What's New in K2 Cloud Update 6

• Workflow Designer
  • Conditional Start Rule: This rule allows you to specify conditions under which workflows are started. You're able to create simple or complex rules to determine whether or not the workflow should start. When using a conditional start, if the conditions aren't met, the workflow instance is not created and the workflow doesn't run. This allows you to approach workflow design in a new way. Instead of having a workflow with complicated logic that determines which path to take, or which sub-workflow to call, you can simply add a condition at the beginning of the workflow that only runs when the start conditions are met. For example, you want a workflow to start on the initial check-in of a SharePoint document and not on subsequent check-ins, and configuring a conditional start rule is the perfect solution. See how to configure the Conditional start rule in the following How-To topics:
    • Use a SmartForm Reference to Conditionally Start a Workflow

    • Use a SharePoint References to Conditionally Start a Workflow

• the Designer
  • Saving a Form as a Draft: When using forms on your mobile device, you may need to save your work as a draft to resume later or work on the form while you're are offline. A new SmartForm event, called Submit, allows you to submit instead of saving a form. When submitted, the form goes to the Outbox. See how to configure forms to enable the draft functionality in the How to configure Forms with Draft Forms functionality topic.
• Security and Governance
  • Improve security in your environment by controlling who can delete SmartObjects, Views and Forms in the Designer. Grant Delete rights to people or roles in the Category section in Management. This new right is part of the Authorization Framework that governs the security of your K2 artifacts. With the addition of this delete right the delete option for SmartObject Security (Management>Integration>SmartObject Security) is deprecated, for more information on the expected upgrade behavior change and required manual configuration see KB0002667.

• Workflow Designer
  • Move Line Labels: Organizing your process on the design canvas makes it easy to follow the flow of the process, but it can be difficult to determine what a process is doing due to a complex design where lines and line labels overlap. You now have the ability to drag line labels away from their automatic positions and have that relative position saved with the workflow. View Flow reports also show the label in the correct relative location. In addition to this feature, if you want any moved label to return to its automatic position on the canvas, you can select the Auto Position Label option.
  • Data Fields now Variables: Within a workflow you can store static or dynamic values better known as data fields or variables to use within the context of the process. These variables are stored in the Context Browser in the Variable section on the Fields tab. In this release K2 has made sure that the naming of this functionality is consistent throughout. All components and fields called data fields have been updated and are now referred to as variables. After updating to this release, your Set Data Fields step labels might not update to the new name Set Variables. This is expected behavior and you can manually change the label. If you added Set Data Fields to your Favorites Bar before the upgrade, it will still show the old naming in the tooltip when you hover over it. To update the tooltip remove the Set Data Fields from the bar and add it again.
  • Call sub workflow: You can now create a new variable on the fly without opening the Context Browser. From the Start Sub Workflow property mapper, select the Create New option from the added property drop down to add a new variable.
  • SmartObject Get List Custom Filter: When using the SmartObject Get list method in the context browser to retrieve a list of items you can now use the SmartObject Get List custom filter to configure specific filters to return the exact data you require. Indicators assist you by flagging the fields if you delete a variable used in the custom filter. For more information on how to use the custom filter, How To: Use the SmartObject Get List Custom filter.
  • Task Serial Number for Reminder Emails: Often tasks that are time sensitive need to be escalated or people reminded that there’s tasks waiting to be worked on. Now you can easily customize the Task Reminder Email to include relevant information about the task as well as include the link to the worklist item making it easy to quickly process the task. Simply drag and drop the Task and/or Task User fields such as Worklist Item Serial Number, Configured Actions, Standard Actions, Task instruction, and Participant Name into the email.
• the Designer
  • Browser support: Edge is supported for the Designer, both runtime and design time.
  • Server -Side Rule Execution: Use server-side rules in SmartForms to improve the performance and experience on load. Additional actions and conditions are available in the server-side rule execution, such as:
    

    Actions

    • SmartObject Interaction
    • Workflow Interaction
    • Rule Interaction
    • Navigation

    Conditions

    • Custom Conditions
    • Error Handling
    • Workflow Conditions

    Context Browser

    • System Values
• Security and Governance
  • SmartObject Data Access: When securing your data using the Data Access Policy in Management, you can also now extend the policy to associated SmartObjects, down to multiple levels. See the Understanding Included SmartBox Objects topic for more information.
  • the Designer rights: In this release access to the Designer site is solely controlled by configuring rights using the Designer node in Management. For more information on the change in behavior see KB002722 - the Designer rights changes in behavior.
• Integration
  • SharePoint Service Instance: In K2 Cloud Update 5 you could leverage the capabilities of the K2 and SharePoint integration (Data) by using the Site URL and List ID parameters of the K2 for SharePoint application SmartObject without unnecessary rework and duplication of effort. In this update, this capability is extended, allowing you to also reuse a single set of generated artifacts (forms, views, workflows) by mapping the K2 for SharePoint application SmartForms to matching lists and libraries. For more information see the Using SharePoint Data, Using SharePoint Forms, Using SharePoint Workflow topics. You can also refer to the steps in the following How-To topics:
    • Create a SmartForm to Link an Application's SmartForms to a Secondary List or Library.
    • Modify a Workflow to Link an Application's SmartForm Submitted Start Rule to a Secondary List or Library
    • Link a SharePoint application's workflow to a secondary list or library
• REST Broker:
  • An additional service key has been added that adds authorization header capabilities. This allows you to customize the header token for third party REST brokers, such as AdobeSign.

  • The REST service type has been enhanced to support numeric operationID values and can be used with the Swagger from Microsoft Cognitive Services APIs without errors.

• Analytics
  • View Flow - Click to reports: Get deeper visibility into your processes with the View Flow click to reports enhancement. In the View Flow you can now click on a step which opens detailed reporting of that step in a new browser tab.

• The delete option in SmartObject Security (Management>Integration>SmartObject Security) has been deprecated. For more information on the expected upgrade behavior change and required manual configuration see KB0002667.
• Authorization inheritance has been broken on the PDFConverter SmartObject to prevent unauthorized use. The SmartObject will not be visible in the category tree unless a security administrator grants view permissions directly.

Bug fixes are rolled up in each update, K2 Cloud Update 6 includes the following bug fixes:

• K2 Cloud Update 4 Fix Packs 12 to 15
• K2 Cloud Update 5 Fix Packs 1 to 8
• When you use the Loop step in a workflow to receive individual records from a SmartObject based on a SQL Stored Procedure, the results were concatenated in emails sent by the workflow.
• When you use a workflow and try to select a SharePoint list to start the workflow, the SharePoint list did not show.
• When you use a Smart Wizard in a workflow to set a fields value to blank, the value did not update.
• When you use a function in a workflow to increment a data field and try to deploy the workflow, a "Missing Reference at InlineFunctionField. Object reference not set to an instance of an object" error occurred.
• When you use item references in a workflow and edit the workflow, dependency issue indicators was shown but the workflow still deployed and worked correctly.
• When you use the Send Email step in a workflow, you populate the "To", "BCC" or "CC" fields from a form, and you do not provide recipients for one or more of those fields, the emails were not sent.
• When you delete workflows from Management, slow performance was experienced.
• When you create a workflow from K2 for SharePoint, select to start the workflow when a SharePoint list item is added, configure the workflow but do not deploy it, then add an item in the SharePoint list, a "workflow was not found for the item added" error occurred.
• When you use a SharePoint List Item step in a workflow to create or move a calendar item with a Recurrence pattern and then export the SharePoint calendar to Outlook, the items did not display in Outlook.
• When you edit a workflow and click the save button before the workflow has completed loading, you could not open the workflow again.
• When you save a view with two parameters that have the same name, an "An item with the same key has already been added" error occurred when you try to rename one parameter.
• When you have a workflow with an empty condition in a Decision Rule, an error occurred when you try to deploy the workflow.
• When you have a workflow with a notification email on a task step and a reminder on the task using the task participant name or task user display name in the content, an "ActivityInstanceDestination property not available on given context" error occurred when the reminder executes.
• After running the Registration Wizard in K2 for SharePoint, you could not access the K2 artifacts and received a "Your server is running a newer version. Update the app and then run Registration wizard" message.
• When you edit a recurring calendar event, an “Item does not exist. It may have been deleted by another user.” error occurred.
• When you use the "show a message" rule action with a Lithium theme on the form, you could not copy the content from the message box.
• When you execute the Get User Details method, a "SmartObject property FQN is a required property for selected method Get_User_Details, Value must be set." error occurred.
• When you access the task item URL in a workflow notification, an "Object reference error" occurred.
• When you access a tab on a form after the form has loaded and the tab contains a link to a view flow, the view flow did not load.
• When you use more than one Web Service SmartObject call to populate the input properties in a SmartObject step of a workflow prevented all SmartObject methods from executing.
• When you want to add the Worklist Item URL to Task Reminders, the variable was not available in the Task Reminder context browser.

• After updating to this release, your Set Data Fields step labels might not update to the new name Set Variables. This is expected behavior.
  Workaround: Manually change the label.
• If you added Set Data Fields to your Favorites Bar before the upgrade, it will still show the old naming in the tooltip when you hover over it.
  Workaround: To update the tooltip naming remove the Set Data Fields from the bar and add it again.
• If a sub workflow has a conditional start rule that evaluates to false, when called from the parent workflow the child workflow will go into an error state. However, there will be no error details in the Management error profile.
  Workaround: Currently there is no workaround for this issue.
• When a SharePoint user deletes a Choice or Task Outcome field in SharePoint from an already integrated list and re-generates SmartObjects and Forms an error occurs. The error states "One or more items was not found".
  Workaround: Re-generate the K2 artifacts by clicking the New > Generate Forms button on the K2 application page.
• Saving a form to draft on the K2 Mobile app results in an error if the form contains server side rules. The error message states “This form cannot be saved”.
  Workaround: There is no workaround at this time, except to remove the server side rules if you want the ability to save a form as a draft on the K2 Mobile app.
• See KB002771 - SmartObject Data Access Known Issues.
• See KB002776 - Known Issue: 'Failed! SmartObjectData {SmartObject Name} Authorization Failed' error when upgrading to the latest versions of K2 Five and K2 Cloud.

• The delete option in SmartObject Security (Management>Integration>SmartObject Security) has been deprecated, for more information on the expected upgrade behavior change and required manual configuration see KB0002667.

• If you are using K2 for SharePoint, re-run the K2 for SharePoint registration wizard after the update.

• The Package and Deployment app is enhanced, and you can download it from https://<runtimeurl>/Management/Remote. If you do not have the app, log a support ticket and provide your company's public IP-address ranges so that K2 can allow access to your address range.

The following Fix Packs are available for this release.