Note: This documentation gets updated only when necessary, as the product is in sustained mode. For product updates see the Release Notes.

Default Client Event

What does the Default Client Event wizard do?

The Default Client Event wizard generates an event for workflow users to participate in the process. They are assigned a task to take an action and notified when they have a new task on their worklist.

Why use the Default Client Event?

A client event (as opposed to a server event) is that point in the process that requires some human interaction, i.e. a workflow participant is required to do something. The client event facilitates the interaction with a workflow participant to complete actions, such as approving a request. client events define the actual points of interaction between the participants and the process. Adding events (client and server) entails considering:

What needs to be done?
The sequence in which it needs to happen?
Who needs to be involved (participants) - and at what stage?
What data the event needs?
The sequencing and the participants are particularly important - as they provide clues as to when multiple events can be added to the same activity.

Event name and Forms

The Event Name and Forms page assists in configuring the types of online interaction that the destination user (the workflow participant) will have available to action the work item. The Event Name and Forms page enables you to specify a URL to be opened by the workflow participant to action their work item.

Field	Description	Sample Value
Event Name	Provides the name for the new client event	Type in a name for the client event in the text box
Task Item
URL	Provides the relevant web page URL to be used in the process	Type in the web page's URL in the text box
Additional URL
Platform Name	The default Platform Name is ASP	ASP is the only platform allowed as an additional URL
URL	Specify an additional item that is called when the destinations are planned	The additional URL cannot be used as a task URL
Append serial number to URL(s)	The serial number of the activity instance is added to the URL by default. The serial number is necessary to open the worklist item	The serial number will automatically be appended to the URL. Deselect the check box if the serial number must NOT be appended. Where a situation requires batch actioning within SharePoint it is possible to receive an error when the serial number is appended to the URL. In these cases you may need to turn off this option.

By default the Exchange Form has been removed from the Default Client Event wizard. The procedure to make the Exchange Form visible is described here

Event Notification Settings

The Event Notification Settings page allows you to set whether an event notification should be sent to the destination users / workflow participants.

This step in the wizard is optional, if no configuration is required click Next to continue.

Field	Description	Sample Value
Notify participants when they receive a work item	Activates the event notification.	Select whether a notification should be sent to the destination users.
Customize the Notification Message	Specifies that a customized notification message should be sent to the selected destination users. Selecting this option will open the Event Notification Message wizard page when the Next button is pressed.	Select whether to customize the notification setting.
From	The address from which the email comes.	Either enter the address directly or use the ellipsis buttons to open the context browser and build an expression for the address.
Cc	The list of addresses to carbon copy the message to.	Either enter the addresses directly or use the ellipsis buttons to open the context browser and build an expression for the addresses.
Bcc	The list of addresses to blind carbon copy the message to.	Either enter the addresses directly or use the ellipsis buttons to open the context browser and build an expression for the addresses.
Subject	Supplies the customized subject line for the notification message.	Type in the relevant Subject for the notification message in the supplied text box.
Attachments	Lists either the files or the expressions / fields describing files to attach to the message.	Use the Browse button to select files to attach or the ellipsis buttons to open the context browser to drag fields describing the files.

Configure Actions

The actions determine the response that can be given at runtime by the user. The action usually corresponds to the outcome, but it doesn't necessarily have to. The Configure Actions page enables you to create actions. A list of configured actions is maintained at the activity level for each client event.

An action can have a type of Finish or Update:

Finish - Finishes the event and moves onto the next activity. An action with a type Finish will always have a corresponding outcome.
Update - Saves the activity and does not have an outcome, and the event remains active.

For every activity containing actions, at least one of the actions must be of type Finish.

Field	Description	Sample Value
Add	Creates a new action, listing the action for the current Activity	Click the Add button to add an action to the process
Edit	Edits the selected action	Click Edit to edit the selected action
Remove	Removes the selected action from the actions list	Click Remove to remove the selected action from the process
Remove All	Removes all the actions from the list when clicked	Click Remove All to remove all the actions from the list
Generate corresponding outcomes for listed actions	Actions can be configured to correspond to outcomes. Where the actions do, enable this option and the outcomes will be created automatically.	Select this check box to generate corresponding outcomes for listed actions
Move Up	Changes the order of the actions. Actions are executed in the order in which they appear	Select the required action and click Move Up to move the action one place up
Move Down	Changes the order of the actions. Actions are executed in the order in which they appear	Select the required action and click Move Down to move the action one place down

Configured Actions - Available as K2 SmartActions

When you configure an action you can decide whether or not the action is possible via SmartActions and batch processing (actioning a series of tasks with the same action). Keep the Make the action available without opening the work item option selected when needing to allow the action via SmartActions or batch actioning.

For performance reasons, all configured actions are listed in the e-mail but may not be available to action via SmartActions. If you want to change the standard responses from the SmartAction account, modify the templates located at C:\Program Files (x86)\K2 blackpearl\Host Server\Bin\Templates\Messages

Field	Description	Sample Value
Name	The name of the action which is available both as a SmartAction and a batch action	The name is the action when configuring a user form, it is also used as a keyword when actioning task list items by sending a message to the K2 Server.
Description	The description ca be used to describe the action and what the outcome of the action will be.	Populate the Description field with comprehensive wording since the description can be added to a Customized e-mail later on.
Make the action available without opening the work item	Feature related to SmartActions and batch actioning. No user form is required and the action can be used as a key word in an message type response to action a worklist item	Enable to the option; this allows the action to surface in the object browser and be available as an action.
This action will complete the work item	This finishes the event and moves to the next step in the process	Click on the option button
This action will update the work item	This performs a Save/update on the current event and still waits at the current event	Click on the option button

The option Make the action available without opening the work item must be selected on the Add Action page of the client event for SmartActions to function.

Configure Outcomes

The outcome determines the direction that the process follows. outcomes may have been configured based on the actions that were configured. Where outcomes were not configured automatically, custom outcomes can be configured.

Field	Description	Sample Value
Add	Creates a new outcome, listing the outcome for the current Activity	Click the Add button to add an outcome to the process
Edit	Edits the selected outcome	Click Edit to edit the selected outcome
Remove	Removes the selected action from the outcomes list	Click Remove to remove the selected outcome from the process
Remove All	Removes all the outcomes from the list when clicked	Click Remove All to remove all the outcomes from the list
Move Up	Allows the order of the outcomes to be changed depending on the process requirements.	Select an outcome and click Move Up to move the outcome one place up
Move Down	Allows the order of the outcomes to be changed depending on the process requirements.	Select an outcome and click Move Down to move the outcome one place down
Generate corresponding line(s) for listed outcome(s)	Determines whether or not lines must automatically be added to the activity on the design canvas for each listed outcome. If the check box is cleared the user will be required to manually add the required lines.	Select the check box if lines are to be automatically added to the activity

Destination Users

The Destination Users page is the list of groups, roles or individuals who become workflow participants and who are assigned tasks.

In other words, the destination user is the group, role or individuals who receive a work list item when a new instance of the workflow executes the activity containing the client event.

Field	Description	Sample Value
Add	Adds a new destination user to the process	Click the Add button to add a destination user to the process
Remove	Removes the selected destination user from the outcomes list	Click Remove to remove the selected destination user from the process
Remove All	Removes all the destination users from the list	Click Remove All to remove all the destination users from the list
Name	Displays the name of the selected user or group	Display only
Type	Determines if the destination user is an individual or role definition	Select from the drop-down the type of user

It is best practice NOT to use the same user as destination user that is also configured as the SharePoint Farm Administrator, SharePoint System Account or the Application Pool Account. An actual user account should not be used as the SharePoint Farm Administrator, SharePoint System Account or the Application Pool Account.