Overview
NGLP does not support showing a quick action for PDF Completion Certificates configured using the ENTITY_TEMPLATE table in the SysAdmin PDF Area. However, the same functionality can be achieved by configuring a quick action directly on the workflow. Include the following script in the NGLP upgrade process will migrate the configuration from an ENTITY_TEMPLATE to a PDF Quick Action.
Finding out if the client uses PDF Completion Certificates
Run the following SQL to determine if there are any PDF Completion Certificates being displayed on Learning Plan Activities. One row is returned for each Activity Completion workflow that has a PDF Completion Certificate with the name of the PDF, the name of the Workflow, the number of workflow steps in the workflow, the number of areas in which the PDF is currently displayed, and an indicator if it is visible to the practitioner.
select t.TEMPLATE_NAME, w.WORKFLOW_ID, WORKFLOW = w.NAME, WORKFLOW_STEPS = count(distinct ws.WORKFLOW_STEP_ID), AREAS = count(distinct et.AREA_ENUM), PRACTITIONER = case sum(case et.AREA_ENUM when 3 then 1 else 0 end) when 0 then 'Hidden' else 'Visible' end from ENTITY_TEMPLATE et join PDF_TEMPLATE t on t.PDF_TEMPLATE_ID = et.PDF_TEMPLATE_ID join ENTITY e on e.ENTITY_ID = et.ENTITY_ID and e.ENTITY_TYPE_ID = 2 join WORKFLOW w on w.ENTITY_ID = et.ENTITY_ID join WORKFLOW_STEP ws on ws.WORKFLOW_ID = w.WORKFLOW_ID group by t.TEMPLATE_NAME, w.WORKFLOW_ID, w.NAME
Limitations
Configuring PDF Completion Certificates configured using Quick Actions does not mimic the legacy functionality precisely but in most cases, it will work the same.
The primary limitation is that the Script will make the PDF link visible to all users in all areas no matter what was configured in the SysAdmin area via the ENTITY_TEMPLATE table. If the PDF should not be visible in all areas, the new actions created should be manually modified so their visibility rules limit them to the roles that have access to those areas (or the script can be customized to do so). For example, if the ENTITY_TEMPLATE does not have an entry for the Practitioner Area (Area_Enum = 3), you will still need to adjust the configuration to limit the action buttons to roles other than those that can access the Practioner Area. In most cases, even if it was not displayed in all areas based on the entries in the ENTITY_TEMPLATE table, it is okay to do so anyway.
If by chance more than one PDF_TEMPLATE was configured in the ENTITY_TEMPLATE for the same entity, the script will make both of them visible via a quick action even though there was a limitation in that feature where the 2nd PDF would not be visible as the old feature did not support more than one PDF. It is unlikely this situation exists but it is noted here for reference.
What the Script Does
The script does the following:
For every distinct PDF_TEMPLATE referenced in the ENTITY_TEMPLATE table that is configured for a COMPLETED_ACTIVTY_WORKFLOW (Entitiy Type ID = 2)
It adds an “Open PDF” Quick Action (Type = 10) to every workflow step with the following properties:
Name and Button text = “View “ + the name of the PDF Template.
Visible on Quick Action Menu with PDF icon
Visible only when Workflow is Completed Successfully
Visible to everyone
If then deletes all ENTITY_TEMPLATE records for the PDF so the Quick Action does not appear twice on the LegacyLP view.
Final Notes
Once the script is run, the PDF Quick Action configuration can be further modified to take advantage of the many more flexible rules that the Workflow Step Actions can support such as making the PDF visible under more or less restrive conditions.
The Script
Include the following SQL in the upgrade process:
PRINT '------------------------------------------------------------';
PRINT FORMATMESSAGE ('%s - Started "Create PDF Actions for NGLP"',FORMAT(GETDATE(),'MM/dd/yyyy hh:mm:ss tt'));
PRINT '------------------------------------------------------------';
INSERT INTO [dbo].[WORKFLOW_STEP_ACTION]
([WORKFLOW_STEP_ACTION_TYPE_ID]
,[WORKFLOW_STEP_ID]
,[NAME]
,[GOTO_STEP_ID]
,[DISPLAY_ORDER]
,[CONTINUE_AFTER_ACTION]
,[BUTTON_CLASS]
,[VISIBILITY]
,[VISIBILITY_COMPARISON_RULE_ID]
,[BUTTON_TEXT]
,[FEEDBACK_MESSAGE]
,[NOTES]
,[REFRESH]
,[STALE_PAGE_MESSAGE]
,[HELP_TEXT]
,[CONFIRMATION_MESSAGE]
,[QUICK_ACTION_ICON]
,[VISIBLE_TO_ROLE_IDS]
,[SHOW_ON_WORKFLOW_POPUP]
,[SHOW_ON_QUICK_ACTION_MENU]
,[VISIBLE_WHEN_WORKFLOW_INCOMPLETE]
,[VISIBLE_WHEN_WORKFLOW_COMPLETE_SUCCESSFUL]
,[VISIBLE_WHEN_WORKFLOW_COMPLETE_UNSUCCESSFUL]
,[VISIBLE_ON_STEP_ACCESS_CURRENT]
,[VISIBLE_ON_STEP_ACCESS_TARGET]
,[ENFORCE_REQUIRED_FIELDS]
,[PDF_TEMPLATE_ID]
,[COMPLETION_BADGE_ACTION]
,[COMPLETION_BADGE_ICON]
,[COMPLETION_BADGE_TOOLTIP])
SELECT DISTINCT
[WORKFLOW_STEP_ACTION_TYPE_ID] = 10
,ws.[WORKFLOW_STEP_ID]
,[NAME] = 'View ' + t.TEMPLATE_NAME
,[GOTO_STEP_ID] = NULL
,[DISPLAY_ORDER] = 1
,[CONTINUE_AFTER_ACTION] = 1
,[BUTTON_CLASS] = ''
,[VISIBILITY] = 'CONDITIONALLY'
,[VISIBILITY_COMPARISON_RULE_ID] = NULL
,[BUTTON_TEXT] = 'View ' + t.TEMPLATE_NAME
,[FEEDBACK_MESSAGE] = ''
,[NOTES] = 'Added via Script during NGLP upgrade on ' + cast(CURRENT_TIMESTAMP as VARCHAR(30))
,[REFRESH] = 'ALWAYS'
,[STALE_PAGE_MESSAGE] = ''
,[HELP_TEXT] = NULL
,[CONFIRMATION_MESSAGE] = NULL
,[QUICK_ACTION_ICON] = 'fa-file-pdf-o'
,[VISIBLE_TO_ROLE_IDS] = ''
,[SHOW_ON_WORKFLOW_POPUP] = 0
,[SHOW_ON_QUICK_ACTION_MENU] = 1
,[VISIBLE_WHEN_WORKFLOW_INCOMPLETE] = 0
,[VISIBLE_WHEN_WORKFLOW_COMPLETE_SUCCESSFUL] = 1
,[VISIBLE_WHEN_WORKFLOW_COMPLETE_UNSUCCESSFUL] = 0
,[VISIBLE_ON_STEP_ACCESS_CURRENT] = 0
,[VISIBLE_ON_STEP_ACCESS_TARGET] = 0
,[ENFORCE_REQUIRED_FIELDS] = 0
,[PDF_TEMPLATE_ID] = 6
,[COMPLETION_BADGE_ACTION] = 'NONE'
,[COMPLETION_BADGE_ICON] = ''
,[COMPLETION_BADGE_TOOLTIP] = ''
from ENTITY_TEMPLATE et
join PDF_TEMPLATE t on t.PDF_TEMPLATE_ID = et.PDF_TEMPLATE_ID
join ENTITY e on e.ENTITY_ID = et.ENTITY_ID and e.ENTITY_TYPE_ID = 2
join WORKFLOW w on w.ENTITY_ID = et.ENTITY_ID
join WORKFLOW_STEP ws on ws.WORKFLOW_ID = w.WORKFLOW_ID
PRINT FORMATMESSAGE ('Added [%d] WORKFLOW_STEP_ACTION Records to view Completion PDFs',@@ROWCOUNT);
delete et
from ENTITY_TEMPLATE et
join ENTITY e on e.ENTITY_ID = et.ENTITY_ID and e.ENTITY_TYPE_ID = 2
PRINT FORMATMESSAGE ('Deleted [%d] ENTITY_TEMPLATE Records',@@ROWCOUNT);
PRINT '------------------------------------------------------------';
PRINT FORMATMESSAGE ('%s - Completed "Create PDF Actions for NGLP"',FORMAT(GETDATE(),'MM/dd/yyyy hh:mm:ss tt'));
PRINT '------------------------------------------------------------';
Configuration Changes
For each Template Attribute:
Determine if the Template outputs plain text or rich text (i.e. includes HTML markup) and if the output is a small or large amount of text.
Also, identify all of the input fields used by the template as you’ll need this for later steps.
Add a new field to store the data from the template.
Data Type:
Rich Text if there is any HTML markup
Short Text if the output is small and has no HTML markup
Long Text if the output is not small and has no HTML markup
Name: Similar to the template but suffix it with something like “Materialized” to the step where the template is calculated.
Label: Set to same value as the label on the source template attribute.
Description: “This field is a materialized version of “[template_attribute_name]” to work around the NGLP activity card performance issue with Templates”
After its added to a step, make the field read only, and limit visibility to SysAdmins.
Locate the step(s) on the workflow where each template input field is modified.
On each of those steps, update every action that saves data (generally all except the cancel action) to include a behavior to copy the data from the source template to the newly created field.
On all steps where the workflow may currently be, create a one-time automation that runs when the activity is incomplete, completed successfully, and completed unsuccessfully that performs the same behavior. Schedule it to run yearly on the next calendar day to update existing activities.
The next day, then update Leaning Plan Display settings and replace the templated field with the new materialized text field after the automation runs.
Verify the data displays on the Learning Plan Activity Card as expect, with no change in content from the original Template.
Also delete the one-time automation.
After the above steps have been done on UAT, you can perform the same steps on the live site, even before upgrading to a version that support NGLP or turning on NGLP.
- Peter Fasano to review