Published at: 2026-09-17
Create a workflow
Create an automated Workflow, and Configure its Trigger Object, Trigger Type, Trigger conditions, and subsequent Workflow actions.
Overview
A Workflow automatically executes actions when Object data changes or reaches a specified Time. It is suitable for lightweight automation scenarios, such as automatic Lead Convert to Opportunity, follow-up Reminders, Field Updates, task creation, Email Notifications, and initiating subsequent Processes.
Admins can View, create, Edit, Disable, and Copy and New Workflows in Setup > Process Management > Workflow Management. The Workflow list Supports filtering by Object and Status, and searching by Process Name.
On the Workflow Management page, you can locate existing Workflows by Object, Status, or Process Name, and Edit, Disable, Copy and New, or perform other operations. The bottom of the page shows the Workflow quota, Used quantity, scheduled Trigger capability quota, and usage. Before you create or Copy a Workflow, Confirm that quota is sufficient.
Before you begin
- You have Workflow management permission.
- You have Confirmed the Trigger Object, such as Sales Lead, Account, Opportunity, Work Order, or Custom Object.
- You have Confirmed the Trigger Type, such as New, Void, Restore, Field Update Trigger, or scheduled Trigger.
- If you need to limit the Trigger Data Range, Confirm the Filter Fields and conditions first.
Step 1: Create a Workflow
- On the Workflow Management page, click New.
- Open the Workflow configuration page.
Step 2: Configure Basic Info
In Configure Basic Info, Configure the Workflow Name, API Name, Description, and Trigger Object.
| Configuration item | Description |
|---|---|
| Process Name | The display Name of the Workflow. The limit is 100 characters. Use an “Object + Trigger action + target result” format, such as “Automatically convert Leads to Opportunities” |
| API Name | The unique Workflow identifier for System recognition and code integration. The System generates it automatically when you create the Workflow. It usually ends with _crmwf |
| Workflow Description | Describes the Process purpose and applicable scenario. The limit is 500 characters |
| Trigger Object | Select the Object that triggers the Workflow, such as Sales Lead |
| Enable connected Process | Select this option for capabilities that require cross-System, cross-Organization, or connected-scenario collaboration, depending on tenant capabilities |
| Post-action Abnormal Reminder | Select this option to remind related Personnel when a Workflow post action has an exception |
Recommendation: the Process Name should directly express the automation goal. After you select the Trigger Object, it affects available Trigger Fields, Filter conditions, and action Objects.
Step 3: Configure the Trigger
The Trigger defines which Object action starts the Workflow.
In the screenshot example, the Trigger Object is Sales Lead. Workflows Support these Trigger methods:
| Trigger method | Description |
|---|---|
| New | Triggers after data is created. You can Trigger directly when data is submitted or after data Approval Passes |
| Void | Triggers when one record is Voided and meets conditions |
| Restore | Triggers when one record is Restored and meets conditions |
| Field Update Trigger | Triggers when specified Fields change and meet conditions |
| Scheduled Trigger | Triggers by fixed Time, Date Field, or recurring rule |
New Trigger
New Trigger executes a Workflow after Object data is created. After you select New, Configure the Trigger Timing and Trigger conditions.
New Trigger Supports two Trigger timings:
| Trigger Timing | Description |
|---|---|
| Trigger directly when data is submitted | After data is created and submitted, the System immediately evaluates conditions and triggers the Workflow |
| Trigger after data Approval Passes | If data requires Approval, the System evaluates conditions and triggers the Workflow after Approval Passes. If no Approval is required, it triggers directly |
Click Add condition to Configure the Trigger Data Range. Conditions Support Field and value combinations. In the screenshot example, no condition is added. This means new data enters Trigger evaluation based on the selected Trigger Timing. To limit the scope, Add conditions by business Fields.
For example, when you create a “Lead assignment” Workflow, you can Configure:
- In When to Trigger this Workflow, select New.
- In Trigger Timing, select Trigger after data Approval Passes (if no Approval, Trigger directly). If you want the Workflow to Trigger immediately after data submission, select Trigger directly when data is submitted.
- To limit the Trigger scope, click Add condition and set conditions by Lead Stage, Status, Source, Owner, or other Fields.
- Click Next to Continue configuring Process actions.
Common examples of Configured conditions include:
- Sales Lead Lead Stage Belongs To “Potential Lead, Marketing Qualified Lead, Sales Qualified Lead”.
- Sales Lead Status Belongs To “Pending, Not Assigned”.
- Multiple conditions can use AND, and you can Add OR condition groups.
If an Approval Process and a Workflow are Configured for the same Object and the same Trigger conditions, and you select “Trigger after data Approval Passes”, the System executes the Workflow after Approval Passes.
Void Trigger
Void Trigger executes a Workflow after Object data is Voided. After you select Void, click Add condition to limit which Voided data triggers the Process.
Configuration steps:
- In When to Trigger this Workflow, select Void.
- To limit the Trigger scope, click Add condition and set Trigger conditions by business Fields.
- Click Next to Continue configuring Process actions.
For example, when a Sales Lead is Voided and you need to notify the Owner or record the void reason, select Void Trigger and use conditions to limit Lead Source, Status, or Owner scope.
Restore Trigger
Restore Trigger executes a Workflow after Object data is Restored from the Voided Status. After you select Restore, click Add condition to limit which Restored data triggers the Process.
Configuration steps:
- In When to Trigger this Workflow, select Restore.
- To limit the Trigger scope, click Add condition and set Trigger conditions by business Fields.
- Click Next to Continue configuring Process actions.
For example, when a Voided Sales Lead is Restored and must be reassigned, reminded to follow up, or synchronized to related records, select Restore Trigger and use conditions such as Lead Status or Lead Stage to control scope.
Field Update Trigger
Field Update Trigger Supports before change, during change, and after change. If a Workflow does not Match when a Field changes, use Process Logs to troubleshoot execution.
Configure a one-time scheduled Trigger
One-time execution is suitable when a Workflow must Trigger once after a business Date arrives. After you select Scheduled Trigger, select One-time execution in Schedule Type. The System triggers the Process according to the Configured time zone, execution Date, and execution Time.
Core configuration items for one-time execution include:
| Configuration item | Description |
|---|---|
| Schedule Type | Select One-time execution |
| Time zone | Set the time zone used by the schedule rule, such as (GMT+08:00) China Standard Time (Asia/Shanghai) |
| Execution Date | Select a Date or Date Time Field under the Trigger Object, such as Claim/Assignment Time, and Configure an offset for same day, before, or after |
| Execution Time | Select a fixed Time or formula. Fixed Time triggers at a specified Hour. Formula dynamically calculates Trigger Time based on Time Fields in the Object |
| Add condition | Limit which data can enter this scheduled Workflow. Field conditions, AND, and OR combinations are Supported |
Configuration steps:
- In When to Trigger this Workflow, select Scheduled Trigger.
- In Schedule Type, select One-time execution.
- In Time zone, Confirm the time zone used by the schedule rule.
- In Execution Date, select a Date or Date Time Field under the Trigger Object, such as Claim/Assignment Time.
- Configure the Date offset, such as same day, N days before a Date, or N days after a Date.
- In Execution Time, select Fixed Time or Formula.
- If you select fixed Time, select the specific Hour.
- Click Add condition and set the Data Range for the Workflow.
- Click Next or Save the configuration.
For example, if you need to automatically check whether a Lead remains unprocessed at a fixed Time on the day it is claimed, select One-time execution, set Execution Date to “Claim/Assignment Time”, offset to “same day”, Execution Time to fixed Time, and Configure Lead Stage or Status conditions.
Configure a recurring scheduled Trigger
Recurring execution is suitable when a Workflow must Trigger repeatedly from a business Date at a fixed frequency. After you select Scheduled Trigger, select Recurring execution in Schedule Type. The System triggers the Process multiple times according to the Configured frequency, Start Date, Execution Time, and End Date.
Core configuration items for recurring execution include:
| Configuration item | Description |
|---|---|
| Schedule Type | Select Recurring execution |
| Time zone | Set the time zone used by the schedule rule, such as (GMT+08:00) China Standard Time (Asia/Shanghai) |
| Repeat | Set the repeat frequency. The System Supports daily, Weekly, Monthly, yearly, and Custom day intervals |
| Start Date | Select the Date Field to start triggering from, and Configure an offset for same day, before, or after |
| Execution Time | Select a fixed Time or formula. Fixed Time triggers at a specified Hour. Formula dynamically calculates Trigger Time based on Time Fields in the Object |
| End Date | Set when recurring triggers stop. You can select an Object Field, a specified end rule, or never end |
| Add condition | Limit the data that must meet conditions each Time the scheduled Trigger runs |
Configuration steps:
- In When to Trigger this Workflow, select Scheduled Trigger.
- In Schedule Type, select Recurring execution.
- In Time zone, Confirm the time zone used by the schedule rule.
- In Repeat, select a frequency, such as daily, Weekly, Monthly, yearly, or Custom day interval.
- In Start Date, select a Date or Date Time Field under the Trigger Object, such as Claim/Assignment Time, and Configure a Date offset, such as same day.
- In Execution Time, select Fixed Time or Formula.
- If you select fixed Time, select the specific Hour, such as 2:00.
- In End Date, Configure the rule that stops recurring Trigger, such as Never ends.
- Click Add condition and set the data scope for recurring Trigger.
- Click Next or Save the configuration.
For example, if you need to check unassigned or pending Leads daily and continuously remind Owners, select Recurring execution, set the frequency to daily, set Start Date to “same day as Claim/Assignment Time”, set Execution Time to fixed Time, set End Date to “Never ends”, and Configure Lead Stage or Status conditions.
Step 4: Configure Filters
Filters limit which data executes the Workflow and post actions.
Filter conditions Support:
- Fields on this Object.
- Related Object Fields.
- Owner Primary Department.
- Personnel.
- Personnel attributes.
Step 5: Save or Publish
- Click Save.
- Choose to Enable immediately or not Enable now.
- If you choose not to Enable now and an old Process Version exists, the System continues to execute the old version.
Saving creates a Process Version. Before Publish, validate Trigger conditions and post actions with test data.
Expected result and validation
- Create or Edit test data.
- Make the data meet the Trigger and Filter conditions.
- Check whether the Workflow executes.
- View the result in Execution Log.