You can insert a hyperlink in a document that will create a request when clicked. In this hyperlink, you can pass several parameters that specify the type of request to be created as well as prefill some information in the new request.
This method is especially useful in several situations such as:
By prefilling a request, you can also reduce the errors associated with users selecting incorrect information such as wrong projects or items.
Note: This document assumes you are familiar with URL and web hyperlinks, as well as Exact Synergy Enterprise requests and documents.
Topics in this document:
In order to create requests with prefilled information using a hyperlink, you need to first build the URL for the hyperlink. In this URL, you can specify the relevant parameters and values. The basic URL is in the following form:
scheme://authority/path/docs/WflRequest.aspx?BCAction=0&query
where:
Notice that the first parameter, "BCAction", is included in the URL as it is a mandatory parameter. The parameter and value pairs are to be separated by ampersands ("&"). For simplicity, the following basic URL will be used in examples throughout this document:
https://exactsynergy.com/synergy/docs/WflRequest.aspx?BCAction=0
You can use only parameters relevant to the request type being created. If a specified parameter is not used by the request type, the parameter and value will be ignored. Whenever a parameter or value is not specified, the field will be left blank or prefilled with the default value defined in the field definition of the request where applicable.
The following table lists the parameters to create a request using a hyperlink:
Parameter
Value
Result
Explanation
BCAction
0
Creates a request
This parameter is mandatory and the value specified must be "0" in order to create a request.
Type
Request type ID
Selects the request type
This parameter specifies the request type to create. The expected value is a number that corresponds to the ID of the request type in the system. If "Type" is not specified, the Task request type will be used if it is active.
For example, the following URL will create a Web support request when the hyperlink is clicked:
http://exactsynergy.com/synergy/docs/WflRequest.aspx?BCAction=0&Type=51
The following table lists the standard parameters to prefill certain fields in the new request.
EmployeeID
Resource ID
Prefills the Person field
This parameter prefills the Person field in the new request. The employment ID number specified must be valid (1 to 999999999) and corresponds to an employee with the Active status. If the number is valid but there is no active employee with the specified ID, the Person field will be left blank.
StartDate
Short date
Prefills the Start date field
This parameter prefills the Start date field in the new request. The value should be in one of the short date format of "dd/mm/yyyy", "mm/dd/yyyy", or "yyyy/dd/mm". You can substitute "/" with "." or "-" as date separators.
Note: The date that will be prefilled in the Start date field depends on the date format setting of the user who clicked the hyperlink. For example, if the date specified in the parameter is "12/11/2008" and the user's date format setting is mm/dd/yyyy, the system will enter it following the user's date format setting, regardless of your intended date format. However, if the date specified is "13/12/2008" for example, the system will detect that "13" is not a valid month and convert the date correctly. Due to this ambiguity, the usage of this parameter is advisable only in situations where the user's date format setting is based on the system date format setting, such as for web visitors, and Exact Synergy Enterprise implementation where the system date format setting is set as mandatory to all users. For more information, see the explanations on the General and Corporate (Settings) tabs in Customizing Exact Synergy Enterprise.
EndDate
Prefills the End date field
This parameter prefills the End date field in the new request. The date format is similar to the "StartDate" parameter and the explanation in Note of "StartDate" is applicable.
ItemCode
Item code
Prefills the Item field
This parameter prefills the Item field in the new request. If there is no active item with the specified item code, the Item field will be left blank. In the field definition, this corresponds to the Item 1 field.
ItemNumberID
GUIDi
Prefills the Serial number field
This parameter prefills the Serial number field in the new request. The value is the GUID of the serial number. See the procedure after this table on how to locate the GUID of a serial number. If the GUID is not valid, the default serial number specified in the Serial number 1 field definition of the request will be used.
Note: If the Serial number 1 field in the request type is defined with dependency on the Account, Person, or Item 1 fields, the GUID must be of a serial number that fulfills the dependency relationship or it will be considered invalid.
ItemCount
Number
Prefills the Quantity (Planned) field
This parameter prefills the Quantity (Planned) field in the new request. The number specified will be rounded to two decimal places using the common method (Symmetric Arithmetic Rounding). If the quantity specified is not valid, the default quantity specified in the Quantity 1 field definition of the request will be used.
ItemCode_2
Prefills the Item 2 field
This parameter prefills the Item 2 field in the new request. If there is no active item with the specified item code, the Item 2 field will be left blank. In the field definition, this corresponds to the Item 2 field.
ItemNumberID_2
Prefills the Serial number 2 field
This parameter prefills the Serial number 2 field in the new request. The value is the GUID of the serial number. See the procedure after this table on how to locate the GUID of a serial number. If the GUID is not valid, the default serial number specified in the Serial number 2 field definition of the request will be used.
Note: If the Serial number 2 field in the request type is defined with dependency on the Account, Person, or Item 2 fields, the GUID must be of a serial number that fulfills the dependency relationship or it will be considered invalid.
ItemCount_2
Prefills the Quantity 2 field
This parameter prefills the Quantity 2 field in the new request. The number specified will be rounded to two decimal places using the common method (Symmetric Arithmetic Rounding). If the quantity specified is not valid, the default quantity specified in the Quantity 2 field definition of the request will be used.
CustomerID
Prefills the Account field
This parameter prefills the Account field in the new request. The value is the GUID of the account. See the procedure after this table on how to locate the GUID of an account. If the GUID is not valid, the default account specified in the Account field definition of the request will be used.
Note: If the Account field in the request type is defined with dependency on the Item 1, Item 2, Project, or Person fields, the GUID must be of an account that fulfills the dependency relationship or it will be considered invalid.
CustomerContactID
Prefills the Contact field
This parameter prefills the Contact field in the new request. The value is the GUID of the contact. See the procedure after this table on how to locate the GUID of a contact. If the GUID is not valid, the default contact specified in the Contact field definition of the request will be used.
Note: If the Contact field in the request type is defined with dependency on the Account field, the GUID must be of a contact that fulfills the dependency relationship or it will be considered invalid.
DocID
Prefills the Document field
This parameter prefills the Document field in the new request. The value is the GUID of the document (not the document number). See the procedure after this table on how to locate the GUID of a document. If the GUID is not valid, the default document specified in the Document field definition of the request will be used.
Note: If the Document field in the request type is defined with dependency on the Account, Item 1, Item 2, Project, Person, Serial number 1, or Serial number 2 fields, the GUID must be of a document that fulfills the dependency relationship or it will be considered invalid.
Priority
1 to 5
Prefills the Priority field
This parameter prefills the Priority field in the new request. The value is a number from one to five. If the value is not a valid number, a value of 1 will be used.
ProjectNumber
URL-encodedii project code
Prefills the Project field
This parameter prefills the Project field in the new request. If the project code specified is not valid, the Project field will be left blank. For project codes containing spaces and special characters, you must specify the project code in URL-encoded format. For example, replace spaces with "+" and ampersands (&) with "%26".
Note: As long as the URL-encoded project code specified is valid, the Project field will be prefilled with the specified project code, regardless of the dependency relationship. Due to this, if the Project field in the request type is defined with dependency on the Account, Item 1, Item 2, or Person fields, you should manually ensure the URL-encoded project code fulfills the dependency relationship to allow the request to be submitted.
FinancialEntryKey
Prefills the Entry field
This parameter prefills the Entry field in the new request. The value is the GUID of the financial entry. See the procedure after this table on how to locate the GUID of a financial entry. If the GUID is not valid, the Entry field will be left blank.
Description
URL-encodedii text
Prefills the Description field
This parameter prefills the Description field in the new request. If this parameter is not specified, the default description specified in the Description field definition of the request will be used. For text containing spaces and special characters, you must specify the description in a URL-encoded format. For example, replace spaces with "+" and ampersands (&) with "%26".
OpportunityID
Opportunity card ID
Prefills the Opportunity field
This parameter prefills the Opportunity field in the new request. The value is the ID of the opportunity card (not the opportunity code). See the procedure after this table on how to locate the ID of an opportunity card. If the opportunity card ID specified is not valid, the Opportunity field will be left blank.
Note: As long as the opportunity card ID specified is valid, the Opportunity field will be prefilled with the specified opportunity code, regardless of the dependency relationship. Due to this, if the Opportunity field in the request type is defined with dependency on the Account field, you should manually ensure the opportunity card ID fulfills the dependency relationship to allow the request to be submitted.
RequestComments
Prefills the Remarks: Request field
This parameter prefills the Remarks: Request field in the new request. For text containing spaces and special characters, you must specify the remarks in a URL-encoded format. For example, replace spaces with "+" and ampersands (&) with "%26".
SecurityLevel
0 to 4 or 10 to 101
Prefills the Security level field
This parameter prefills the Security level field in the new request. The value should be a valid security level number from "0" to "4" and "10" to "101". If you specify an integer from "5" to "9", security level "10" will be used. If you specify an integer higher than "101", security level "99" will be used. In case you specify a real number, the number will be rounded to an integer using the round-to-eveniii method. For more information on security levels, see Details on security levels.
Note: If the value is not a valid number or integer, security level "0" will be used. Due to this, ensure that the value specified is valid to avoid unnecessary security risks.
The following table lists the extended parameters to prefill certain free fields in the new request. Replace "XX" at the end of each parameter with the relevant numbers specified in the XX column. Each "XX" corresponds to the relevant free field. For example, "FreeGuidField_06" corresponds to the Free :GUID*6 field in the new request (this corresponds to Free: GUID 6 in the request definition).
XX
FreeBoolField_XX
01 to 05
0 or 1
Pre-sets the Free: Yes/No field
This parameter pre-sets the corresponding Free: Yes/No field in the new request. The value must be either "0" to clear the field, or "1" to select the field. If the value specified is not a valid number, the field will be cleared. If this parameter is absent, the default selection state of the corresponding Free: Yes/No field definition of the request type will be used.
Note: If the value specified is more than "1", the field may be selected or the system may return an error, depending on the number used. Due to this, avoid using a number other than "0" or "1".
FreeDateField_XX
Prefills the Free: Date field
This parameter prefills the corresponding Free: Date field in the new request. The date format is similar to the "StartDate" parameter and the explanation in Note of "StartDate" is applicable. For more information, see previous table.
FreeGuidField_XX
01 to 10
Prefills the Free :GUID* field
This parameter prefills the corresponding Free :GUID* field in the new request.
Note: Since a Free: GUID field can refer to Requests, Documents, Accounts, Contacts, Transactions, or Items as specified in the Selection section of the field definition, be careful to specify the GUID of the correct entry meant for the corresponding Free: GUID field.
FreeIntField_XX
Integer
Prefills the Free: Number field
This parameter prefills the corresponding Free: Number field in the new request. You can specify an integer or a real number. In case you specify a real number, the number will be rounded to an integer using the round-to-eveniii method.
FreeNumberField_XX
Prefills the Free: Amount field
This parameter prefills the corresponding Free: Amount field in the new request. The number you specify will be rounded to two decimal places using the common method (Symmetric Arithmetic Rounding).
FreeTextField_XX
01 to 15
URL-encoded textii
Prefills the Free: Text field
This parameter prefills the corresponding Free: Text field in the new request. You can specify a string of text up to 60 characters including spaces. If this parameter is not specified, the default text specified in the corresponding Free: Text field definition of the request will be used. For text containing spaces and special characters, you must specify the remarks in a URL-encoded format. For example, replace spaces with "+" and ampersands (&) with "%26".
Table notes
GUID: Globally Unique Identifier. See the procedure in Finding the GUID or ID below on how to obtain the relevant GUID.
To help you URL-encode the text, there are several websites available such as https://www.urlencoder.org/. Type the normal text in the box and click Encode. You can then copy and use the URL-encoded result as the relevant parameter value.
Also known as Bankers' Rounding or Statistician's Rounding where the last digit to keep is rounded up if the next digit is "6" or more, or "5" followed by non-zero digits. If the next digit is "4" or less, the last digit to keep is not changed. If the next digit is "5" with trailing zeroes, the last digit to keep is rounded up if it is an odd number, or kept as it is if it is an even number.
The following method can be used to find the GUID of a serial number, account, contact, document, or financial entry; or the ID of an opportunity card:
If the GUID or ID is not fully visible in the Properties screen due to the length of the URL, you can copy the URL and paste it in a plain text editor for a better view.
Note: For users migrating from Exact Synergy, GUIDs obtained with this method in Exact Synergy Enterprise are already in URL-encoded format and you should not URL-encode the GUID manually anymore as in Exact Synergy.
Apart from creating and prefilling single requests, you can also create and prefill multiple or week requests. You will need to specify the following parameters besides the basic, standard, and extended parameters:
EntryType
1 or 2
Creates a multiple or week request
This parameter is required to create a multiple or week request. To create a multiple request, specify the value as "1" and to create a week request, specify the value as "2".
Note: Whether a multiple or week request can be created depends on whether the request type supports the creation of multiple or week request entries.
Rows
Specify the number of multiple entries
This parameter specifies the number of multiple entries in the new request, subject to the number of maximum rows allowed for the particular request type.
ColX
1
Specify that the field is enabled for multiple entries
This parameter specifies the fields to include in the multiple entries where "ColX" is the ID of the specific multiple-entry field. See the following table for a list of "ColX" codes.
For example, the IDs of Person, Description, and Project fields are "Col1", "Col2", and "Col16" respectively. To include these fields for multiple entries, specify "&Col1=1&Col2=1&Col16=1" in the hyperlink.
In a multiple entry, you can also specify the value of the first entry using the standard and extended parameters. See Standard parameters to prefill request fields and Extended parameters for free fields topics in this document for more explanation.
The following table lists the "ColX" of multiple-entry fields. The Corresponding parameter column lists the parameters you can use to prefill the first value of the multiple-entry fields.
Field
Corresponding parameter
Remarks
Col1
Person
Col2
Col3
Col4
Private
Col5
Security level
Col6
Start date
This is not available in a week request. For a week request, specify the start of the week instead using the "WeekStart=yyyy.mm.dd" parameter. Replace "yyyy", "mm", and "dd" with the year, month, and day values respectively.
Col7
Start time
This is not available in a week request. For a week request, use "Value7" instead.
Col8
End date
This is not available in a week request. The end date will be automatically calculated based on the "WeekStart" parameter.
Col9
End time
This is not available in a week request. For a week request, use "Value9" instead.
Col10
Duration
This is not available in a week request. For a week request, use "Value10" instead.
Col16
Project
Col17
Your ref.
Col18
Sales order number
Col19
Purchase order number
Col20
Item
In a field definition, this corresponds to the Item 1 field.
Col21
Release
In a field definition, this corresponds to the Release 1 field.
Col22
Quantity (Planned)
This is not available in a week request. For a week request, use "Value22" instead. In a field definition, this corresponds to the Quantity 1 field.
Col24
Serial number
In a field definition, this corresponds to the Serial number 1 field.
Col25
Item 2
Col26
Release 2
Col27
Quantity 2
This is not available in a week request. For a week request, use "Value27" instead.
Col29
Serial number 2
Col30
Account
Col31
Contact
Col32
Invoice
This must be enabled together with Invoice: Division ("Col89").
Col33
Document
Col34
Amount (Planned)
In a field definition, this corresponds to the Amount field.
Col38
Our ref.
Col40
Payment type
Col41
Documents received
Col42 to Col51
Free: Text 1 to Free: Text 10
FreeTextField_01 to FreeTextField_10
For Free: Text 11 to Free: Text 15, use "Col84" to "Col88".
Col52 to Col56
Free: Date 1 to Free: Date 5
FreeDateField_01 to FreeDateField_05
Col57 to Col61
Free: Yes/No 1 to Free: Yes/No 5
FreeBoolField_01 to FreeBoolField_05
Col62 to Col66
Free: Amount 1 to Free: Amount 5
FreeNumberField_01 to FreeNumberField_05
Col67 to Col71
Free: Number 1 to Free: Number 5
FreeIntField_01 to FreeIntField_05
Col72 to Col81
Free :GUID*1 to Free :GUID*10
FreeGuidField_01 to FreeGuidField_10
In a field definition, these correspond to the Free: GUID 1 to Free: GUID 10 fields.
Col82
Remarks: Request
Col83
Remarks: Workflow
Col84 to Col88
Free: Text 11 to Free: Text 15
FreeTextField_11 to FreeTextField_15
For Free: Text 1 to Free: Text 10, use "Col42" to "Col51".
Col89
Invoice: Division
This must be enabled together with Invoice ("Col32").
Col90
Related (Request)
Col91
Opportunity
For example, the following hyperlink creates a multiple Checked task request with the Person, Description, and Document fields enabled in the five rows of multiple entries and prefills the first Person field:
https://exactsynergy.com/synergy/docs/WflRequest.aspx?BCAction=0 &EntryType=1&Type=1&Rows=5&Col1=1&Col2=1&Col33=1 &EmployeeID=117562