Creating Workflows

1. Click [New] to create a workflow

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2. Basic Information

• Workflow Name: Display name for the workflow, up to 100 characters
• API Name: Unique identifier for this workflow used for code integrations and programmatic scenarios; auto-generated and not editable
• Workflow Description: Describe the purpose or intent of the workflow, up to 500 characters
• Trigger Object: Select the object that will trigger the workflow. Selecting an object will display trigger options.

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3. Configure Triggers

Define an action on a chosen object that will trigger the workflow.

• Select Object: Supported objects include Campaign, Leads, Account, Contact, Opportunity, Opportunity 2.0, Contract, Order, Return Order, Invoice, Refund, Payment Collection, Payment Plan, Inbound Order, Shipping Order, Promotion, Customer Account, Prepaid Deposit transaction details, Rebate transaction details, Work Order, Outbound Order, Partner, Transfer Order, Order Product, Quotation, and custom objects.

• Trigger Type:

  • Create: Distinguish between triggering immediately upon data submission and triggering after approval (if no approval configured, it triggers immediately)
    • Trigger on data submission: When checked, creating a record with the same trigger object and conditions will simultaneously trigger approval flows and workflows.
    • Trigger after approval: When checked, creating a record will prioritize the approval flow; the workflow runs only after approval completes. If you configure approval routing that directly triggers the workflow, the workflow will run accordingly.
  • Void: When a record is voided and conditions are met, the workflow triggers.
  • Restore: When a record is restored and conditions are met, the workflow triggers.
  • Field Update Trigger:
    • The workflow triggers when a field value changes due to editing or post-action results (distinguish before-change, during-change, after-change).
    • If field-change triggers do not match expected workflows, check the common process logs to troubleshoot execution.
  • Scheduled Trigger: New and updated records are evaluated against scheduled triggers; when conditions match, the system generates pending tasks. If an object record meets the scheduled-trigger configuration, the system automatically computes the execution time and triggers the workflow at that time. Scheduled triggers currently support two types by execution count: “Execute Once” and “Recurring Execution”.

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3.1 “Execute Once” Scheduled Trigger

Scenario example 1: A user creates an Order and the warehouse manager should be reminded to ship the next day. If the Order creation time is “2022-01-04 10:00”, schedule a CRM reminder at 10:00 on the following day to notify the warehouse manager. Use the “Execute Once” scheduled trigger for this scenario.

Configuration illustration:

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• Configuration steps:
  • Step 1 — Choose schedule type
    • Schedule Type: choose between “Execute Once” and “Recurring Execution”. “Execute Once” runs the scheduled workflow a single time. “Recurring Execution” supports repeat frequencies (Yearly, Monthly, Weekly, Daily). To implement Scenario example 1, select Execute Once.
  • Step 2 — Choose execution date
    • Execution Date: select a Date or DateTime field from the workflow’s object. DateTime fields use only the date component (YYYY/MM/DD).

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For Scenario example 1, configure “Created Time — after — 1 — day”; the system calculates the execution date (example shows 2018-08-05). Set the specific execution time in Step 3.

• Step 3 — Choose execution time
  • Execution Time: choose between Fixed Time and Formula.
  • Fixed Time: select one of 24 full-hour marks in a day.

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• Formula: select a DateTime or Time field from the trigger object; DateTime fields use only the time component (HH:MM:SS).

For Scenario example 1, set “Created Time — same time”. Combining the three steps above lets admins configure an Execute Once scheduled trigger to meet your scenario.

3.2 “Recurring Execution” Scheduled Trigger

Scenario example 2: When a salesperson creates a Payment Collection and sets the “Payment Date” to January 6, the admin wants CRM reminders sent every day at 8:00 for January 3, 4, 5, and 6 to remind the Payment Collection owner. Use a Recurring Execution scheduled trigger for this scenario.

• Configuration steps:
  • Step 1 — Choose schedule type
    • For Scenario example 2, select Recurring Execution.
  • Step 2 — Choose repeat frequency
    • Recurring options: Daily, Weekly, Monthly, Yearly. For Scenario example 2, choose Daily.
  • Step 3 — Choose execution time
    • Execution Time: choose Fixed Time or Formula. For Scenario example 2, choose Fixed Time — 08:00.
  • Step 4 — Choose start time
    • Start Time: select a Date or DateTime field from the trigger object for the recurrence start; DateTime fields use only the date component (YYYY/MM/DD).

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For Scenario example 2, configure “Payment Date — before — 3 — days”.

• Step 5 — Choose end time
  • End Time: select “End On” and pick a Date or DateTime field from the trigger object (DateTime fields use only the date), or select “Never End” to keep the recurring trigger active indefinitely.

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For Scenario example 2, configure “End On — Payment Date — same day”. Following these five steps, admins can configure recurring scheduled triggers according to business needs.

4. Filters

After a trigger fires, use filters to ensure only records that meet the criteria execute the workflow and its follow-up actions.

• Filter criteria: support fields on the current object, fields on related objects, owner’s primary Dept., users, and user attributes.

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5. Save / Publish

• Saving the workflow creates a new workflow version.
• When saving, you may choose to enable it immediately or keep it disabled.
• If you choose not to enable the new version and an older version exists, the older version will continue to run.

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