Email?

The text in the email sent by the Email connector cannot be modified, but you can include a link to an Asset, Job, or Request in the email. The recipient can then look at the details directly in Gruntify.

This ensures that the person looking at the email will not be looking at an out-of-date version of the details.

If the Asset, Job, or Request is already in the Workflow, all you need to do is add a Link connector, then reference the Link Connector.

Click on the screenshot on the right to zoom the image, and watch the video below to see how to set up the Email connectors.

Do I need to link my Email to an Asset/Job/Request?

No, you don’t. The fields where you create the link are optional so you can just send a fixed text email.

Can I include a non-Gruntify link in an Email?

If you want to include a URL in your emails, such as a web page on your company website or training page, then you can include it using the Action Button fields. This will give you a single button at the bottom of the email for the user to click.

You cannot use HTML to embed multiple links in your email - the HTML will appear as regular text in the email.

How can I send an email to someone who is not a user in my workspace?

You cannot do this. You can only send to users in your workspace.

This is to reduce the chance that Gruntify sent emails will be seen as SPAM emails, protecting your organization and Gruntify from a SPAM email complaint.

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