15.5 Configuration

Overview

Clarizen is completely configurable to ensure that daily processes, workflows and organizational needs are met directly with easy to install and create workflow rules, validation rules, custom fields and much more.

Clarizen includes downloadable ‘out-of-the-box’ packaged applications which are installed in your organization, to allow packaging your own configurations to share with other organizations.

 

Figure 1: Customization Settings Module

 

Clarizen supports the following customization items:

 

If you are the organization's Clarizen Admin user can create custom fields and business rules to enable customizing data automation, validation, KPI and workflow rules on your processes.

For example, the Fields tab enables creating custom fields for all item types within the organization. You can then select the field type and whether the field is based on a formula or manually updated by Users.

Subsequently, a ‘Based on Formula’ function enables creating simple or advanced formulae using the available functions, fields, and operators.

Business Rules encompass Validation rules and both Scheduled Workflow and Workflow rules.

Validation rules allow controlling ​data that users input into the system.

For example, create a validation rule for Timesheets that prevents Users from entering more than 8 hours of work on any given task without marking additional hours as ‘Overtime’ (showing the validation rule in action).

 

Workflow rules allow you to trigger a set of actions based on a set of criteria.

For example, create a workflow rule to send an email to a project manager each time a task is completed.

This is done by clicking the task item type and then selecting new workflow rule. Next, name the rule and set the trigger for each time a record is created or edited. The evaluation criteria is when the %completed = 100.

Next is to select a Send Email option and select project manager. Set the subject and body of the email as necessary. The result is that each time this workflow is triggered, meaning, each time a task completes, the tasks project manager is alerted.

Scheduled workflow rules work in exactly the same way; however, scheduled workflow rules enable setting a specific time frame of execution.
For example, to generate and send an email reminder about a task either two days before the task due date, or a recurring one, sent every Monday and Wednesday until the task is completed.

The final Clarizen customization element is a Custom Action; a customizable action triggered at the click of a button. For example, you could create a set of Custom Actions on the request item type enabling the organization to determine life cycle patterns of a given request, such as; to research the request, approve the request, and to then convert an approved request to a project.

Creating the converted request into a project Custom Action involves clicking the request item type and selecting New Custom Action (from a drop-down list), naming the Custom Action, and then selecting the relevant actions, in this case, creating a new item of type project, and then transferring the original request’s information into the project.

You can also link the original request to the newly created project, and even change the state of the request from the same Custom Action.

Running the new Custom Action is then done by selecting the relevant request and selecting the Custom Action.

Once done, you can then see the newly created project linked to the request.

The Customization module is only visible to your Organization's Clarizen System Administrator.

Accessing the Customization module is done from the Navigation Panel; click Settings and then click Customization .

 

 
 

Custom Panels

Custom Panels

Configure Clarizen to meet your organizational needs, using Clarizen's custom panels and pages.

Custom panels, once created, behave like any other "relation" panel and is related to a specific type of object.

Custom pages created at an organizational level, behave like any other module in Clarizen. These pages include a visual icon, which you can upload, used to quickly locate the page in the layout Find Window and can be accessed directly from the navigation panel.

Integrate quickly and easily to bring data from mission critical tools into one space at a single item level or at an organizational level.

Import both Clarizen internal and external pages to highlight key work metrics into relation views available directly from your item screen.

The content can include any URL, or Widgets, as well as two types of HTML based custom panels:

  • Static HTML that can contain data, links to objects, links to custom actions, etc. including CSS to control the design of the outcome. Static HTML panels can be used to produce simplified property panels, to quickly access popular custom actions, to display KPIs, and much more.
  • Dynamic HTML utilizing all the elements of modern HTML web pages including HTML, JavaScript, CSS, JSON, AJAX, and REST APIs, which can be used to access any object that is available via API, to create, update and query Clarizen objects, to use 3rd party libraries like jQuery, Google Charts, Maps etc. as well as to use 3rd party REST APIs.
Note:
The panel is built as an iframe, which due to browser imposed limitations is currently limited to HTTPS\SSL sites.
Further more, due to security reasons some sites block iframe embedding, only sites which allow being embedded can be used in the panels

 

Custom Panels can be defined to be accessible to specific users, user groups or under certain conditions, you can also define if and how the panel is shown for each of the available views, narrow, wide, and maximized.

 

To create a custom panel

To add a custom panel to your layout

To create a custom Page

 

How To Create Custom Pages

How To Create Custom Pages

  1. Access the settings module either via the Navigation Panel or the User Data menu located on the masthead , as detailed in the Settings overview .
  2. Click the Configure Tab
  3. From the list of Item Types select Organization
  4. From the Create New list , select Custom Page
    The New Custom Page opens
  5. Give the custom Page a name
  6. Select a custom Icon to associate with the page
    Note:

    For instruction on how to upload icons, see Uploading a Custom Icon

  7. Add an optional description
  8. Define the page's viewing permissions, select to either make the page available for all users or select the Allowed by option to define specific People, or user Groups, you can also define a set of rules and variables to further customize the permission level of who can view the page.
  9. Define when the page is visible
    1. Select Show without conditions to keep the page available at all times
    2. Select Show Under Conditions to define visibility rules.
    3. Set the formula you wish to use
      Click Formula Options to open the Formula Options Window
    4. Test your Syntax by clicking
  10. Set  action associated with the page.
    1. To set a variable action:
      1. In the Set Action menu select Set Variable
      2. Select New Variable (to update an existing page with a variable already set, select Update Existing Variable )
      3. Give the action a name
      4. From the Type list, select the type of variable to be used
      5. Enter the required Value or else Click Formula Options to open the Formula Options Window and create a formula to be calculated as the value
    2. To set a conditional action:
      1. In the Set Action menu select Conditional Action List
      2. Set the formula you wish to use
        Click Formula Options to open the Formula Options Window
      3. Test your Syntax by clicking
    3. ​Define as many actions and sub-action as you require
  11. Define the content of the page:
    1. Select URL and type in the internal or external URL address of the desired content
    2. Select HTML and write the HTML code for your page in the text box.
      You can add formulas as well
      Click Advanced to open the dynamic HTML options:
      1. Add external JavaScript libraries under External Script
      2. Add CSS rules under the Style field
      3. In the Script field enter JavaScript which will run once the page loads
        Warning:

        Clarizen has no way of protecting you when implementing your own JavaScript and cannot guarantee the security level once a user created script is used.

      4. Enter any Data in Json Format, this field can also utilize formulas
        1. Data (JSON Format):
          This field allows you to pass data to your script via a JSON object. JSON is basically a key-value format with support for “nested” objects. For example, the following JSON object describes user details:
          {
            "name": "John Smith",
            "email": "john.smith@example.com",
            "age": 15,
            "address": {
              "city": "London",
              "country": "United Kingdom"
            }
          }
           
           
          The above JSON object has several attributes: name, email, age and address. Note that “address” is itself a JSON object with the following attributes: city and country.
           
          To pass data to your script, you can create a JSON object with several keys each containing the relevant data needed by the script. Then, in the script, you can access that data by calling:
          API.Context.getData().
          So, assuming you used the above sample object in the Data section, and you retrieved that object in the script via the following call:
          var user = API.Context.getData();
           
          alert("hello "+user.name); //will display: Hello John Smith
          if (user.age<18) alert("No entrance!"); //compare numeric attributes
          alert("City: " + user.address.city); //Access nested objects via "." (dot) notation. Will display: City: London
           
          You may sometime want to include data from Clarizen objects inside the Data section. 
          If you want to include the value of a specific field of the current object, you can do the following:
          {
            "projectName": {{$Name}
          }
          The above will generate a JSON object which looks like this:
          {
          "projectName": "Project1"
          }
          You can then access the project name via: 
          API.Context.getData().projectName
           
          If you want to include multiple fields from the same object as a nested object, you can do the following:
          {
            "project": {{JsonObject(CurrentObject(),"Name,StartDate,CreatedBy,Manager.Name")}
          }
           
          The above will generate a JSON object that looks like this:
          {
          "project": {
            "id": "/Project/68dfcc86-7842-4e08-9084-8c4263c905c5",
            "Name": "Proj1",
            "StartDate": "2008-11-17T06:00:00.0000000",
            "CreatedBy": {
             "id": "/User/2ccf83c4-15b6-48e6-a0bf-734813d60e4d"
            },
            "Manager": {
             "id": "/User/2ccf83c4-15b6-48e6-a0bf-734813d60e4d",
             "Name": "john.smith@example.com"
            }
          }
          }
           
          Note that "project" is now a nested JSON object containing the fields you requested. Because the field "CreatedBy" is a reference to a User object, the resulting JSON contains a nested object with the user "id" field. 
          Note also, that you can request fields from fields which reference other objects (Like Manager.Name in the example above).
          You can now access the name of the project manager via:
          API.Context.getData().project.Manager.Name;
           
          To access the StartDate of the project as a normal javascript date, you can do the following:
          var startDate = new Date(API.Context.getData().project.StartDate);
           
          You can also include data from related object using the JsonObjects function. For example, to add the list of Customers to the Data object you can do something like this:
          {
            "project": {{JsonObject(CurrentObject(),"Name,StartDate,CreatedBy,Manager.Name")},
            "customers": {{JsonObjects("$Customers","Name","TargetObject.AccountStatus='Lead'")}
          }
           
          The JsonObjects function accepts 3 parameters: The name of a relation, the fields of the target object and an optional Filter. In the example above, we are running on the "Customers" relation and take the "Name" field for each customer. 
          We are also filtering this list to return only customers whose AccountStatus is 'Lead'. The format of the filter parameter is a formula which works the same way a filter formula works when using the "Run on related" capability. 
          You can use both TargetObject and LinkObject to access the related objects.
           
          {
          "project": {
            "id": "/Project/68dfcc86-7842-4e08-9084-8c4263c905c5",
            "Name": "Proj1",
            "StartDate": "2008-11-17T06:00:00.0000000",
            "CreatedBy": {
             "id": "/User/2ccf83c4-15b6-48e6-a0bf-734813d60e4d"
            },
            "Manager": {
             "id": "/User/2ccf83c4-15b6-48e6-a0bf-734813d60e4d",
             "Name": "eyal.post@clarizen.com"
            }
          },
          "customers": [
            {
             "id": "/Customer/b9e3bfa4-abb9-43a2-9ad9-80251480c289",
             "Name": "Acme Inc."
            },
            {
             "id": "/Customer/0889a83b-a92e-433e-a6f7-60cccaee5330",
             "Name": "InVisible Inc."
            }
          ]
          }
           
           
          When using the JsonObject function, the resulting nested object is an array of objects. As you can see above, the "customers" attribute is now an array where each value is a JSON object container the customer details.
          You can get the name of the first customer like this:
          var customer1Name = API.Context.getData().customers[0].Name;
           
          To loop over all customers, you can do something like this:
          var customer;
          for (var i=0; i<API.Context.getData().customers.length;i++)
          {
            customer = API.Context.getData().customers[i];
            //Use the customer object
          }
          

           

  12. Click or to save your page.
  13. In the Configuration tab click Enable (adjacent to the created Page) in order to enable the page created

 

How To Create Custom Panels

How To Create Custom Panels

  1. Access the s ettings module either via the Navigation Panel or the User Data menu located on the masthead , as detailed in the Settings overview .
  2. Click the Configure Tab
  3. Select an Item type from the available list
  4. From the Create New list , select Custom Panel
    The New Custom Panel opens
  5. In the Panel Name field, give the panel a name
  6. Add an optional description
  7. Define the panel's viewing permissions, select to either make the panel available for all users or select the Allowed by option to define specific People, or user Groups, you can also define a set of rules and variables to further customize the permission level of who can view the panel.
  8. Define when the panel is visible
    1. Select Show without conditions to keep the panel available at all times
    2. Select Show Under Conditions to define visibility rules.
    3. Set the formula you wish to use
      Click Formula Options to open the Formula Options Window
    4. Test your Syntax by clicking
  9. ​Define the panel's narrow view Height (in Pixels) or click Formula Options to open the Formula Options Window
  10. Set  action associated with the panel.
    1. To set a variable action:
      1. In the Set Action menu select Set Variable
      2. Select New Variable (to update an existing panel with a variable already set, select Update Existing Variable )
      3. Give the action a name
      4. From the Type list, select the type of variable to be used
      5. Enter the required Value or else Click Formula Options to open the Formula Options Window and create a formula to be calculated as the value
    2. To set a conditional action:
      1. In the Set Action menu select Conditional Action List
      2. Set the formula you wish to use
        Click Formula Options to open the Formula Options Window
      3. Test your Syntax by clicking
    3. ​Define as many actions and sub-action as you require
  11. Define the content of the panel:
    1. Select URL and type in the internal or external URL address of the desired content
    2. Select HTML and write the HTML code for your panel in the text box.
      You can add formulas as well
      Click Advanced to open the dynamic HTML options:
      1. Add external JavaScript libraries under External Script
      2. Add CSS rules under the Style field
      3. In the Script field enter JavaScript which will run once the panel loads
        Warning:

        Clarizen has no way of protecting you when implementing your own JavaScript and cannot guarantee the security level once a user created script is used.

      4. Enter any Data in Json Format, this field can also utilize formulas
        1. Data (JSON Format):
          This field allows you to pass data to your script via a JSON object. JSON is basically a key-value format with support for “nested” objects. For example, the following JSON object describes user details:
          {
            "name": "John Smith",
            "email": "john.smith@example.com",
            "age": 15,
            "address": {
              "city": "London",
              "country": "United Kingdom"
            }
          }
           
           
          The above JSON object has several attributes: name, email, age and address. Note that “address” is itself a JSON object with the following attributes: city and country.
           
          To pass data to your script, you can create a JSON object with several keys each containing the relevant data needed by the script. Then, in the script, you can access that data by calling:
          API.Context.getData().
          So, assuming you used the above sample object in the Data section, and you retrieved that object in the script via the following call:
          var user = API.Context.getData();
           
          alert("hello "+user.name); //will display: Hello John Smith
          if (user.age<18) alert("No entrance!"); //compare numeric attributes
          alert("City: " + user.address.city); //Access nested objects via "." (dot) notation. Will display: City: London
           
          You may sometime want to include data from Clarizen objects inside the Data section. 
          If you want to include the value of a specific field of the current object, you can do the following:
          {
            "projectName": {{$Name}
          }
          The above will generate a JSON object which looks like this:
          {
          "projectName": "Project1"
          }
          You can then access the project name via: 
          API.Context.getData().projectName
           
          If you want to include multiple fields from the same object as a nested object, you can do the following:
          {
            "project": {{JsonObject(CurrentObject(),"Name,StartDate,CreatedBy,Manager.Name")}
          }
           
          The above will generate a JSON object that looks like this:
          {
          "project": {
            "id": "/Project/68dfcc86-7842-4e08-9084-8c4263c905c5",
            "Name": "Proj1",
            "StartDate": "2008-11-17T06:00:00.0000000",
            "CreatedBy": {
             "id": "/User/2ccf83c4-15b6-48e6-a0bf-734813d60e4d"
            },
            "Manager": {
             "id": "/User/2ccf83c4-15b6-48e6-a0bf-734813d60e4d",
             "Name": "john.smith@example.com"
            }
          }
          }
           
          Note that "project" is now a nested JSON object containing the fields you requested. Because the field "CreatedBy" is a reference to a User object, the resulting JSON contains a nested object with the user "id" field. 
          Note also, that you can request fields from fields which reference other objects (Like Manager.Name in the example above).
          You can now access the name of the project manager via:
          API.Context.getData().project.Manager.Name;
           
          To access the StartDate of the project as a normal javascript date, you can do the following:
          var startDate = new Date(API.Context.getData().project.StartDate);
           
          You can also include data from related object using the JsonObjects function. For example, to add the list of Customers to the Data object you can do something like this:
          {
            "project": {{JsonObject(CurrentObject(),"Name,StartDate,CreatedBy,Manager.Name")},
            "customers": {{JsonObjects("$Customers","Name","TargetObject.AccountStatus='Lead'")}
          }
           
          The JsonObjects function accepts 3 parameters: The name of a relation, the fields of the target object and an optional Filter. In the example above, we are running on the "Customers" relation and take the "Name" field for each customer. 
          We are also filtering this list to return only customers whose AccountStatus is 'Lead'. The format of the filter parameter is a formula which works the same way a filter formula works when using the "Run on related" capability. 
          You can use both TargetObject and LinkObject to access the related objects.
           
          {
          "project": {
            "id": "/Project/68dfcc86-7842-4e08-9084-8c4263c905c5",
            "Name": "Proj1",
            "StartDate": "2008-11-17T06:00:00.0000000",
            "CreatedBy": {
             "id": "/User/2ccf83c4-15b6-48e6-a0bf-734813d60e4d"
            },
            "Manager": {
             "id": "/User/2ccf83c4-15b6-48e6-a0bf-734813d60e4d",
             "Name": "eyal.post@clarizen.com"
            }
          },
          "customers": [
            {
             "id": "/Customer/b9e3bfa4-abb9-43a2-9ad9-80251480c289",
             "Name": "Acme Inc."
            },
            {
             "id": "/Customer/0889a83b-a92e-433e-a6f7-60cccaee5330",
             "Name": "InVisible Inc."
            }
          ]
          }
           
           
          When using the JsonObject function, the resulting nested object is an array of objects. As you can see above, the "customers" attribute is now an array where each value is a JSON object container the customer details.
          You can get the name of the first customer like this:
          var customer1Name = API.Context.getData().customers[0].Name;
           
          To loop over all customers, you can do something like this:
          var customer;
          for (var i=0; i<API.Context.getData().customers.length;i++)
          {
            customer = API.Context.getData().customers[i];
            //Use the customer object
          }
          

           

  12. Click or to save your panel
  13. In the Configuration tab click Enable (adjacent to the created panel) in order to enable the panel created

 

Field Types

Field Types

The Field Type chosen when creating custom fields determines the type of data that is entered into the field.

The field type chosen can be defined to be manually entered by users, formula based, or editable only through the API (ideal for integration).

Fields that are set to be manually entered can have a default value that is formula based.

 

Numeric Field Type

Allows users to enter a numeric value, or create a formula that returns a number value, where leading zeros are removed.

When choosing the Numeric Field Type, be sure to enter the number of decimal places to be displayed to the right of the number.

Samples of Numeric Formula fields can be seen below.

 

Numeric Formula Samples

Work Estimate Index - calculates the reliability of the estimation given for work items, based on the actual effort of a work item

$Work/($ActualEffort+$RemainingEffort)

Yield - indicates the yield of a feature by its priority and the level of effort that is required to fulfill that request. To create this field, build a formula that will calculate the numeric field by those two fields and set it to be:

if ($work > Hours(40), $Priority/3,if($work > Hours(20), $Priority/2.5,$Priority/2))

This will give you a number for comparison different request.

 

Another possibility is:

$Work/$Priority/Hours(1)

The Hours() function will normalize the work field into numeric figures of hours and will divide it by priority

Note: If you have any other samples that you would like to share, be sure to send them in so we can edit this section of the Wiki

 

Text Field Type

Text fields allow you to enter text strings in a single line.

For multi-line text fields, see TextArea Field Type

Note: Project Name text field is limited to 80 characters all other Text fields are limited to 512 characters.

Please note that some add-on's may have their own limitations

 

Text Formula Samples

Full Name - this field can be used on the user entity to concatenate the users first name and last name together

$FirstName + ' ' + $LastName


User's Local Org Domain - This field will truncate the user's email extension and will build the local org name accordingly. For example, a user with the email joe@myorg.us will return a value of 'myorg.us'. The formula will take the rgith side of the string to the right side of the "@" character.

Right($Email,Len($Email)-inStr($Email,'@'))

 

Note: If you have any other samples that you would like to share, be sure to send them in so we can edit this section of the Wiki

 

TextArea Field Type

Text Area fields can contain long text such as work item descriptions or comments.

Note: Text Area fields are limited to 2000 characters, with the exception of the Description text area fields, which are limitless.

Please note that some add-on's may have their own limitations

 

TextArea Formula Samples

Text Area fields can be created based on a formula field, however, this field type is generally used for descriptive purposes.

Generally speaking, to fill in this field type automatically, it is recommended to use a workflow rule.

 

Note: Text area fields can only take basic formatting. You can add carriage-returns (equivalent to HTML BR tag) by using + '\r\n'+ in any formulas for text areas

 

Url Field Type

URL field types are used to display URL's for websites or company portals.

When selecting this field type, you can input a default value and use the "Validate URL" button to ensure that the URL is correct.

 

Url Formula Samples

User's Default Organizational Website - this creates a URL field that is not formula based (so that a user has the ability to manually update),

however the default value of the field is based off of a formula. This field can be used to set the user's default website to be set according to his email domain.

For example, if the user's email is joe@myorg.com, the default value for the field will be www.myorg.com.

'www.'+Right($Email,Len($Email)-inStr($Email,'@'))


To create a formula based default, check off the "based on formula" check box next to default value (as seen below)


 

Note: If you have any other samples that you would like to share, be sure to send them in so we can edit this section of the Wiki

 

Date Field Type

Custom fields of this type are used to set dates, such as forecast delivery date.

 

Date Formula Samples

Forecasted Due Date - creates a field that is updated through the API using a {[New_Business_Rule#New_Workflow_Rule|workflow rule]].

To create the workflow rule for this field first create the field itself using the Date Field Type. In the workflow rule set the evaluation criteria to be:

IsChanged($RemainingEffort)

Now add a new Action by selecting the Update Field option and set that formula to be:

Now() + $RemainingEffort

Note: To create fields that are updated through the API, be sure to check off the "Read Only" checkbox in the Field Properties section of the New Custom Field screen

Expense Approval by Date - indicates the date in which an expense needs to be approved by.

This field is based on a formula which indicates that the expense needs to be approved within 5 working days after submission.

$SubmittedOn + Days(5,TRUE)

Note: If you have any other samples that you would like to share, be sure to send them in so we can edit this section of the Wiki

 

Checkbox Field Type

This field represents a value of True (checked) or False (unchecked).

A default value can be selected for checkbox fields.

 

Checkbox Formula Samples

Fixed Price - Indicates whether a work item is marked as fixed price or not. Set the formula to be:

If($FixedCost<> 0, TRUE, FALSE)


Overtime - Indicates whether a work item has exceeded the estimated effort. Set the formula to be:

If($ActualEffort >$work, TRUE, FALSE)

 

Note: If you have any other samples that you would like to share, be sure to send them in so we can edit this section of the Wiki

 

Duration Field Type

Fields that represent duration values, such as 10 h (hours), 4 w (weeks), 4 d (days)

 

Duration Formula Samples

PERT Fields - This is a set of four duration fields that will allow your organization to implement PERT estimation . The following fields would be required:

Pessimistic Estimate (P)
Optimistic Estimate (O)
Probable Estimate (can use the existing Work field)'

Each of the fields above are manually entered fields using the Duration field type.

The final field required called PERT is based on the following formula:

($c_P + 4*$Work + $c_O)/6


Expected Remaining Effort - this field will help you track the health of the remaining work you should have in a project at any given time vs. the actual remaining effort defined.

(100-$expectedProgress)*$work/100

Note: If you have any other samples that you would like to share, be sure to send them in so we can edit this section of the Wiki

 

Percent

A field that represents percentage as an integer.

You can select the number of decimal places to display when creating fields of this type.

 

Percent Formula Samples

Overtime Slack (%) - indicates the slack between work and the total estimated effort for a work item

($ActualEffort+$RemainingEffort)/$Work


% Charged - indicates the percentage of the planned revenue has been charged tot he customer

$ChargedAmount/$PlannedRevenue

Note: If you have any other samples that you would like to share, be sure to send them in so we can edit this section of the Wiki

 

Currency Field

A field that represents any currency amount in base currency.

Multi-currency is only supported on Work Items entities

 

Currency Formula Samples

OPEX - this field can be used if your organization has determined that all work set to be based on a

resource's cost rate should be considered an operational cost within a project, while a fixed cost item is not.

if($FixedCost > Currency(0),$PlannedBudget - $PlannedExpenses,0)

Note: Because $FixedCost is a currency field, you have to use the ‘Currency’ function in order to compare it with any amount of money

VAT - Added to the expense entity, this field can automatically calculate the VAT based on the amount filled in by the user

$Amount * 0.17

You can see that the field is updated on the fly for each expense entry when adding it to the expense sheet columns .

Note: If you have any other samples that you would like to share, be sure to send them in so we can edit this section of the Wiki

 

ReferenceToObject Field Type

A field that enables linking this entity with another entity within the system.

Filling its value can be done either by typing in the entity name or by selecting it from a list of available entities.

When trying to set a reference to an object via the formula editor, you need to include the object’s unique identifier.

In most of the cases, it's the object’s ID.

Use the ‘Insert Object’ command to insert an object within the Formula Editor UI.

 

ReferenceToObject Formula Samples

Executive Financial Sponsor - can be used to create another role within a project that references a user,

this field can either be manually updated or formula based.

For example, the financial sponsor is dependent on the project type

If($ProjectType="Administration", "joe.smith", "jane.doe")

Note: If you have any other samples that you would like to share, be sure to send them in so we can edit this section of the Wiki

 

PickList Field Type

A field that reprents a value from a list of possible values.

Every value can have an attached image, which is useful for building flags on the entity.

 

PickList Formula Samples

Rating Field - this field can be created for projects to determine their overall rating (i.e. Low, Medium, High).

You can include an image for each picklist value, for example, 1-3 stars based on the rating,

and set this field to be manually set or updated automatically by a formula that references additional scoring fields.

Region - this field can be created on a customer entity to indicate teh region of the customer, for example: Americas, EMEA, APAC, etc.

This field can be based on a formula that will parse the business address and search for a country within the address.

If(Contains($BusinessAddress,”u.s”, FALSE) || Contains($BusinessAddress,”Canada”, FALSE) ||Contains($BusinessAddress,”mexico”, FALSE)

||Contains($BusinessAddress,”Cuba”, FALSE) ||Contains($BusinessAddress,”Brazil”, FALSE) , “America”, if(Contains($BusinessAddress,”u.k”, FALSE)

|| Contains($BusinessAddress,”France”, FALSE) || Contains($BusinessAddress,”Germany”, FALSE),”EMEA”,”APAC”))

Note: adding another custom field for country, which is manually set by a user, and referencing that field in the formula will also work
 
Note: If you have any other samples that you would like to share, be sure to send them in so we can edit this section of the Wiki

Default Field Values Per Field Type

Below is a table of all field types and their default values

 

Note: When creating custom fields of any type, users have the ability to set a default value different than the ones set below. These default values can be seen within the Custom or Standard fields within the "Customization" tab in the Settings

 

Field Type Default Value Display in UI
Numeric Null 0
Text Null Null
Text Area Null Null
URL Null Null
Date Null Null
Checkbox Null False
Percent Null Null
Currency Null Null
Duration Null Null
Reference to Object Null Null
Picklist Null Null

Data Model

Data Model

 

Note: Additional information for each section is located on the Fields and Custom Fields pages. 

 

High Level

To download the High Level Data Model image please click here.

Notes:

  1. Arrows represent Reference to Object fields (some other systems call these “Lookups”).
  2. Where arrows point to Square-cornered “Entity” boxes (Cases, Work Items) the Reference can be to any of the types of Objects in the Entity.

The most familiar example of this in Clarizen is Users can be Assigned as Resources on Projects/Milestones/Tasks.

  1. All Objects and Links contain 2 Reference to Object fields to User (Created By and Last Modified By). They have been omitted from this diagram for simplicity’s sake.
  2. The Objects and Links in the diagram are those in the Clarizen Customization page. Additional links (like Rate) may be accessible via the Web Service API.
  3. If Objects are not related (e.g. Customer to User – let’s say you want to reference an “Account Manager” User from Customer),

you can create a new Reference to Object field to make that relationship.

  1. Clarizen 5.0 (Jan 2011) introduced Workflow Rules where you are able to access the Objects you reference.
    For example in the Customer -> Account Manager User example above you can create a workflow rule on Customer and have it make changes on the referenced User.
  2. Clarizen 5.2 (Jul 2011) introduced Workflow Rule Actions on Related Objects allowing you to:
    • Execute Workflow Actions on objects related across 1 link “hop” (e.g. Customers to Issues via Issue Customer Link)
    • Travel up (“Reverse”) Reference to Object arrows – a good example of this is Issues that are Resolved in a certain Project,

you can build a workflow rule on the Project that executes actions on all Issues that are set to be resolved in that Project.

 

Detailed  

To download the Detailed Data Model image please click here.

Simplified Data Model

A simplified version of Clarizen Data Model showing only Work Items, Issues and Resources entities with their relationships.

To download the Simplified Data Model image please click here.

Customizing Item Types

Data Object

Data Object

 

This article describes the Data Object and contains the following sections:

 

OVERVIEW

The Data Object further enhances Clarizen's configuration capabilities by allowing you to display new types of data in the system, either creating new objects or storing data on existing objects. Data Objects are a flexible repository that stores (for example, and not limited to) time-based snapshot and trend data and are populated only by workflow, API, or other automation.

 

The Data object stores as much log-type data as you need for your visualizations, charts and reports.

Data objects have no default workflow, business logic or user roles. No alerts or notifications are generated by the system for data objects and, by default, data objects do not affect any other Clarizen behaviors or layouts.

 

Example use cases:

Use Scheduled or event-triggered Workflow to capture the key data points you need for your business questions

  • Administrators may want to log every time a user logs into Clarizen for User Analytics for licensing purposes.  
  • Every time an issue or request is changed can be collected for tracking audit trails.
  • Project Managers may want to schedule workflows to capture remaining effort on a project for Burndown analysis 
  • Project Managers may want to capture Earned Value for a project on an EV graph.

 

The Data Object enables you to snapshot the key data you are looking to track, via the New Item action in workflows, and use or visualize it in Related Panels, Custom Panels or Reports.

Like Discussions, Data can not be a standalone item and must be related to a container "Source" item.

Like Discussions, Data can be linked to the following types of source items: 

  • Work Item (Project, Milestone, Task)
  • Group (User Group & Discussion Group)
  • Cases (Issue, Risk, Request, Bug)
  • File
  • Expense Sheet
  • User
  • Customer
  • Expense
  • Topic
  • Folder and Report

 

Creating Data Objects

Data objects are created by workflow and other Clarizen configurations. Use Custom Actions if you need to manually trigger creation of Data Objects.

 

Viewing and Using Data Objects

As Data objects are conceived as flexible and generic way to store many types of data records, Data objects cannot be viewed in a "Data Objects" panel as it is likely there will be a mix of data types which may not make sense to be displayed together. However, Data Objects can be viewed or edited in the Content Layout. The simplest way to access an item's related Data objects, is to configure a Reference to Object field on Data with a Reverse Reference to the relevant source item - which will expose the related Data items in a Related Items Panel  - click here to learn more about how to configure this. 

Protect data in Data object custom fields by using Read Only option when configuring the fields. 

 

Deleting Related Data Objects

Data Objects can be deleted if the owner of the Data Object's container has Delete permissions. 

The Data Object allows you to add time snapshot data with Scheduled Workflow Rules, without over-extending other Clarizen items such as Notes and Discussions. 

 

Organizing Data Objects

Use the “Type” picklist field on the Data Object to distinguish between the different types of logged data.

The Type picklist is editable and you should add data type labels to suit your data type, such as: "State Change", "Audit Trail", "User Login".

 

Configurations for Data Objects

Clarizen supports the following Configuration types for the Data items:

  • Scheduled Workflows
  • Workflow Rules
  • Custom Panels
  • Custom Fields
  • Validation Rules

 

HOW TO CREATE A NEW DATA OBJECT

The Data Object being created in the example below is to track Cases (Issues, Requests, or Bugs) via a Workflow when a user changes an Issue, Request, or Bug's state.This is an example of a simple audit trail. 

You could also use Scheduled Workflow Rules, Custom Actions, Interact, Data Loader and the API.

The example below describes capturing data every time the user changes the "State" of a Case, which means that if the state changes for Issues, Risks, Requests and Bugs it will be captured. 

  1. Go to Settings > Configure > Data 



  2. The Type picklist field is a standard field of the Data Object that can be editable so you can add data type labels to suit your data needs such as "State Changes", "Audit Trail", and "User Login".

  3. Click on Type from Settings> Configure> Data> Standard Fields.



  4. Description, Tooltip, Reading, Financial and Sort Order can be edited.

  5. It is recommended that you use the Type Value field to distingush between logged and snapshotted data such as "Burn Down Chart", "User Analytics", "EV Graph", "Audit Trail". 

  6. Values can be entered individually or you can choose a file to insert a number of values.

    1. Type in a Value and click Add. This adds values to the Type picklist that can be retrieved in the Workflow, Custom Panel or Scheduled Workflow rules, Custom Actions, Interact, Data Loader and API.

    2. Each value can have an Image and/or Color to highlighting important information at a glance.

      Note:

      The Data Object is completely customizable. You can use any of the Data Object standard fields shown below in the Workflow Rule and Custom Panel as well as create new custom fields to suit your business needs.

       

    3. Create any Custom Fields you may want to use for the Data Object. These fields store data and can be defined in the Workflow Rule to be later displayed and used or visualized in the Custom Panel or Report. Below are the custom fields that were created for this Data Object.

       

  7. In Settings> Configure choose the relevant Source Item type, in this example we will using Cases.

  8. Click on Create New > Workflow Rule for Cases.
     
    Note: 

    You can relate Data Objects to the relevant Source Object such as: Work Item (Project, Milestone, Task), Group (User Group and Discussion Group,  Cases (Issues, Requests, Bugs), File, Expense Sheet, User, Customer, Expense, Topic, Folder and Report.

  9. Type in the Name of the Workflow Rule.



  10. Set the Run Time, in this example, to Every Time a Record is created or edited to capture the user action of either creating the "State" or Changing the "State".



  11. Set the Evaluation Criteria to Run only when the following conditions are met  when the state, isChanged(State). In this step you are determining when to execute the Workflow rule, so this rule will only run when the Case's state is changed.



  12. Set Actions for creating a New Item (new record) in the System to run on the CurrentObject, which in this example is "Cases".



  13. For NewObject1 = New select Data, since is is a new Data Object.



  14. The $SourceObject is the CurrentObject() or the current record you are working on. In this example the Cases record that the User edited. This is a required field.

  15. You can add standard or custom fields of the Data Object to the Workflow. These fields are defined in the Workflow and will be stored in the Data Object. These stored fields can be displayed for usage and visualization in Custom Panels and Reports. Below are the fields that were added to the "Cases" Workflow.

    1. DataObjectType, which in this example would be 'Case State Change', this value is stored in the Type field. This field was edited In the Report or Custom Panel and will be labeled as 'Case State Change'.



    2. Name is 'State Change', one of the Standard Fields.


    3. New Value of the object 'toString($State)' is a custom field that captures the New Value of the State change of the individual Case.

    4. Previous Value of the object 'toString(GetPreviousValue($State))' is a custom field that captures the previous value of the individual Case.

    5. SourceItemID of the Current Object is '$SYSID' or System ID. This will display the system id and it is a custom field.

    6. SourceItemType of the Current Object 'toString($EntityType)'. This is a custom field.

    7. Description of the Current Object will display in HTML table rows "From the previous state value to the new state value". This is a standard field.



  16. Save your changes 

 

Exposing the data object in the content layout

 

Administrators can create a custom field of the Data Object with a field type of Reference to Object and a Reverse Reference to the parent object. This custom field will reference the parent object and automatically display field values of the Data Object in the Related Panels of modules if added in the View Editor. Upon creation of this custom field, users can add, edit and delete field values of the Data Object in the Content Layout such as Projects, and Work Items modules. Administrators need to create a custom field with a field type Reference to Object. 

 

How to Create a Custom Field of the Data Object to view as a Relation

  1. In the Navigation bar click on Settings > Configuration > Data
  2. Click on Create New > Custom Field 
    1. In the Field Type section select Reference to Object for the Field Type of the Custom Field
    2. In Referenced Entity, select the parent object, in this example the Cases object is selected
    3. In Field Properties enter the name of the Field Label

      1. The API Label and Tooltip are automatically entered after the Field Label is entered
        Note:
        In the API label,  "C_" is always present preceding the name so it does not interfere with existing API names
    4. Optionally you can enter a Description of the custom field
    5. Enable Reverse Reference by clicking the checkbox, meaning that the custom field in this example will access all case items and will be added automatically as a relation

      1. Enter a Field Label name for the Reverse Reference, this name will be shown in the relation
      2. The API Name is automatically entered after the Field Label is entered
        Note:
        In the API Name, "R_" is always present preceding the name so it does not interfere with existing API names
    6. Optionally you can click on the Read Only checkbox if you do not want to allow users to edit or delete field values as a relation
    7. Optionally you can click on the Financial checkbox if you want only Financial Users to view and update this field
    8. Click  to save the new custom field

How to view Custom Fields in the View Editor

  1. In the Navigation bar click on Cases, or the appropriate parent module
  2. Open the View Navigator
  3. The currently selected view is highlighted in blue
  4. Click Edit
  5. Scroll down in the Related Items Panels to ensure that the new custom field appears as a relation
  6. Save changes
    Note:
    You may not see the relation immediately if field values do not exist
  7. In this example to view data in the Data Object's custom field in Cases you will need to make changes to the state of issues, bugs, risks, or requests
    1. Change the state for a few items
    2. Click on the item to view the new relation
  8. You will see the Custom Field name of the Data Object in the Related Items Panel
  9. Users can now expand the Related Item to edit or delete field values in the data object
  10. Example of a read only custom field of a Data Object
  11. Items cannot be edited or updated via Relations because Read Only was checked
  12. All fields have a lock indication next to it noting the value is not editable

 

HOW TO DISPLAY THE DATA OBJECT IN A REPORT

 

A report can be created to view the field values of the new Data Object defined above. You should only see data that you have permissions on, which is determined by the View permissions on the Container object (Work Item, Group, Cases, File, Expense Sheet, User, Customer, Expense, Topic, Folder and Report).  

      1. In the Navigation bar click on Reports>  New Report

      2. Enter the Report Name, in this case Audit Trail

      3. Select Data from the Report on dropdown



      4. Alternatively you can select the custom field of the Data Object, in the example below a custom field of Login was created on the parent object, User
      5. View of the Login custom field
      6. Select the columns you want to display in the Report, note these are the same fields we defined in the workflow

      7. Display of the Data Item Report for Cases


        Note:

        The description 'work was changed' was added to the Data object that was created so it is included in report

For more information see Creating Reports.

 

HOW TO CREATE A CUSTOM PANEL EXPOSING DATA OBJECTS

Custom Panels uses stored fields in the Data Object to display data. The Custom Panel uses variables to “run on related” Data Object to generate tabular lists, aggregate data such as KPIs or Javascript (such as Google charts) Review more information on Custom Panels.

  1. Go to Settings>Configure> Cases

  2. Click on Create New> Custom Panel

  3. Type in the Custom Panel Name, "State Changes" in this case



  4. In the Permissions section select All Users

    1. You can select Allowed By then you will have to select the users to grant access 

    2. Click on 

    3. A dialog box will open for you to select the Users to access the panel. Note multiple selections can be inserted, you can choose from Roles, People, Groups, etc.



  5. In Visibility Rules click Show without conditions, meaning no conditions are required to show the information

  6. In Set Actions, Set a New Variable 

  7. Fill in the required field name of the New Variable to "statechanges"

  8. Fill in the required fields, Type which is text and Value is null. This new field will be referenced in the HTML display table of selected fields.



  9. Set the second Variable to run on the new Data Object and Filter Related Items on the Data Object Type of 'Case State Change'. This step will filter the Data Object Type for only records with 'Case State Change' in the Type field.



  10. After the records have been filtered the following information will be appended to the statechanges variable: Date and Time, Created By and a description. The Value is written in HtML format so it will display each record as a row. You can specify the format of the date and time.



  11. You can set the content in HTML format to display an HTML table. You need to specify the HTML table tags with the "statechanges" variable to display the data from the Data Object.



  12. The Custom Panel will be displayed in Cases



    For more information see Custom Panels

    Note:

    You can work with Third Party Charts in Custom Panels

    If you are using Google Charts you need to store your main data as text, so you can create a custom formula based text field



    You can use JsonObjects for a Custom Panel

 

Best Practices 

  • As with Notes and Discussions, if you delete the main object you lose the Data too as it has nothing to be attached to. If you need to persist the data after items are deleted, you can protect the main objects with Validation rules or link the Data to an item that will never be deleted.

Business Rules

Business Rule

 

 

Clarizen’s Business Rules help you automate your business workflow and unify business methodologies by setting up triggers and rules that run automatically.

Business rules can be created for every entity type within the organization and include both workflow rules and validation rules.

Workflow rules allow you to define, for each entity type, a list of rules that can be triggered at every addition, modification or deletion of objects of that type.

Scheduled Workflow rules allow you to define, for each entity type, a specific date or time frame for the rule to run on,

assuming that the relevant object meets the evaluation criteria set within the rule

Validation Rules allow you to specify if your data is valid by defining a custom set of predefined rules.

You will be able to block insertion, modification or deletion of objects when they meet specified criteria.

Note: In cases where a business rules includes a run-time error any operation that triggered the appropriate business rule will be aborted.
Use the Catch() function to catch any run-time errors in real-time

 

Tips for creating good business rules
  • Use the Catch() function if there is a chance of getting a run-time error
  • Test the business rule on test data, by adding a condition into the business rule's evaluation criteria,

for example: <evaluation criteria>&& ($Project="P-302")

  • Use validation error messages for debugging by putting a formula within {} into the error message and

testing that the value you receive from the formula is what you expect

 

Set Triggers

 

When creating business rules you must choose the trigger type, i.e when the business rule will be activated.

 

Workflow Rule Trigger Options

The following trigger options are available for workflow rules:

When a record is created, or when a record is edited and did not previously meet the rule criteria
  • This option will trigger the workflow rule upon creation of the selected object, or each time that object is edited and did not previously fulfill the evaluation criteria
  • Using this option will require you to add an evaluation criteria, (i.e. what criteria needs to be meet in order for the workflow rule to run), all other trigger options can be used without necessitating evaluation criteria and only choosing Actions .
Only when a record is created
  • This option will trigger the workflow upon the creation of the selected object on which the workflow was created
Every time a record is created or edited
  • This option will trigger the workflow rule whenever the object is created, or each time the object is edited (regardless of whether or not it has previously meet the evaluation criteria)
Every time a record is deleted
  • This option will trigger the workflow rule each time the selected object on which the workflow was created on is deleted.
  • Use this option when creating rules that track the deletion of objects,

for example, when adding automatic comments to a work item when dependencies are deleted.

Note: When using the "Every time a record is deleted" trigger and attempting to update or access the deleted objects relations, then you need to make sure to check that the relation is not null within the evaluation criteria

 

Validation Rule Trigger Options

The following trigger options are available for validation rules:

Only when a record is created
  • Use this option to trigger the validation rule upon creation of the specific entity
Every time a record is created or edited
  • Use this option to trigger the validation rule upon the creation and editing of the specified entity
Every time a record is deleted
  • This option will trigger the validation rule each time a recorded is deleted
  • Use this option when creating rules that track the deletion of object, for example, when requiring users to add a comment to a work item when dependencies are deleted
Note: When using the "Every time a record is deleted" trigger and attempting to update or access the deleted objects relations, then you need to make sure to check that the relation is not null within the evaluation criteria

 

 

Scheduled Workflow Rules Run Time Options

The following runtime options are available for scheduled workflow rules:

Run On
  • Use this option to select a specific date or set a formula for a specific date, for example, 2 days prior to the end of a project due date, or 3 days after an Issue is created
Run repetitively
  • use this option to select a time frame for a repeating workflow rule, either by selecting daily, weekly, monthly or yearly
  • For example, running a workflow rule that counts the total number of open issues for a specific customer every Monday morning.

 

Set Evaluation Criteria

The evaluation criteria defined will determine under what conditions the business rule runs.

Note: Validation rules always require an evaluation criteria, while workflow rules only require evaluation criteria when selecting the "When a record is created,
or when record is edited and did not previously meet the rule criteria" trigger.


The evaluation criteria of a business rule is based on a formula, which can be created using the Formula Editor .

To view examples of formula's see the Formula Editor Functions article, or see the workflow, custom action and validation rule examples below.

Note: When creating evaluation criteria please note that certain field types display default values different than "Null", see full list of all field type defaults here

Set Error Message

Validation rules require you to enter an error message, which will be displayed to users when the validation rule is triggered.

Error messages should be informative so that the user understands what needs to be done.

For example, if the 'Description' of a 'Document' needs to be filled in when attaching a document to a task, the error should read:

Please be sure to fill in the document description prior to saving


See more validation rule examples here .

 

Set Actions List

The Set Action List drop down allows you to select the action that will take place when the workflow rule is triggered.

Each workflow rule can have multiple actions and each action can include formula. You can view sample formula's here

Some Actions are only available when creating workflow rules on Work Item entities, and are labeled as such below.

#New Object Action

#Change State

#Outbound Call

#Reschedule

#Send Email

#Send Update Request

#Update Field

#Save As Baseline

#Conditional Action List

#Save Attachment

#Save Triggering Email

#Multiple Resource Assignment

#Send Report Action

#Move Action

#Delete Action

 

New Object Action

  • Enables you to add a new object into the system
  • When selecting this action you must first select the object type, by selecting either an Entity or Linked Entity from the dropdown list
  • After selecting the object type you will be required to fill in certain fields
  • To update additional fields of the new object, click the "Another Field" link and select the relevant field
  • Users also have the ability to use the variable "NewObjectx", where x is the object number, within additional actions in the list

See Examples of this action.

 

New Object Options

Bug
Allows you to create a new Issue of type Bug
Mandatory fields - Title
Calendar Exception
Allows you to create a Calendar Exception in a specified calendar
Mandatory fields - Name, Start Date, End Date, Event Calendar
Event Calendar - indicates the calendar on to which the new exception will be created on, can be a reference to the organization, group, user, or project
Customer
Create a new customer in the system
Mandatory fields - Name
Expense
Creates a new expense to link to an existing expense sheet
Mandatory fields - Expense Description, Expense Sheet
Expense Sheet
Creates a new expense sheet
The new object ID (i.e. NewObject1) for an expense sheet can be used within the Expense Sheet field when creating a new object of type expense
Issue
Creates a new Issue
Mandatory fields - Title
Job Title
Creates a new job title within the system
Mandatory fields - Name
Milestone
Creates a new milestone, either from a template or from scratch
Mandatory fields - Name, Parent (a parent of a milestone must always be a project)
Note
Creates a new note that can be linked to a work item or issue
Mandatory fields - Body, Attached To (determines what work item or issue the note will be attached to)
Post
Creates a new note that can be linked to a work item or issue
Mandatory fields - Body, Attached To (determines what work item or issue the note will be attached to)
Project
Creates a new project, can be created using an existing template
Mandatory fields - Name
Risk
Creates a new Issue of type Risk
Mandatory fields - Title
Skill
Creates a new skill set that can then be linked to users within the system
Mandatory fields - Name
Task
Creates a new task
Mandatory fields - Name, Parent (the parent can either be a project, milestone, or task)
Timesheet
Creates a new timesheet entry by the current user (i.e. user who triggered the rule)
Mandatory fields - Reported Date, Duration, Work Item (work item that the time sheet is linked to)
User
Creates a new user within the sytem
Mandatory fields - First Name, Last Name, Email
User Group
Creates a new user group, that users can be linked as members to
Mandatory fields -Name
Dependency
Creates a new dependency between two work items, where the default dependency type is Finish to Start
Mandatory fields - Work Item, Depends On
Note: To select the dependency type (i.e, Start to Finish, Finish to Start, etc) select the Dependency Type field from the "Another field" link
Group Hierarchy
Creates a new group hierarchy, in which multiple groups can be members of a parent group
Mandatory fields - Container (parent group), Member (can either be individual users or groups)
Issue Customer Link
Creates a link between an issue and a customer
Mandatory fields - Entity (specific Issue or Issue based on a formula), Customer
Issues Team
Allows you to add resources to an Issues team
Mandatory fields - Issue, Team Member
Job Title Link
Allows you to add members to an existing Job Title
Mandatory fields - Container (specify the Job Title or use a formula), Member
Parent
Allows you to create a hierarchical link between two work items
Mandatory fields - Parent, Child

Note: Tasks can be children of either Projects, Milestones or Tasks, while Projects and Milestones must have a parent that is of type "Project"

Progress Impact
Allows you to create a progress impact link between two work items, where the progress of the "child" will impact the progress of the "parent"
Mandatory fields - Parent, Child
Project Customer Link
Links a Customer to a Project
Mandatory fields - Entity (specific project or project based on a formula), Customer
Rate Holder
Allows you to modify the resource rate (cost) for specific work items
Mandatory fields - Work Item, Resource
Related Work
Creates a link between a work item and an issue
Mandatory fields - Case (specific or formula derived Issue), Work Item (specific or formula derived work item)
Resource
Assigns a resource to a work item
Mandatory fields - Work Item, Resource
Reviewer
Assigns a reviewer to a work item
Mandatory fields - Work Item, Resource
Shortcut
Creates a shortcut of a work item into a specified project
Mandatory fields - Parent, Child
Skill Link
Adds members to a specified skill set
Mandatory fields - Container (Skill), Member

 

Workflow Rule on Related

This action allows you to select a related (or linked) object using the Workflow on Related objects functionality.

If you select a related object, you will have the ability to filter through the object based on an evaluation criteria

For example, if you would like to create a new task, each time a project's related issue's state is changed to "In Work" then:

  • Select the "$Issues" entity via the "Run On" link
  • Select the "Filter related objects" checkbox
  • In the evaluation criteria enter the following: TargetObject.State='In Work'
  • Select the "Task" entity from the New Object dropdown and enter the necessary details


Get more info here

 

Change State

  • Enables you to change the state of a work item
  • When selecting this action you must select the work item that you would like to change the state of, as a default the "Current Object" is selected (i.e. the work item which triggered the workflow rule)
  • Allows you to select a related (or linked) work item using the Workflow on Related objects functionality.

If you select a related object, you will have the ability to filter through the object based on an evaluation criteria

 

Note: This action's execution is queued in the job server, meaning that it may occur in the background and values will be refreshed after completion

 

Outbound Call

  • Enables you to call an external web service that can either interact back with Clarizen or with other systems
  • Run On - You can run the Outbound Call action on behalf of a specific user. The default is the CurrentUser
  • URL – the URL of the web service to invoke.
  • Have Token for this Web Service - Allows you to enter a token for the entered web service for user identification purposes.
  • Web Service User - You can run the web service call action on behalf of a specific user.

If no user value entered the system will use the default workflow user as defined in the organization settings.

  • Send also Session ID - Selecting this checkbox will send the current user's session ID along with the outbound call, allowing instant access to the user's session without requiring a login.

 

Note: This action's execution is queued in the job server, meaning that it may occur in the background and values will be refreshed after completion
Note: If you are getting timeout, make sure your web service is available from outside of your organization domain and that you are getting results via simple HTTP call

 

Reschedule

  • Enables rescheduling the entity (start or due date) while providing the rescheduling options
  • When selecting the this action you must select the Start Date or Due Date field to be rescheduled.
Note: Rescheduling is only available for workflow rules created on Work Item entities
Note: This action's execution is queued on Clarizen job servers, meaning that it may run in the background and updated data will be refreshed and visible after it's completion

 

Send Email

  • Enables the defining an email template and a distribution list for the email
  • Emails can include hyperlinks to specific objects using the GetHyperlink() Function
  • Selecting recipients is done dynamically, meaning you can select the distribution list based on the user role within the object
  • To add static email addresses to an email, check off the "Additional Named Recipients" check box and enter the email address or user names.

Clicking the "..." will open up a flat list of all users within the application.

  • Emails can be created dynamically, meaning that you can enter field names to reference, or formulas
Note: This action's execution is queued in the job server, meaning that it may occur in the background and values will be refreshed after completion

 

Formula-Based Recipients

  • You can create dynamic recipients lists based on formula which must be contained in curly brackets {}.
  • You can use multiple formulas separated by semi-colon.

Example: {CurrentUser()}; {$Project.Manager}; {GetObjectById(“User”,”Joe.User”)}

Note: In Scheduled Workflow Rules CurrentUser() is the Default Workflow User,
so when creating Scheduled Workflow Rules on User object to send email to the User, you should use the CurrentObject() function, and not the CurrentUser() function.

 

Send Update Request

  • Allows you to send an update request email to the work item's team
Note: this action is only available for workflow rules created on Work Item entities
Note: This action's execution is queued in the job server, meaning that it may occur in the background and values will be refreshed after completion

 

Update Field

  • Enables you to edit other fields of the entity, including Clarizen's standard fields
  • When selecting this action, you must select the field that you would like to update by clicking on the "Select Field..." link
  • Fields can be updated using formulas

 

Save As Baseline

  • Allows you to save a project baseline, that can then be used for reporting purposes and to see deltas between actual and expected project scheduling and financial data.
  • When selecting this action you must select the object on which you want to "Run On"
    • By default this will be the CurrentObject, however, clicking on the "Change" link will allow you to select a related object as well
    • You also have the ability to select a variable from the variable tabs which can either reference a NewObject created within the rule or a variable set in the Custom Action or InterAct "User Input" section.
Note: This action's execution is queued in the job server, meaning that it may occur in the background and values will be refreshed after completion

 

Conditional Action List

  • Allows you to create a sub-flow within workflow rules, scheduled workflow rules, Custom Actions and InterAct
  • Selecting this action will open up a second "Evaluation Criteria" section with the ability to add sub actions within.

This will allow you to limit certain actions from occurring in rules, unless of course a specific criteria is met.

  • Once you set the evaluation criteria for the conditional action you can select the sub-actions, which will be nested below the conditional action list.
  • A conditional action list can also be nested within a conditional action, so that you may have several levels of nesting within a rule
  • Deleting a conditional action will delete all actions nested within
Note: Each conditional action used within a rule will count as a new rule,
so that if you create a custom action with a conditional action within it will count as two separate custom actions

 

Send Report Action

  • Allows you to automatically send any of Clarizen's predefined and custom reports
  • When selecting this action you must first select the report to generate
  • Selecting a report will present a list of report parameters that you will need to fill. The list of parameters include:
    • On behalf – allows to define the user permission that will be used to run the report.  Please note that based on this user permission financial data and other secured information can potentially be sent out.
    • The list of parameters defined for the report selected
    • parameter definition options change according to the operator defined for the parameter:

 

 

  • Additionally you must fill the email information, in the same way as the send email action
  • If choosing to track the report's email in Clarizen. The report will be added as an attachment to the entity that the email is attached to
  • Send report limitations per edition type can be found here

 

Note: This action's execution is queued in the job server, meaning that it may occur in the background and values will be refreshed after completion
Note: SECURITY NOTE: as this action may include sensitive information.

It is up to the administrator defining the action to make sure that the on behalf permissions,

email recipients and permission to the entity that the report is attached to are appropriate.

See Examples

 

Delete Action

  • Allows you to delete an object in the system
    • Object may be an entity (e.g.: delete a work item) or a link (e.g.: remove a resource from a work item)
  • The deletion will be done in the same way they would be deleted manually
    • For example, deleting a work item will delete all of its sub work items and moves them all to the recycle bin
  • When selecting this action, you must select the entity type to delete and the entity instance it self
  • You may use formulas to define the entity to delete
  • In order to delete a link entity, you may use the GetLink function to get the link entity to delete

See Examples

 

Move Action

  • Allows you to move work items and documents in the system to a new parent
  • When selecting this action you must select the entity type to move (work item/ document), the entity instance in self and the new parent instance.

In case of a document you must also select the new parent type (work item/ issue/ expanse)

  • You may use formulas to define the entity instance to move and the new parent
Note: This action's execution is queued in the job server, meaning that it may occur in the background and values will be refreshed after completion

See Examples

 

InterAct Only Actions

The following actions are only available when creating mailbox rules in InterAct .

For examples on InterAct rules be sure to check out the Examples .

 

Save Attachment

  • Allows you to save email attachments onto objects within the system
  • Once this action is selected a "Filter File Types" input box is opened.

This allows you to decide what file types you would like to upload into Clarizen, for example,

if you only want to upload files of type .pdf and .doc then enter ".doc, .ppt" into the input box. This is an optional field

  • The AttachTo field will also be available once this action is selected, and requires you to insert the object onto which you would like to link the attachments.
  • Objects that attachments can be linked to must be either Issues, Work Items or Expenses
  • Users can input specific objects, or may refer to objects using the "Variables" tab in the "Formula Options"

 

Save Triggering Email

  • Allows you to attach the original email that was sent to activate a mailbox rule onto a newly created or existing object
  • Once this action is selected the "AttachTo" formula field will be available.

This is a mandatory field that requires you to insert the object onto which you would like to link the email

  • Objects that emails can be linked to must be either Issues or Work Items
  • Users can input specific objects, or may refer to objects using the "Variables" tab in the "Formula Options"

 

Multiple Resource Assignment

  • This action allows you to assign multiple resources to a work item at once,

and is meant to be used with either an emails CC list or with a variable of type text that contains a list of users all seperated by a comma

  • Once this action is selected two fields are available
  • WorkItem - this formula field must return an object of type Work Item and can either contain a specific object,

reference to an object, or to an object available in the "Variables" tab in the "Formula Options"

  • ResourceList - this formula field can contain a string, or series of strings, each separated by a comma.

For example to assign all users in the CC list of an email enter {EmailObject.CC}.

You can also enter the following: {EmailObject.Cc}, {username}, email@domain.com, firstname lastname which would assign all existing CC users, a specific user set with the username, a user that is found with the email address, and a user whose first name and last name match the one entered.

Note: If a user is not found in the Resource List he/she will simply be skipped and the action will continue running

 

Workflow Rule Examples

To reschedule a work item in case its predecessors were completed ahead of time, set the evaluation criteria to be

$Executable && Not(IsManuallySet($StartDate)) && ($StartDate > Now()) && Now()


To send an email every time a work item was manually updated by the appropriate manager to be "off track", set the evaluation criteria to be

IsManuallySet($TrackStatus) && $TrackStatus = "Off Track"


To get an email update whenever substantial progress is made (>25%), set the evaluation criteria to be

$PercentCompleted - GetPreviousValue($PercentCompleted) >= 25


To build a workflow rule that updates the expense sheet approver to be a specific person, in case the expense sheet total amount has exceeded $1600, set the evaluation criteria to be

$Total > Currency (1600,'usd')

 

 

Send Update Request Example

Create a workflow rule on 'Milestone' entity whenever it is changed to 'At Risk'. Build the workflow rule as follows:

 

 

Send Email Action Example

Create a workflow rule that alerts a Work Item manager whenever a new document has been attached to their managed work item.

The Email message body should include

{GetHyperLink($Document)} was added to {GetHyperLink($Entity)}


Create a workflow rule that sends an email to the work item's manager whenever there is significant progress.

The email message body should include

$PercentCompleted - GetPreviousValue($PercentCompleted) >= 25

The Message subject will be

Work Item progress was updated on {{$Name}}

 

Reschedule Action

Create a workflow rule that will reschedule a work item when its predecessors have been completed early.

 

New Object Action

You can use a Custom Action and the New Object action to create a mini timesheet for work items.

 


Another use of the new object action is to create a Resource link between a work item or Issue and a User in the system.


Another great use is to quickly create a new task. For example,

create a workflow rule on Issues that will automatically create a task if the Issue duration is greater than 8 hours.

The example below shows how to create a custom action on the organization level, in order to quickly create new tasks on specified projects.

 

Custom Action Examples

 

Calculate Resource Load

 

Create Tasks from Issues

 

Create a New Critical Bug

 

Find and Replace Managers in a Project

 

 

Find and Replace Resources

The delete action allows you to create a custom action on the project level that replace a resource with a different

resource for all work items in the project, in one click

 

 

Remove irrelevant milestones

A Custom Action that allows you to delete a irrelevant milestone from a newly created project,

in case that the project is a set as a specific type of project (in the example below, we delete the "Planning" milestone from secondary projects)

 

 

Move document to parent project

A custom action on a document that moves it from the current task it is attached to, to that task's parent project.

This is very useful in cases where users attach documents to tasks that are relevant for the entire resource pool of the project

 

 

Move a feature from the RBL to a specific iteration

In agile project management methodologies, a common process is to create a release backlog (RBL) of all the planned features, and later on assign the features to short term iteration according to priority, needed effort and available resources.

The custom action below allows PM's to quickly and easily move selected tasks from the RBL to the specified iteration.

 

Validation Rule Examples

Create a validation rule on the Document link entity that will force a user to fill in the document description each time a new document is added to a work item.

 


Create a validation rule on a Task entity that won't allow a a task to be marked as complete when it's pending customer approval

 

 

Send Report Examples

 

Reports Mailbox

A rule within a general interact mailbox for sending reports to users.

This rule sends the user his tasks for the week as a response to an email sent to that mailbox with the title "my tasks"

 

Scheduled Workflow Rule Report

Scheduled workflow rule that sends group managers a report of the bugs opened for their group members

 

Custom Actions

Custom Actions

 

Use Custom Actions to streamline work processes by creating one-click actions that trigger workflows, create new processes and customize dynamic forms. They can be used from anywhere in the system, including panels, grids, emails, discussions and more.  

To access Custom Actions:

  1. Click Settings from the menu under your username.
  2. Open the Configure tab.
  3. To see all Custom Actions (for all item types), select All Item Types in the left menu and from the Show menu, select Custom Actions.


To create a new Custom Action: 

  1. Select an Item Type in the left menu for which you want to create the Custom Action, such as Work Item, and click Create New > Custom Action.
  2. Enter the Custom Action properties:
  • Name (mandatory)
  • Description
  • Error notifications
  • Expand the Advanced section and enable settings if needed.
  1. Define Permissions; enable the action for all users or specified users and groups. 
  2. Define the Evaluation Criteria. This defines conditions to be met for the action to be accessible, for example, only when a task state is complete.  
  3. Define the User Input fields. Enabling this option means the user must enter certain information.
    1. Enter the Dialog box title, and optionally, instructions for the user.
    2. Define the Variables. These include the items in the form such as dates, text, etc. Click Formula Options to select from the available options.
  4. Define the Set Actions fields. Actions can include creation of new work items, sending an email, adding a post, etc.
  5. (Optional) Define the Success message.
    The Success message is displayed upon running the Custom Action.
  6. Clicking the Open URL radio button opens a new window with the specified URL once the Custom Action is successfully run.
    A standard URL can be entered, or you can create a URL via a formula customized for the current user using any variables or parameters and run them directly through URLs and even create wizards.
    Note: When a Custom Action run is unsuccessful, the URL does not open and an error message appears.
    Click Formula Options to select from the available options.
  7. Click Save
    The new Custom Action is created. 

Custom Fields

Custom Fields

 

Clarizen’s Custom Fields feature is a powerful tool that allows you to define any type of custom field within any class including; textual, pick list, dates, currencies, numeric, time effort, reference to other objects and more. Each field type can be set to be manually entered by the user or based on a simple or advanced formula allowing you to build appropriate connection between fields, KPIs and more. .

Once configured, these custom fields can be accessed via the custom tab within the class profile card, or by creating custom column views.

 

Contents

[ hide ]

 

 

Creating New Custom Fields

 

To create a new custom field first select the entity on which you would like to create the custom field and then click on the "New Custom Field" link

 

Field Types

In order to create a custom field you must first select the field type .

 

 

Entry Mode

Custom fields of any type can either be manually entered by the user or updated automatically using a formula.

The formula may be based either on the field's object itself or on a summary of related objects .

To create a custom field that is filled in by a formula check off the "Field value is based on a formula" check box

To learn more about creating formulas click here .

 

Field Properties

The "Field Properties" section of the new custom field window has required and option sections, as described below.

 

Field Label

When creating a custom field you must enter the field name.

The field name does not need to be a unique name, and is the name that is displayed to users within the appropriate entity.

 

API Name

The API name will be automatically assigned to the field once the Field Name is entered.

The API name of each field must be unique, meaning that no two fields (custom or standard) can have the same API name.

API names are used when creating formulas .

 

Description

The description is an optional field that is displayed only within the Custom Field tab of the Customizations page.

This field is used to describe to other users what the custom field is used for.

 

Tooltip

The Tooltip is an optional field that is displayed to users within the application when they mouse-over on any given field.

The tooltip can be used to describe to users what the requirements are for the custom field.

 

Read Only

The "Read Only" checkbox allows you to create a custom field that cannot be manually entered by the end user,

but rather is updated by the API (meaning externally updated, or updated via Workflow rules.

To make a field "Read Only" check off the "This field is updated only through the API" check box.

Note: The "Read Only" check box is only displayed if you select the Formula option within the field type section

 

Financial

The "Financial" option is only available for fields created on Work Item Entities.

This check box enables you to create custom fields that are only visible to users with financial permission within the system.

To create Work Item related custom fields that are only visible to financial users check off the "This field can be viewed and updated only by financial user" check box.

 

Default Value

A default value can be entered for all Field Types except for the Text Area field type.

Default values can be set by by a formula by selecting the "Based on a formula" check box.

The default value for picklist fields can be chosen within the picklist values list.

Note: the default value option is only available for custom fields that are not formula based

 

 

Referenced Entity

The "Referenced Entity" drop down is available when the Reference To Object field type is chosen.

This is a required field, where you need to select what object you will be referencing.

 

 

Decimal Places

When selecting either the Numeric field type, Currency field type or Percent field type the decimal places field is available.

By default the number of decimal places for the field value is set to zero, but can be changed for each individual field.

 

Rollup Summary

When selecting either the Numeric, Currency, Percent, Date, or Duration field types on Work Items, the Rollup Summary check box is available.

The Rollup Summary check box allows users to rollup a field value from a child work item into the parent.

When selecting to set a field as a "Rollup" you will then need to select the rollup type, which can be either Maximum, Minimum, Average or Sum.

This will determine the value within the field in the parent work items.

For example, if selecting a numeric field with the "Sum" rollup type, the parent field will display the sum total of the values of its children's field.

You also have the ability to add an evaluation criteria for the rollup of the field.

Note: the Rollup Summary option is only available when creating custom fields on the "Work Item" entity

 

Formula Editor

When selecting the "Field value is based on a formula" option, Formula Editor

 

 

Relation Summary Fields

The purpose of this capability is to allow saving calculations on objects that are related to a certain object (summary of related objects data).

Relation summary fields are available for all entity types and field types, and include the following summary options:

  • Max
  • Min
  • Average
  • Sum
  • Count
  • Custom

Where custom allows the end user to use formulas on related objects.

Note: Certain summary options are only available when specific field types are selected. For example, the "Count" option is only available for custom fields of type Numeric.
The "Custom" option however is available for all field types.

 

 

Selecting the Relation Field

After selecting the summary type, you must then choose the relation field or entity, depending on how you plan on summarizing the data.

For Sum, Max, Min and Average summary types, you are required to select the field on the related object to summarize.

To do so click on the "Select relation field" link and first select the related object, for example, Issues,

and then the field on Issues that you are looking to summarize into this custom field.

Note: The fields available are only those that are of the same type as that selected for your custom field

 

How do I access the Related Objects Fields?

Clicking on this link displays the TargetObject and the LinkObject, where the Target Object is the object that is directly related to the current object,while the Link object refers to the link between the target are current object.

To access both the TargetObject and LinkObject fields and variable click on the variables tab in the Formula Helper.

Using the Target and Link Objects allows you to filter through summarized data.

For example, you may want to not include Issues that are in State "closed" for a counter looking at all related issues.

 

 

Use Cases

Relations summary fields may come in handy in many use cases, for example:

  • Within a validation rule that prevents closing a work item that has one or more unclosed issues
  • Visibility of summary of all work item's effort into a corresponding issue
  • In a workflow rule that alerts a project manager if the averaged actual effort of the work items of his project is

greater than the average estimated effort of the work items.


To implement a custom field that is calculated by a formula that is based on related object, follow the steps below:

  1. In section 1 (Field type)
    1. Check the "field's value based on formula" check box
    2. Choose "relation summary" in the drop down
  2. In section 3 (Set formula)
    1. Choose the summary type (sum, count, etc.)
    2. Choose the related objects' fields to calculate the field value by
    3. Optionally, filter the the related objectusing a formula by checking the 'filter related objects' check box
    4. In case the summary type is 'custom', choose the summary formula

 

 

Custom Tab Layout

The "Custom Tab Layout" link is available for all entity types that have a profile card.

Use this link to set up the layout of the "Custom" tab within the profile card by editing the position of the available custom fields within the tab.

 

Customizable Standard Fields

Several standard fields can be customized with values and images.

To edit the field click on the "Edit" link located to the left-hand side of the appropriate field

The following standard fields are customizable for each Entity Type:

Document
  • Document Type
Work Item
  • Commit Level
  • Importance
  • Pending
  • Phase
Project
  • Business Impact
  • Project Size
  • Project Type
  • Risks Impact
  • Risks Rate
Milestone
  • Type
Task
  • Type
Expense
  • Expense Category
All Issue Types
  • Business Impact
  • State
Risk
  • Risk Strategy
Request
  • Request Type
  • Risks Impact

 

 

Deleted Fields

Custom fields that are deleted are stored in the "Deleted Fields" for a period of 45 days and are then automatically deleted.

To restore a field from within the "Deleted Fields" click on the "Restore" link to the left of the appropriate field.

To fully delete a field click on the "Delete" link to the left of the appropriate field.

Custom fields that are placed into the "Deleted Fields" tab count towards the total number of deleted fields allowed, until they are fully deleted.

Formula editor

Formula Editor

The Formula Editor allows you to create formula based Custom Fields and Business Rules.

When creating formula based custom fields the formula editor is displayed to the right of the formula window.

When creating workflow and validation rules, the formula editor can be accessed by clicking on the "Advanced Formula Options" link,

which can be found within the evaluation criteria, and certainactions.

 

Formula Functions

The Formula editor contains a plethora of available functions that can be used to create the formula.

Different functions are used for different result types, and some functions are only available for Business Rules.

Be sure to review the Formula Editor Functions page to see a full list of all available functions and examples of each.

 

Inserting Fields

To insert a field into a formula either click on the "Insert Field" button within the Formula Editor and

select the needed field or manually enter the field API name.

Custom fields will have an API name upon creation, and can be found within the "Insert Field" list.

To view fields of related objects, such as linked customer fields, click on the relevant object (in blue).

Inserting Objects

To insert a specific object into a formula click on the "Insert Object" button within the Formula Editor.

This is used to reference other object within the system.

For example, if you are creating a custom field that references a specific job title, click on Job Title under the Resource Entity, and choose from the list of Job Titles that is displayed in the window.

Inserting Picklist Values

To insert or view picklist values for a specific field of type "picklist", click on the "Picklists" tab and search for the relevant field.

The entity to which a picklist is displayed is written in brackets prior to the name of the picklist.

To view the list of values linked to the picklist, click on the picklist name.

Operators

To add an operator into a formula, click on the "Insert Operator" button within the Formula Editor.

The available operators are as follows:

+ Add
- Subtract
/ Divide
* Multiply
( Open Parenthesis
) Close Parenthesis
= Equal
<> Not Equal
< Less Than
<= Less Than or Equal
> Greater Than
>= Greater Than or Equal
&& And
|| Or
Not Not

Variables

The Variables tab allows you to add any variable defined within a Workflow Rule into a formula.

This is particularly useful when using the New Object action, looking to access organization variables and fields, or when setting user inputs in the Custom Actions rules.

Variables can include both the variable itself and any fields within the variable.

Variables that can be accessed via the Variables tab include
Fields on the Organizational level
Variables created when using the New Object action
    • These include the NewObject object as well as all fields related to the new object
TargetObject and LinkObject as set when creating workflow on related
User Input variables created in Custom Fields


Formula Standards and Constants

There are a set of Formula Standards and Constants that can be used when creating formulas.

These include:

Null
Used when stating either stating that an object should be NULL or when determining if an object is NULL

For Example - if creating a workflow rule to Update a Field to Null write

$Description = NULL

Note: If checking to see if a field value is currently NULL use the Null() function
\n
Sets a carriage return in a string

"state changed manually to: " +ToString($TRackStatus)+ "\n" + GetPreviousValue($AdditionalComments)

 

TRUE/FALSE
Can be used to check if a value is equal to TRUE or FALSE
"" or ' '
Quotes can be used for strings, or to determine the value of a picklist field.

IsManuallySet($TrackStatus) && $TrackStatus = "Off Track"

,
A comma is used to separate values

If(In($JobTitle.Name, "Developer", "DBA","QA Engineer"), 70,100)

 

Formula Functions

Detailed information about the formula functions, including examples, can be found here

Customization Limitations

Customization Limitations

​Clarizen's customization capabilities allow for the creation of custom fields, custom actions, data objects, workflow rules, scheduled workflow rules and validation rules.

Clarizen also allows access using API for even more customization options.

Each of these customization elements have a set limitations that can be definitive, daily, or hourly based, the limitations are also dependent on edition type and / or number of licenses as detailed in this page.

Please see below for a full list of limitations according to type including:

 

Number of Customization Elements per Edition

 

  Professional Enterprise Unlimited
Custom Fields 3 150 4000*

Rollup Summary Fields

3 15 80

Relation Summary

None 10 15
Business Rules (Workflow rules, Validation rules, Scheduled) 3 200

400

Scheduled Business Rules

None up to 50*** up to 120***
Custom Actions 3 100 300
Send reports via workflow rules Up to 20 a day** Up to 50 a day** Up to 120 a day**
InterAct

Number of Support Mailboxes

3 3 3

Number of Global Mailboxes

10 10 10

Number of Entity Specific Mailboxes

Unlimited Unlimited Unlimited

InterAct Rules

50 200 1000

Number of Emails for Support Mailboxes Per Day

500

2000

7000

Number of Emails to Global and Entity Mailboxes Per Day

250 1000 5000

* Up to 500 custom fields are allowed per super-class.

**Depending on the number of licenses. Click here for more information.

***Including all scheduled components (reports, dashboards, and business rules

 

Workflow Rule Action Limitations

When creating a workflow rule of all types (Custom Action, Scheduled, Standard), you can add up to 10 actions.

Each conditional action defined in a rule will count as a new rule, so that if you create a custom action with a conditional action within, 
it will count as two separate custom actions. (Meaning that each conditional action can contain up to 10 sub-actions)


To see a full list of all Actions and examples, click here


The following workflow rule actions are processed in the job server, meaning that they don't happen in real time and may take several minutes to display updated data:

  • Send Email Action
  • Send Update Request
  • Outbound Call
  • Rescheduling Action

 

 

Scheduled Workflow Rule Limitations

Scheduled workflow rules are only available for enterprise edition users.

The total number of objects that can be processed during a given hour of a rule run is 10,000.

Any additional objects that need to be processed will be done in the following hour and will continue to do so until all objects are processed.


The following objects will be excluded during a scheduled run:

Regular Objects:

  • Any deleted object
  • Disabled users/job titles/customers
  • Canceled work items
  • Objects that have not been updated in over 8 weeks

Link Objects:

  • When both of the referenced objects meet one of the above criteria

 

Note:

Active users, regardless of their update status, will always be included in scheduled rule runs

 

 

Workflow Rules on Related Limitations

Workflow rules can be run on related objects, for example, to update the state of Issues linked to a work item.

These rules can run on a maximum number of 1,500 related objects per run.

Additionally, you are only able to access items that are either directly related to the current object, or related via a link.

Examples
Access a project field that is related to an Issue via the "To be resolved in" reference to object field
Access an Issue related to a work item - this occurs via the 'Related Work' link

To view all object and link relations view the Clarizen Data Model

 

 

Additional Business Rule Limitations

If a business rule fails to run, due to an error, more than 20 times it's state will automatically be set to "failed", and will not be trigger-able any longer.

To return a rule to active, an admin user must access the rule and fix the failure issue.

 

 

 

Custom Field Limitations

Custom fields of certain types consume multiple custom fields from your organization's quota:

The data types and their allotted value are as such:

  • Duration fields count as 3 fields
  • Reference to Object fields count as 1-3 fields depending on the relation selected (Selecting a super class such as Work Items or All Issue Types, uses up 3 fields, while using a leaf class, such as Tasks or Risks, only counts as 1 field)
  • Currency fields count as 3 fields
Note:

Deleted fields still located in the Customization recycle bin are still counted against the allotted number of allowed custom fields

 

 

Quotas for Custom Fields

Quotas for custom fields are counted by the "physical fields", meaning fields that count as 3 fields (duration, currency, reference to super class) are considered 3 physical fields.

For example - if your organization has 5 fields as follows:

1 numeric field 3 text fields 1 duration

Then the total number of physical fields will be 7 fields, and will be counted against your quota as such.

Note:

Organizations using professional edition have an allowable quota of 3 logical fields, with no bearing on the overall number of physical fields. 
That means that an organization with a professional account will see a total number of 3 logical fields while the total number of physical fields could potentially equal 9

 

 

Reports Limitations

The use of the Reports & Dashboards modules are based on several licensing limitations:

  • Social users, Time & expense users and Team members do not have access to the module itself
  • Scheduling is only available to Admin Users as it uses Scheduled Workflow rules quota

 

In addition the following table details the availability for each of our license editions.

Feature
Professional
Enterprise
Unlimited
Formula columns

None

15 per report

Unlimited

Highlights

None

3 per business question

3 per business question

Scheduled reports

None

1 per hour

2 per hour

Schedules Dashboards

None

1 per hour

2 per hour

Total scheduled components

None

Up to 50

Up to 120

 

 

InterAct Limitations

Organizations using InterAct have a limitation on the total number of rules allowed as such:

  • Professional Edition - 50 rules
  • Enterprise Edition - 200 rules
  • Unlimited Edition - 1000 rules

These rules can be disbursed among all mailbox types as needed. That means that an organization can potentially have one mailbox with 50 rules within.

When creating an InterAct, you can add up to 10 actions.

Each conditional action defined in a rule will count as a new rule, so that if you create an InterAct rule with a conditional action in it, it will count as two separate InterAct rules. (Meaning that each conditional action can contain up to 10 sub-actions)

Learn more about InterAct

 

Formula Limitations

Character Count Limitation

There is a character count limitation of 4000 chars allowed in formulas within customization elements.

Formula inputs exceeding 4000 chars will not be able to be saved, and an error will be received.

Formula Complexity

There is a limit in the complexity allowed within a formula, for example, using nested functions (i.e. an If within an If within an If within an If to the nth degree).

This limitation changes depending on the formula nesting attempted, but will always return the error "The formula entered is not optimized for performance or too complex.

Please optimize/simplify the formula and try again."

 

Overall Time and Execution Thresholds Throughout the System

The below are time and execution thresholds allowed per activity.

Where the "Duration Threshold" indicates how long an activity can run until aborted (in seconds) and

"Count Threshold" indicates the quantity allowed per execution in a given time period.

In some cases, the "CountThreshold" will be multiplied by the number of active licenses in an organization.

 

Standard Business Rule Action

Duration Threshold: Cannot run more than 10 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Standard Business Rule Action on Related

Duration Threshold: Cannot run more than 20 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Update Field Action

Duration Threshold: Cannot run more than 10 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Update Field on Related

Duration Threshold: Cannot run more than 20 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Add Object Action

Duration Threshold: Cannot run more than 10 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Add Object From Template

Duration Threshold: Cannot run more than 150 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Business Rule Evaluation Criteria

Duration Threshold: Cannot run more than 5 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Conditional Action

Duration Threshold: Cannot run more than 5 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Scheduled Business Rule Evaluation Criteria

Duration Threshold: Cannot run more than 5 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Overall Business Rule Execution

Duration Threshold: Cannot run more than 170 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Overall Scheduled Business Rule Execution

Duration Threshold: Cannot run more than 150 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Roll Up Field Calculations

Duration Threshold: Cannot run more than 20 seconds

Count Threshold: Cannot run more than 500 times * active licenses per hour

 

Creation from Template Execution

Duration Threshold: Cannot run more than 150 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Import Issues

Duration Threshold: Cannot run more than 150 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

Import Users

Duration Threshold: Cannot run more than 150 seconds

Count Threshold: Cannot run more than 10,000 times * active licenses per hour

 

API Limitations

API Web Services Governance is made up of following areas:

  • Request batch limiting: The total number of requests that can be processed in one call to the web service is 100
  • Request limiting: The total size of the requests sent in one call to the web service must not exceed 25 MB
  • Call limiting: 1,000 API calls per paid license per day with a maximum of 1,000,000 calls per day

 

Read more about API.

 

USAGE QUOTAS

The "Usage Quotas" page available in the "Customizations" and "InterAct" tabs in the "Settings" page of Clarizen allows your organization to see the overall usage of customization elements.

 

Usage Quotas for Business Rules and InterAct

Usage Quotas for Business Rules, Scheduled Workflow Rules, Custom Actions,

InterAct Rules and Global Mailboxes count only those items that are "Enabled".

That means that rules and mailboxes that are "Disabled" will not be counted against your allowed usage quotas.

 

Usage Quotas for Custom Fields

Usage Quotas for Custom Fields, of all types, count the total number of physical fields (with the exception of professional edition that count only logical fields).

These include fields that are in the "Deleted Fields" section, fields from "Deleted Fields" will only be removed from the usage quota once permanently deleted.

Read more about Custom Fields.

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Comments

  • Avatar
    Crose, Bill

    This was the top item when searching for "Delete Project". I want to know how to change settings to allow PMs to delete their own projects.

  • Avatar
    Boris Krutiy

    Bill,

    There is no setting to allow Project Managers to be able to delete their own projects. This is a permission that they have because they are the PM. If I am not mistaken, what you are looking for is a custom Validation Rule that only allows Projects to be deleted if CurrentUser() is the Project Manager of the Project, otherwise the Validation Rule will provide a pop up message and not allow the Project to be deleted.

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