6.2.1 Assigning Users Or Emails For Activity States During Activity Creation

The procedures described in Managing: 6.2 Adding Activity States For An Activity Template add users and email recipients during activity template creation, and they apply to all activities issued in an activity template. From Zegeba v 4.8, you can define when creating an activity which users and emails will apply when a specific state is reached. This gives the activity module much more versatility when it comes to assigning people and sending emails during activity work.
When you create a new activity you may for instance enter that manager Smith will get an email when the state READY FOR APPROVAL is reached. In the next activity you create, manager Jones will get an email for that state. Or you can easily assign one group of workers for an activity state in one activity, and another group for another activity with the same state.
In the States tab of the Activity Template Editor you can now specify that when an activity is created, a list of users or emails to be selected is presented, instead of having to select users or emails when the activity template is created. These lists must first be defined as meta data in the Meta Data tab.

Assigning users

1. In the activity Template Editor’s Meta Data tab, enter a new meta data.
   Give it a name and the type “List of users” if you want to be able to select users from a list of all users on the server.
   In the example illustrated below we want to define for each activity one or more persons to be assigned to the activity when it has reached the state of Done.

2. In the States tab, add the meta data you just created to the relevant state.
   Below we have set that for the state DONE, all assigned users will be unassigned, and replaced by someone added from the list of all users called “Users for DONE”.

When you are done, save the task template.

3. Click on the activity template’s name to create a new activity.
   In Create new Activity, click on the meta data name you just created.
   A list of all users on the server will pop up and you can select one or more users that will be assigned to the activity when it has reached the relevant state.
   In the activity below, we have selected two users to be assigned to this specific activity when it has reached the state of DONE.

4. In the app, the user will see the activity details like this:

You can add the same functionality for other activity states, for instance ONGOING, by repeating the steps 1-4.

Assigning email recipients

1. In the Activity Template Editor’s Meta Data tab, enter a new meta data.
   Give it a name and the type “List of user emails” if you want to select a user email from an email list each time an activity state is reached.
2. In the States tab, add the meta data you just created to the relevant state.
   In the picture below we see that the meta data we added in step 1, “Emails for ONGOING”, shows up as an option when adding email recipients for a state. We can add this, and alternatively add individual users as well. The individual users will get an email for all activities in the template while the users selected at a later stage from the “Emails for ONGOING” list may only get one email from one activity.

When you are done, save the activity template.

3. Click on the activity template’s name to create a new activity.
   In Create New Activity, click on the meta data name you just created.
   A list of the email adresses of all users on the server will pop up and you can select one or more users that receive an email notification when the activity has reached the relevant state.
   In the activity below, we have clicked in the meta data field “Emails for ONGOING” to get a list of all email adresses and can scroll down the list to find the users we wish to notify when this activity has reached the state of ONGOING.
4. The activity details in our example will in the app look like this:

Repeat steps 1-4 to add the same email notification functionality for other activity states.