Setting Up Workflows
Follow few simple steps to set up a workflow
- Hover over icon and click Settings
- Click Workflows under Automation.
- Click on top right corner.
Step 1: Creating New Workflow
Workflows give you the ability to perform different operations on the selected module such as: sending an email, updating fields, creating a whole new record in another module, creating an event or task, etc., This answers the question Why should we select a module here? We will discuss the actions that are triggered by the workflows in detail.
You’ll need to provide basic details that include selecting a module and scheduling workflow.
Trigger a workflow on
- Record creation - Triggers workflow on your first save, i.e., when a new record is created.
- Record updated - A new or existing record is modified.
- Only first-time conditions are met - Triggers workflow if specified conditions (Step-2) are true. Once executed, the workflow will not trigger on the same record again. However, it will trigger actions on other records in the selected module.
- Every time conditions are met - Triggers workflow every time the specified condition succeeds.
- Time Interval - Triggers workflow on a certain day and time.
Step 2: Adding Condition(s)
Workflows will be executed on the records in the selected module. More often, you might only need to perform operations on selected records in that module. This is where conditions will come into play. The workflow will only be executed on the records that satisfy the condition specified by you.
For instance, I would like to create a workflow on Contacts module. I want the workflow to send a Greeting via email on the Contact’s Birthday. So, my condition will be as shown in the below image.
You’ll find two different options while defining conditions. The functionality of the conditions is described below with an example.
- All Conditions: Filters records based on AND condition.
- Any Conditions: Filters records based on OR condition.
- You can compare the fields using the ‘equals to’ condition. For instance, I would like to create a workflow on Opportunities module. I want the workflow to execute operations on records with ‘Amount’ as ‘1000’. So my condition will be Amount equal to 1000. To enter this data, select an option from the drop-down.
- You can add conditions for date fields, concerning the current date. For instance, I want to create a workflow on Contacts module that should send an email 2 days before the Support End Date. The Condition will be Support End Date less than days ago 3.
- By default, AND condition is enabled between ALL conditions and ANY conditions. This will help you in grouping the two conditions, altogether.
- You can provide existing or custom criteria while defining conditions.
- You can define multiple conditions for a workflow by clicking on Add Condition button.
Option to Count Only Weekdays in Workflow Actions
Configure workflows to send an email excluding non-working days configured in business hours of an instance. For example, send an email to a customer three weekdays before the Opportunity Closing Date.
Note! The weekday’s field skips the Non-Working Day option configured in Business Hours
After defining conditions, add workflow actions
Step 3: Adding Action(s)
The tasks that should be executed with the help of workflows can be configured through actions while previously defined steps are just to provide directions and inputs.
Click Add Action button and select the desired task
|1.||Send Mail||To send an email notification|
|2.||Invoke Custom Function||To update target fields of records in a module when actions are performed on source field in a different module|
|3.||Create Task||To create a new calendar task|
|4.||Create Event||To create a new calendar event|
|5.||Update fields||To updates field(s) of selected module|
|6.||Create Record||To create or update records when conditions are satisfied on parent record|
|7.||SMS Task||To send SMS notification|
|8.||Mobile Push Notification||Notify user when a task or record is assigned to him|