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.
How do I set Conditions and Actions?
First, Access Workflows:
Step 1: Hover over the Configuration Icon from anywhere in your enterprise site.
Step 2: Select ‘Workflows’ from the drop-down.
Step 3: Click the edit icon at the left end of the Workflow row you want to edit.
Step 4: Click the Workflow Steps tab.
Here is a good example of a single Workflow Step:
The small edit-icon to the left of the "Workflow Step" heading indicates that you can highlight that text and replace it with a step name of your own. This can help in managing your workflows.
Each workflow can have one or many Steps. Each step contains two elements, Conditions and Actions. Basically, this workflow says, "When this Workflow is Triggered, if the Status Attribute for this document = 'Awaiting Approval' and the Doc Type Attribute = '3rd Party Audit (Primary)', then Send an Email to William Joel at TraceGains, with the Subject 'New 3rd Party Audit Uploaded'."
Conditions
Conditions define what needs to occur for the Action(s) to be triggered.
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Attribute - Click the magnifying glass icon to display the available Attributes. The Attributes that display here are determined by the Use field from the Configuration tab. Putting "Items Supplied" in Use means you'll see only Item Attributes here.
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Operator - Compares the value of the "Attribute" field to the value or text in the "Value or Attribute" field.
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Value or Attribute - This is the value that will trigger the Action(s). You may type in a value or select another Attribute to compare.
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And/Or - Used if multiple Conditions are necessary to trigger the Action.
Actions
These are the Actions you want the Workflow to perform if all Conditions have been met. At the time of this writing, there are four possible Actions - you can apply all four to ONE workflow, if appropriate.
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Set Attribute Value - Attribute value will be updated to new specified value.
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Send Email - Send an email (note: this is not an existing Email Profile).
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Send Notification - Send an email using existing Email Profiles.
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Stop Workflow - Stops additional Workflow Steps from running when Conditions are met.Otherwise, your Workflow will attempt to run all Steps! This "Stop" is especially convenient when testing your Workflow.
Need to check on a workflow to see how it's running? Read this article to learn how to troubleshoot Workflow Logs.