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Workflow object: Timer

The Timer object can be used in workflows to configure deadlines, reminders and escalations. The Timer automatically calculates deadlines and can thus control the process. Function of a timer. A time…

Christoph Lemos
Updated by Christoph Lemos

The Timer object can be used in workflows to configure deadlines, reminders and escalations. The Timer automatically calculates deadlines and can thus control the process.

Function of a timer

A timer must always be modeled between two events. When the event reaches the status from which the timer is derived, the timer is executed and the time until the event the timer points to is calculated.

In the example below, a deadline of 2 weeks is set from the creation of the transaction for the closed status to be reached. If the Closed status is not reached after 2 weeks, the case is marked as overdue and an escalation email is automatically sent with a text module from the system emails.

Configuration of a timer

In the properties of the object, the timer should always contain a description so that the configuration can be inferred from the process model.

In the field "target date calculation" you can select from which point of time or on the basis of which date the calculation of the deadline should take place. Using the number field and the selection list, a period can be specified.

Date

Description

Current point of time

The time is selected when the case has reached the status from which the timer starts. This means the date and time. According to the configuration of the timer, the time is calculated starting from this time stamp.

Date field from main form

If there is a date field in the main form, it is displayed in this list. A deadline is then calculated based on this date, regardless of when the case reached the status from which the timer starts.

This may mean that a deadline to be set has already been reached or exceeded if a date is based on a date that is already in the past at the time of calculation.

Time frame

Description

Year(s)

A fixed date and time can be set for the period year(s).

Month(s)

For the period month(s) a fixed day of the month including time can be set.

Week(s)

For the period week(s) a fixed weekday including time can be set.

Day(s)

A fixed time can be entered for the period day(s).

Hours

No further settings are available for hours.

Minutes

No further settings are available for minutes.

The timer object automatically sends escalation emails to the following recipients:

Notification in case of missed deadline

Description

E-mail to the creator of the case

If this checkbox is activated, an escalation email will be sent to the creator of the case. Even if no individual escalation path email notification has been set up.

In order to receive deadline escalations from the Timer object as a user, the e-mail setting "E-Mail notification in case of exceeding due dates for cases in own groups and forwarded cases" must be activated in the user's e-mail settings.

E-mail to the responsible of the case

(if a user is responsible, only the user is notified / if a group is responsible, all group members are notified / if a role is responsible, all assigned persons are notified)

If this checkbox is activated, an escalation e-mail will be sent to the currently responsible user of the case. Even if no individual e-mail notification has been set up via the escalation path.

If the task is unassigned in an organizational unit or role (i.e. it is not directly assigned to a user), all users assigned to this organizational unit or role will receive the escalation email.

In order to receive deadline escalations from the Timer object as a user, the e-mail setting "E-Mail notification in case of exceeding due dates for cases in own groups and forwarded cases" must be activated in the user's e-mail settings.
If the date calculation is applied to a specific date, a period after or before this date is reached can be set by specifying a positive or negative number of days, weeks or months. This number should not be combined with another specific time entered below it. Such a configuration will result in the timer not being executed as desired.

Configure the escalation path of a timer.

A timer can be used not only to calculate deadlines. The timer can also escalate when the deadline is reached and automatically steer the workflow to a certain status or, for example, send a custom escalation email. Different from the automatically sent escalation email.

To configure an escalation for a timer, another connector must be created, starting from the timer, to another object.

If the deadline is reached, the timer escalates and the escalation path of the timer becomes valid.

By using the escalation path, a workflow can be redirected to another process flow, for example, or an escalation e-mail can be sent as in the example above.
If a status change is carried out after an escalation, the timer sequence is exited.
Attention!
The calculated deadline is only removed from the process if the status to which the timer points is also reached.

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Workflow object: Start, intermediate and end event

Workflow object: Parallel gateway

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