Published at: 2025-10-30

Creating Workflows

1. Click [New] to Create a New Workflow

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2. Basic Information

  • Workflow Name: The display name of the workflow, limited to 100 characters.
  • API Name: A unique identifier for the workflow, used for code integration and scenarios. Automatically generated and cannot be modified.
  • Workflow Description: Describes the purpose or significance of the workflow, limited to 500 characters.
  • Trigger Object: Select the object to trigger the workflow. Triggers will appear after selection.

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3. Configuring Triggers

Set up specific actions on an object to 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 Transactions, Rebate Transactions, Work Order, Outbound Order, Partner, Transfer Order, Order Products, Quotation, and custom objects.
  • Trigger Method:
    • Create:
      • Trigger Immediately Upon Submission: When enabled, the same trigger object and conditions will simultaneously initiate approval workflows and workflows upon data creation.
      • Trigger After Approval: When enabled, the same trigger object and conditions will prioritize approval workflows. The workflow triggers only after approval is granted. If no approval is configured, the workflow triggers directly.
    • Void: Triggers the workflow when voiding data that meets the conditions.
    • Restore: Triggers the workflow when restoring data that meets the conditions.
    • Field Update Trigger:
      • Triggers the workflow when field values change (before, during, or after the change) due to edits or post-process actions.
      • If field changes don’t match the workflow, check the execution status via the Report.
    • Scheduled Trigger:
      • New or updated data matching the trigger conditions will generate pending tasks.
      • The system automatically calculates and executes the workflow at the scheduled time.
      • Scheduled triggers are categorized into “Execute Once” and “Recurring Execution.”

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3.1 “Execute Once” Scheduled Trigger

Example Scenario 1: Remind the warehouse manager to ship an order one day after its creation. If the order is created on “01/04/2022 10:00 AM,” the system will send a reminder at 10:00 AM the next day.

Configuration Steps:

  • Step 1: Select Trigger Type
    Choose “Execute Once” for one-time execution or “Recurring Execution” for repeated triggers (annually, monthly, weekly, daily). For this scenario, select [Execute Once].

  • Step 2: Select Execution Date
    Choose a [Date] or [DateTime] field from the trigger object. DateTime fields only use the date (YYYY/MM/DD).

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For the example, configure “Created Time—After—1—Day.” The system calculates the execution date as 08/05/2018. The exact time is set in Step 3.

  • Step 3: Select Execution Time
    Choose between “Fixed Time” (24-hour format) or “Formula” (using time fields from the trigger object, e.g., HH:MM:SS).

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For the example, select “Created Time—At That Time.”

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3.2 “Recurring Execution” Scheduled Trigger

Example Scenario 2: For a Payment Collection with a “Payment Date” of “01/06,” send daily reminders at 8:00 AM to the responsible person three days before and on the payment date (01/03, 01/04, 01/05, 01/06).

Configuration Steps:

  • Step 1: Select Trigger Type
    Choose “Recurring Execution.”

  • Step 2: Select Frequency
    Options: Daily, Weekly, Monthly, or Annual. For the example, select “Daily.”

  • Step 3: Select Execution Time
    Choose “Fixed Time—8:00 AM.”

  • Step 4: Select Start Time
    Choose a date or DateTime field from the trigger object. For the example, select “Payment Date—Before—3—Days.”

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  • Step 5: Select End Time
    Choose a field (e.g., “Payment Date—On That Day”) or “Never End.”

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4. Filters

Workflows can be filtered by fields to ensure only matching data executes the workflow and subsequent actions.

  • Filter Conditions: Supports fields from the object, related objects, owner’s primary department, personnel, and personnel attributes.

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5. Save/Publish

  • Saving creates a new workflow version.
  • Choose to enable immediately or later. If not enabled, the previous version remains active.

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Workflow Configuration