Set Conditions and Actions for Workflows

What are Conditions and Actions?

Conditions and actions are what happens after the Workflow has been triggered in the ‘Workflow Steps’ tab in the Manage Workflow page. 

If you have not yet created your workflow, read this article for guidance.

Workflow steps may look detailed at first, but they follow a clear and consistent structure. This makes it easier to build automation that saves time and reduces manual work.

How Do I Set Conditions and Actions?

Step 1: Hover over the Configuration > Workflows.

Step 2: Click the edit icon at the left end of the Workflow row you want to edit.

Step 3: Click the Workflow Steps tab.

Here is a good example of a single Workflow Step:

This workflow is triggered when a supplier’s status changes to Inactive, automatically sending a notification to the Supplier Deactivated email profile group to alert relevant users.

Conditions

Conditions define what must occur before the workflow actions are triggered.

• Resource – Click the magnifying glass icon to select from available attributes. The options shown depend on the Use field in the Configuration tab. For example, selecting “Items Supplied” will display only Item-related attributes.
• Operator – Defines how the attribute is evaluated (e.g., equals, has changed). It compares the selected attribute to the value in the next field.
• Value / Attribute – The value or attribute being evaluated. This can be a specific value entered manually or another attribute used for comparison.
• And/Or – Used when multiple conditions are required to trigger the same workflow actions. This allows conditions to work together or separately, depending on how they are structured.

Actions

Actions define what the workflow will do once all conditions are met. Multiple actions can be used within a single workflow when needed.

• Action – Updates a selected attribute to a specified value. 
• Send Email / Email Profile – Sends a notification email using a configured email profile. 
• Send Email – Sends a standalone email notification when conditions are met. 
• Stop Workflow – Prevents additional workflow steps from running once conditions have been met. If not used, the workflow will continue evaluating and running subsequent steps. This is especially helpful when testing workflows.