Define the Conditions for a One-Step™ Action
Use conditions to run a One-Step Action against a single record or a group of records, to limit when a One-Step Action runs, and to limit who can run the One-Step Action by Security Group.
Use the Create a new One-Step window and the Start window in the Step Details section of the One-Step Editor to define the condition properties for a One-Step Action.
To define condition properties for a One-Step Action:
- Open the One-Step Editor.
- Select the Start Graphic.
- In the Step Details section, select the Conditions page.
- From the Allow One-Steps to Run Against list, select an option.
Option Description Single Record or Group of Records Select this option to allow the One-Step Action to run against the active record or group of records. Single Record Select this option to allow the One-Step Action to run only against the active record. Group of Records Select this option to allow the One-Step Action to run only against the group of records that is active when the One-Step Action is launched. Specific Group Select this option to allow the One-Step Action to run only against a specified Saved Search.
- (For Specific Group only) Select the Ellipses button to open the Search Manager, and then select an existing Saved Search or create a Saved Search. Saved Searches can be used over and over in numerous places.
- Define a condition that limits when the One-Step Action runs:
Option Description Only Allow One-Step Action to Be Run Based on Condition Select this check box to have the One-Step Action run only when it meets the criteria of a defined Expression. Expression Define an Expression that determines when the One-Step Action runs. You can:
- Select the Ellipses to select a stored Expression or create a new stored Expression.
- Select the Custom Expression button to create a custom Expression specifically for this scenario.
Error Message Provide an error message that appears when a One-Step Action attempts to run but fails because it does not meet the defined condition. This is required if you select to run the One-Step Action based on a condition.
- Select the Only Allow This One-Step Process to be Run in the Application check box to prevent the One-Step Action from being run from the Cherwell REST API.
- Select the Allow One-Step to be Run Even if No Current Record check box to allow the One-Step Action to run even if no record is active. This option is only available if the One-Step Action runs against a single a record (either Single Record or Group of Records or Single Record is selected in the Allow One-Step to Run Against drop-down).
- From the Show Custom Tokens list, select the type of Token to show in One-Step Actions where the Token menu is available. Examples:
- Select Email to make email Tokens available so the One-Step Action can access email-specific data, such as the sender's email address, the subject line, etc. This is useful for One-Step Actions used in an Email Monitor.
- Select Webhooks to make the webhooks Token available to the One-Step Action so you can use JSON and XML Modifiers to map data between an external tool and CSM. For details, see Create a Webhook Endpoint.
- Run under Security Group: Select a Security Group under which the One-Step Action can run. This determines which Business Object Fields the One-Step Action can access when it runs.
Option Description (Default) Current User's Security Group Select this option to allow the One-Step Action to be run under the Security Group to which the current User belongs. Alternate Security Group Select another existing Security Group under which the One-Step Action is allowed to run (example: IT Service Desk Manager).
Security rights control which Security Groups are available in the drop-down. For example, you might only be able to select either Current User's Security Group (which is subject to change) or the specific Security Group to which you belong (example: Admin). If you select Current User's Security Group, then the One-Step Action runs under the Security Group to which the current User belongs. If you select a specific Security Group, then the One-Step Action runs under that specific Security Group (example: If you select Admin, then the One-Step Action runs under the Admin group, even if your current Security Group changes).
- Define record locking options. These options are only available if the One-Step Action has a Business Object association.
Options Description Acquire Lock Before Running Select this check box to have the One-Step Action lock an active record before executing any Actions, including pre-steps.
Selecting this check box is recommended for One-Step Actions that update Business Objects; it ensures that the active record is locked prior to One-Step Action execution, not just when a specific Action to update a record is being executed. That way, a One-Step Action will not fail if a particular Action cannot acquire a lock. If this check box is not selected, the One-Step Action will still lock an active record (if the record participates in locking) when it runs Actions to update that record.
Release Lock After Running Select this check box to have the One-Step Action release any acquired locks after the entire One-Step Action finishes running. If this check box is not selected, locks are released based on the record locking settings configured in CSM Administrator.