Design Time
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K2 SmartAction is enabled by default during installation. K2 SmartActions also makes use and takes advantage of existing features that the designers are familiar with. |
The K2 SmartAction feature is configured using a Client event and enables interaction between the K2 Server and Information Workers (Client Event Destination Users). For existing installations, K2 SmartActions will only function if the process is re-deployed. For the Client to be able to respond to the notification, the process must be updated with the serial number of the process which is added dynamically when the process is instantiated.
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When allocating the e-mail address of the destination users, the e-mail address cannot be shared by either the service account or other users. Each recipient must have their own unique e-mail address including the K2 Service. E-mail addresses that are the same but with different labels are also not read as unique and so cannot be used i.e. K2:Domain\User1 vs K2LDAP:User1. |
Introduction to Using the Process Development
K2 SmartActions is implemented at design time, and is currently supported by the following K2 Wizards with the respective designer offering the design time support as below:
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Since K2 SmartActions enables human to system interaction, the feature is supported by certain Client Event Wizards only. There is no system to system messaging support. |
| K2 Designer | K2 Studio | K2 Designer for VisualStudio | K2 Designer for SharePoint | K2 SmartActions* | K2 BatchActions** | |
|---|---|---|---|---|---|---|
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Default Client Event |
Yes |
Yes |
Yes |
Yes |
Not required |
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InfoPath Client Event |
Yes |
Yes |
Yes |
Required |
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SharePoint Workflow Integration |
Yes |
Yes |
Yes |
Yes |
Mandatory |
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Forms Generation Client Event |
Yes |
Yes |
Yes |
Required |
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* For standard processes (no integration) K2 SmartAction enabled processes can be actioned from e-mail only ** The batch actions feature is required for any SharePoint Workflow integrated process |
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Important: The InfoPath and Forms Generation Client Event support SmartActions, however, the functionality of the wizards are to create a form that requires input from a user. Enabling SmartActions in these events would skip this requirement as no form is presented to the user for completion. |
K2 SmartActions is by default available as part of the standard operational characteristics of, for example a Default Client event. It cannot be disabled at any time. This is by design and will affect the user in the following ways.
1. The destination user can action the task list item via e-mail
2. The destination user can only action the task list item if the item includes the serial number of the process instance
3. If a form has been created, then the destination user will be able to action the item using the additional method of e-mail
Interacting with the K2 Server Messaging System
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SmartActions is not limited in design to e-mail. However, it is the only form of messaging currently supported out of the box, and the Help topics only discuss the use of e-mail. |
The end user receives a notification via e-mail and the K2 server performs the action specified in the e-mail response. For the user to respond to the message from the K2 Server and for that message to be actioned correctly, the message must include the serial number and a configured or system action, spelled correctly.
- If either of these things are missing the server will send back a message depending on what is wrong. These messages can be configured , see the following links for further information:
Configuring SmartActions at Design Time
The new SmartActions feature is enabled by default and is configured at install time. To make use of K2 SmartActions the K2 Process Designer configures the process at design time.
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To implement this new feature for existing processes, the process needs to be re-deployed. No errors will be reported when the destination email cannot be resolved in the CC or BCC fields (E.G. bob@gmail.com) and if no errors are reported for ‘external’ emails in the CC and BCC, the email will still be sent. You need to be sure the email address entered in these fields or as part of a distribution group is correct. |
