Workflow Configuration

1. Function Introduction

Use workflows to configure automated processing of business data.

Function Entry: [Process Management] → [Workflow Management]

2. Function Details

Create a new workflow, including configuration of basic information, triggers, and filters.

2.1 Basic Information

• Workflow Name: The name used to display the process, no more than 100 characters
• API Name: used to uniquely identify this process, used for code docking and use in scenarios; automatically generated, and cannot be modified after creation
• Workflow Description: Describe the purpose or meaning of the process, with a maximum of 500 characters

2.2 Triggers

• Description: Set an action of an object to trigger workflow.
• Select Objects: Supported objects include marketing activities, leads, customers, contacts, business opportunities, business opportunities 2.0, contracts, orders, return orders, invoicing, refunds, payment collections, payment collection plans, storage orders, Invoices, promotions, customer accounts, pre-deposit revenue and expenditure details, rebate revenue and expenditure details, work orders, outbound orders, partners, transfer orders, order products, quotations and custom objects.
• Trigger Method:
  • New: Create a new piece of data that meets the conditions to trigger the workflow. Support setting whether to trigger this workflow at the same time if the new object is also configured with an approval flow.
  • Void: When voiding a piece of data, if the condition is met, the workflow will be triggered.
  • Restore: When restoring a piece of data, if the conditions are met, the workflow will be triggered.
  • Field Update Trigger: When the value of a field generated by an editing operation or an action after a process changes (distinguishes before, during, and after the change), the workflow is triggered.
  • Regular Trigger: New and updated data will match the workflow triggered by timing, and to-do tasks will be generated if the conditions are met. If the addition and update of crm object data meet the configuration conditions for triggering workflow, the system can automatically match and calculate the execution time. Finally, the workflow is triggered at the execution time node. At present, timing triggers are divided into two timing types: "execute once" and "execute repeatedly" by the number of executions.

• "Execute Once" Regular Trigger

  Scene Example 1: After the user creates new order data, the warehouse manager is reminded to deliver the goods the next day. Assuming that the order creation date is "10:00, January 4, 2022", it is planned to send a CRM reminder to the warehouse management personnel at 10:00 the next day to remind the warehouse management personnel to deliver the goods. Such scenarios can be realized by configuring "execute once" to trigger the workflow on a regular basis.

Scene Corresponding Configuration Diagram:

• Configuration Steps

  • Step 1. Select Timing Type
    "Timing Type": The workflow timing trigger supports two timing types: "execute once" and "execute repeatedly". Among them, "execute once" is only executed once for this timed trigger workflow, and "repeat" means that the timed trigger workflow can be configured to repeat the frequency (yearly, monthly, weekly, daily) to trigger the workflow. For detailed operations, please refer to the timing trigger of "Repeat Execution" below.
    If the above "Scene Example 1" is realized, the administrator can select "Execute once" in the step

  • Step 2. Select Execution Date
    "Execution Date": administrators can select the date and date time fields in the workflow initiation object, and the date time field only gets its date (year/month/day)

If the above "Scene Example 1" is implemented, the administrator can configure "creation time-after-1-day" in this step, and the system can calculate the execution date of the workflow as August 5, 2018. The specific execution time can be configured in Step 3.

• Step 3. Select Execution Time
  Execution Time: The administrator can determine the time to execute the workflow by selecting two types: "Fixed Time" and "Formula".
  Fixed Time: 24 hours a day

• Formula:
  Select the date time and time fields in the workflow initiation object, and the date time field only gets its time (hour/minute/second).

• If the above "Scene Example 1" is implemented, the administrator can configure "Creation Time-Current".
  Through the above three steps, the administrator can configure the "execute once" timed trigger workflow in combination with actual demand scenarios.

• Timing Trigger for "Repeat Execution"**

  Scene Example 2: When a salesperson creates a new payment collection, he fills in the "Return Date" field as "January 6". 4, 5, and 6) at 8:00 every day to send a CRM reminder to remind the person in charge of the payment to perform operations. Such scenarios can be realized by configuring "repeated execution" timing trigger workflow. Scene corresponding configuration diagram:

• Configuration Steps:

  • Step 1. Select Timing Type
    If "Scene Example 2" is implemented, the CRM administrator can choose "Repeat Execution" in this step.
  • Step 2. Select Repeat Time Frequency
    "Repeat Execution": currently supports "daily, weekly, monthly, yearly" time frequency, administrators can choose according to the needs of the scene.
    If "Scene Example 2" is implemented, the administrator can select "every day" in this step.
  • Step 3. Select Execution Time
    "Execution Time": The administrator can also determine the time to execute the workflow by selecting the two types of "Fixed Time" and "Formula".
    If "scene example 2" is implemented, the CRM administrator can choose "fixed time - 8 o'clock" in this step.
  • Step 4. Select Start Time
    "Start Time": The start node of the timing trigger for repeated execution. The administrator can select the date and date time fields in the workflow initiation object, and the date time field only gets its date (year/month/day)

If "Scene Example 2" is implemented, the CRM administrator can choose "payment time - before - 3 - days" in this step.

• Step 5. Select End Time
  The administrator can choose to "end at" the date and date time fields in a workflow initiation object, where the date time field only gets its date (year/month/day); or choose "use no end" so as not to stop the timing trigger workflow.

If "Scene Example 2" is implemented, the administrator can choose "End at - payment collection time - day" in the previous step.
Through the above five steps, administrators can configure corresponding timing trigger workflows based on actual demand scenarios.

2.3 Filters

• Description: For the triggered workflow, it can be filtered according to the fields, and only the data that meets the filtering conditions will execute the workflow and post-action.
• Filter Condition: support this object field, associated object field, main department of the person in charge, personnel.personnel attribute;

3. Configuration Process

Including process condition configuration, post-process actions, and process release, enable/disable, edit, delete, etc.

3.1 Branch Conditions

Branch Condition

• A maximum of 10 branches is supported, and a prompt will be given if there are more than 10 branches.
• Branches can be configured through filters, and filters support common fields of objects.

3.2 Process After-actions

• Support more than 10 kinds of notifications such as CRM reminders, field changes, SMS notifications, email notifications, initiating business processes, data lock/unlock, assigning responsible persons, new tasks, new schedules, new sales records, execution of custom functions, and new external notifications action

3.3 Workflow Management

3.3.1 New Process

• Click [New] to create a new workflow;

3.3.2 Save/Publish

• Save the process, i.e. generate a new process version;
• When saving, you can choose whether to activate immediately or not to activate temporarily;
• If you choose not to enable it temporarily, the workflow will be triggered when the data changes, and the process of the old version will still be triggered;

3.3.3 List Content

• Content: display the latest process name, associated object, trigger action, creator, creation time, last modification person, last modification time, status (enabled, disabled)
• Actions:
  • Edit: Re-edit the workflow definition.
  • Enable: Only enabled processes can automatically trigger workflows.
  • Disable: Deactivated processes cannot automatically trigger workflows. If the business adjustment of the enterprise, the process is no longer applicable, it can be deactivated, so that the process will not be triggered when the object data is generated.
  • Copy & New: Copy the current workflow and quickly create a process that is the same as the current workflow; it supports modifying objects, triggers, filters, etc.
  • Delete: The disabled workflow can be deleted.