What are Workflows?
A workflow is an automation strategy that you can configure to perform otherwise manual tasks without your intervention. In a workflow, you set up Conditions and Actions. The system checks the conditions each time the specified attribute-value changes, and if they are met, performs the action(s). When you're ready to turn on Workflows, read this article for guidance.
How to Use Workflows
The following use-case examples are designed to help customers steer their own automation needs. If you're ready to apply any of these use cases to your own Workflows (once they're turned on!), read this article for an in-depth look at creating and editing Workflows. Here is a quick list of what others have done with this powerful tool:
EXAMPLE 1: Supplier Inactivated Workflow
User wants to be notified when a supplier is disabled.
Configuration Tab
Use = Supplier
Workflow Trigger = On Record Updated
Workflow Steps Tab
Conditions:
- Supplier Status = Inactive
- Operator = Has Changed
Actions:
- Send Notification
- Stop Additional Workflow Steps from running afterward
EXAMPLE 2: Items Approved Workflow
User wants to automatically stamp an approval date when an item has been approved for use.
Configuration Tab
Use = Items Supplied
Workflow Trigger = On Record Updated
Workflow Steps Tab
Conditions:
- Item Approval Status = Approved
- Operator = Has Changed
Actions:
- See list below
- Action 1 - Sets an attribute called 'Item Approval Completed by', with the user account that changed the record.
- Action 2 - Sets an attribute that displays a status. Item Approval Display Header = Item Approved.
- Action 3 - Sets Item Approved Date = Todays Datetime. This is a derived attribute that constantly calculates the current time. You may set attributes to values of derives in workflow.
- Action 4 – Sends an e-notification configured to alert a user when an item has been approved.
- Action 5 – Stops additional workflow steps from processing after conditions have been met.
EXAMPLE 3: Insurance Document Review Workflow
User wants insurance documents to be sent to a legal reviewer.
Configuration Tab
Use = Documents
Workflow Trigger = On Record Created
Workflow Steps Tab
Conditions:
- Doc Type = Insurance
- Workflow = Created
Actions:
- Set Workflow attribute value to "Awaiting Legal Review"
- Send Notification: Insurance Doc Review 2 Legal