Question:
How can I automatically remove a document from a user inbox when the document is closed?
How can I automatically change the document route when the document status is set to pending or committed?
Answer:
There are two generally possibilities: the RouteWhenStatus rule group (described below) and workflow scripts. Workflow scripts are more flexible, but actually fire during routing and save events; the change in document status does not directly cause workflow scripts to run. For more information about workflow scripts, see ATC Scripts and Automatic Workflow.
Overview:
The RouteWhenStatus rules indicate how routing is to be handled when a document state changes to closed or pending. Note that on V23+, the default for Default (Closed) and DefaultApproved is now EndRoute. Previously there had been no default, meaning that closing a document had no effect on routing.
The RouteWhenStatus rule group is found in the Rules Maintenance tool on the System Admin Dashboard. Each rule in the group consists of a rule name, a filter value (which can be blank) and a result value.
Filter Value:
Any Doc type
The RouteWhenStatus rules accept a Doc type (as defined in the Doc Types tool and appearing on the filter drop-down) as the filter value.
Result Values:
The RouteWhenStatus rules accept one or more of the following as the result value. When multiple result value options are included, they must be separated by semicolon (;).
Append routenamelist
Adds the comma-separated routenamelist of specified predefined routes (defined through the Routes tool) to the current routing. You can use the keyword AUTO for the Spitfire-selected route to also be appended, for example: Append AUTO,Auditor. This result value can be included with one of the other options below, for example: EndRoute;Append HistoricalArchiver,Auditor.
CCRemaining
Changes the route status of all remaining routees to CC’d.
CCToLast
Changes the route status of all remaining routees, except the last one, to CC’d.
EndRoute
Changes the route status of all remaining routees to Sent On.
NoChange
Does not change the route. Useful for when a default rule is used to end route and certain exceptions are necessary.
Rules:
Default
Specifies (in the result value) the routing behavior that all DocStatus codes that have been designated “closed” (through the DocStatusIsClosed rules) should trigger. The default on V23+ is EndRoute.
DefaultApproved
Specifies (in the result value) the routing behavior that all DocStatus codes that have been designated “approved” (through the DocApproved rules) should trigger. The default on V23+ is EndRoute.
DefaultPending
Specifies (in the result value) the routing behavior that all DocStatus codes that have been designated “pending” (through the DocPending rules) should trigger.
Any DocStatus code
Specifies (in the result value) the routing behavior that the indicated DocStatus code (defined in the Cost Maintenance tool and designated as “closed” through the DocStatusIsClosed rule) should trigger.
Additional Comments:
Since Spitfire ATC is not a user, this rule has no effect on ATC.
Note: This rule is evaluated only when the document state changes to Pending/Committed or Approved/Closed. If you have several pending status (such as Committed and Committed/Executed), the rule will only be fired once.
KBA-01177; Last updated: April 12, 2023 at 12:41 pm;
Keywords: rules, routewhenclosed