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How-to: Creating a Prefilled Request Using a Hyperlink

Exact Synergy Enterprise

How-to: Creating a Prefilled Request Using a Hyperlink

Introduction
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:
To enable web visitors who are not familiar with Exact Synergy Enterprise to create specific
requests in your company website such as enquiries or registration of interest
To make it easy for employees reading a policy document to create requests with proper
information such as for meeting room reservation or purchase requisition, and
To collect feedback from readers using requests linked to the specific document, project, and item.
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.

Description
Topics in this document:

Building the hyperlink

Request parameters
Basic parameters to create requests
Standard parameters to prefill request fields
Extended parameters for free fields
Finding the GUID or ID
Prefilling fields in a multiple or week request

Building the hyperlink

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:

scheme is "http" or "https" depending on your server configuration

authority is normally the domain name of your Exact Synergy Enterprise server
path is where Exact Synergy Enterprise is accessible in your server, and
query contains the parameters and values to pass to the request form.
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

Request parameters
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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.

Basic parameters to create requests

The following table lists the parameters to create a request using a hyperlink:

Parameter
BCAction

Value
0

Result
Creates a
request

Explanation
This parameter is mandatory and the value
specified must be "0" in order to create a
request.

Type

Request type

Selects the

This parameter specifies the request type

ID

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
Standard parameters to prefill request fields
The following table lists the standard parameters to prefill certain fields in the new request.

Parameter
EmployeeID

Value
Resource ID

Result

Explanation

Prefills the

This parameter prefills the Resource field

Resource field

in the new request. The resource ID

number specified must be valid (1 to
999999999) and corresponds to an active
resource. If the number is valid but there is
no active resource with the specified ID,
the Resource 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
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"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 explanation on the

General and Corporate (Settings) tabs

in Customizing Exact Synergy Enterprise.
EndDate

Short date

Prefills the End

This parameter prefills the End date field

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

This parameter prefills the Item field in

Item field

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

GUID i

Prefills the

This parameter prefills the Serial number

Serial
number field

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, Resource , 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

ItemCode_2

Item code

Prefills the
Item 2 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.
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

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field will be left blank. In the field

definition, this corresponds to the Item 2
field.
ItemNumberID_2

GUID i

This parameter prefills the Serial number

Serial
2 field in the new request. The value is the
number 2 field GUID of the serial number. See the
Prefills 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, Resource , 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

Number

Prefills the

This parameter prefills the Quantity 2

Quantity 2

field in the new request. The number

field

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

GUID i

Prefills the

This parameter prefills the Account field in

Account field

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 Resource
fields, the GUID must be of an account that
fulfills the dependency relationship or it will
be considered invalid.
CustomerContactID

GUID i

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.
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DocID

How-to: Creating a Prefilled Request Using a Hyperlink

GUID i

Prefills the

This parameter prefills the Document field

Document

in the new request. The value is the GUID

field

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, Resource, 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

This parameter prefills the Priority field in

Priority field

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-encoded ii
project code

Prefills the

This parameter prefills the Project field in

Project field

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 Resource fields, you should
manually ensure the URL-encoded project
code fulfills the dependency relationship to
allow the request to be submitted.
FinancialEntryKey

GUID i

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-encoded ii
text

Prefills the

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

Description
field

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containing spaces and special characters,

you must specify the description in a URLencoded format. For example, replace
spaces with "+" and ampersands (&) with
"%26".
OpportunityID

Opportunity
card ID

Opportunity

This parameter prefills the Opportunity

field in the new request. The value is the

field

ID of the opportunity card (not the

Prefills 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

URL-encoded ii
text

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 URLencoded format. For example, replace
spaces with "+" and ampersands (&) with
"%26".

SecurityLevel

0 to 4 or 10 to
101

This parameter prefills the Security level

Security level field in the new request. The value should
field
be a valid security level number from "0" to
Prefills the

"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-even iii 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.

Extended parameters for free fields

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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).

Parameter
FreeBoolField_XX

XX
01 to

Value
0 or 1

05

Result

Explanation

Pre-sets the

This parameter pre-sets the

Free: Yes/No

corresponding Free: Yes/No

field in the new request. The
value must be either "0" to clear

field

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

01 to
05

Short date

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

GUID i

Prefills the

This parameter prefills the

Free :GUID*

corresponding Free :GUID* field

in the new request.

field

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

01 to
05

Integer

Prefills the

This parameter prefills the

Free: Number corresponding Free: Number

field

field in the new request. You can

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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-even iii method.
FreeNumberField_XX

01 to
05

Number

Prefills the

This parameter prefills the

Free: Amount corresponding Free: Amount

field

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
text

ii

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 URLencoded format. For example,
replace spaces with "+" and
ampersands (&) with "%26".

Table notes
i. GUID: Globally Unique Identifier. See the procedure in Finding the GUID or ID below on how to
obtain the relevant GUID.
ii. To help you URL-encode the text, Exact provides a simple URL encoder at

http://www.synergydemo.nl/urlencode.asp. Type the normal text in the box and click Submit.
You can then copy and use the URL-encoded result as the relevant parameter value.
iii. 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.

Finding the GUID or ID

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:
1. Open the document or card of the relevant entry for viewing. One of the ways to access the
document or relevant card is by searching:
For serial numbers, search at Logistics/Reports/Search/Serial numbers and open
the relevant serial number.
For accounts, search at Customer/Reports/Accounts/Search and open the relevant
account.
For contacts, go to Customer/Reports/Accounts/Search and click Contact. Search
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for the contact and open the contact card by clicking the relevant hyperlink in the Contact:

Last name column.

For documents, search at Documents/Reports/Documents/Search and open the
relevant document.
For financial entries, search at Financial/Reports/Search/Search and open the
transaction by clicking the relevant hyperlink in the Number column. Then, in the Report:
Transaction screen, click the hyperlink next to Entry no. under the General section.
For opportunities, search at Customers/Reports/Opportunity

management/Search and open the relevant opportunity card.

2. Right-click anywhere on the document or card (except on hyperlinks) and select Properties. The
following is a sample Properties screen of a contact card.

3. The GUID or ID is the value in the following parameter of the URL next to Address: (URL):
For the opportunity card, serial number, or account, the value is in the ID parameter.
For the contact, the value is in the ContactID parameter.
For the document, the value is in the DocumentID parameter.
For the financial entry, the value is in the EntryGuid parameter.
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 .

Prefilling fields in a multiple or week request

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:
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Parameter
EntryType

Value
1 or 2

Result

Explanation

Creates a
multiple or

This parameter is required to create a

multiple or week request. To create a

week request

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

Integer

ColX

Specify the

This parameter specifies the number of

number of
multiple entries

multiple entries in the new request,

subject to the number of maximum rows
allowed for the particular request type.

Specify that the

This parameter specifies the fields to

field is enabled
for multiple

include in the multiple entries where "ColX"

is the ID of the specific multiple-entry field.

entries

See the following table for a list of "ColX"

codes.
For example, the IDs of Resource ,

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.

IDs of multiple-entry fields

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.

ColX

Field

Corresponding
parameter

Col1

Resource

EmployeeID

Col2

Description

Description

Col3

Priority

Priority

Col4

Private

Col5

Security level

Col6

Start date

StartDate

Remarks

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"

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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

EndDate

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

Col21

Release

Col22

Quantity (Planned)

ProjectNumber

ItemCode

In a field definition, this

corresponds to the Item 1 field.
In a field definition, this
corresponds to the Release 1
field.

ItemCount

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

ItemNumberID

In a field definition, this

corresponds to the Serial

number 1 field.
Col25

Item 2

Col26

Release 2

Col27

Quantity 2

ItemCode_2

ItemCount_2

This is not available in a week

request. For a week request, use
"Value27" instead.

Col29

Serial number 2

ItemNumberID_2

Col30

Account

CustomerID

Col31

Contact

CustomerContactID

Col32

Invoice

This must be enabled together

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with Invoice: Division ("Col89").

Col33

Document

Col34

Amount (Planned)

Col38

Our ref.

Col40

Payment type

Col41

Documents received

Col42 to Col51

Free: Text 1 to
Free: Text 10

FreeTextField_01 to
FreeTextField_10

Col52 to Col56

Free: Date 1 to
Free: Date 5

FreeDateField_01 to

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

Free :GUID*1 to
Free :GUID*10

FreeGuidField_01 to
FreeGuidField_10

Col72 to Col81

DocID
In a field definition, this
corresponds to the Amount field.

For Free: Text 11 to Free: Text

15, use "Col84" to "Col88".

FreeDateField_05

FreeIntField_05
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

Col89

Invoice: Division

Col90

Related (Request)

Col91

Opportunity

RequestComments

FreeTextField_11 to
FreeTextField_15

For Free: Text 1 to Free: Text

10, use "Col42" to "Col51".
This must be enabled together
with Invoice ("Col32").

OpportunityID

For example, the following hyperlink creates a multiple Checked task request with the Resource ,
Description, and Document fields enabled in the five rows of multiple entries and prefills the first
Resource field:

https://exactsynergy.com/synergy/docs/WflRequest.aspx?BCAction=0
&EntryType=1&Type=1&Rows=5&Col1=1&Col2=1&Col33=1
&EmployeeID=117562

Related document
How-to: Using Hyperlink to Create Document with Prefilled Properties
Customizing Exact Synergy Enterprise
Customizing Request Type Fields (Main Document)
Details on Security Levels
Simple Exact URL Encoding Tool
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Main Category:

Support Product Know How

Document Type:

O nline he lp m ain

Category:

O n-line he lp file s

Security level:

All - 0

Sub category:

Ge ne ral

Document ID:

17.098.366

A ssortment:

Ex act Syne rgy Ente rprise

Date:

09-07-2008

Release:

A ttachment:

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