Published at: 2026-09-17

Configure workflow actions

After Workflow Trigger conditions are met, automatically execute Reminders, Field Updates, data operations, and subsequent Processes.

Overview

Workflow actions are operations that run automatically after a Workflow is triggered and passes Filters or Branch conditions. Admins can Configure common follow-up work as System actions, such as Reminders, Field Updates, Owner changes, data Lock, task creation, Process initiation, or Execute APL code. This reduces manual maintenance.

Key capabilities

Workflows can automatically route, execute, and track results after conditions are matched. Key capabilities include:

Support conditional Branch routing: Configure different Branches by Lead Stage, MQL, SQL, or other conditions to assign handling paths for different Business Scenarios.
Support ending or continuing Branch matching: Branch conditions can end matching after a hit or continue matching the next condition, so you can control hit order.
Support execution actions under Branches: Each Branch can connect to Activities executed immediately, converting a Match result directly into follow-up actions.
Support multiple action Types: Configure CRM Reminders, Field changes, SMS notification, Email notification, data operations, Initiate Business Process, initiate Flow, data Lock or Unlock, Change Owner, tasks, schedules, Sales Records, Execute APL code, External Notification, change team members, Execute Conversion Rules, and other actions.
Support action order orchestration: Multiple actions under the same Branch run in list order. Drag actions to adjust their order.
Support Field and variable references: Reminders, notifications, and Field Updates can reference current Object Fields, Related Object Fields, or System variables, including Usage Date values, reducing repeated entry.
Support execution result tracking: View Trigger data, execution actions, and failure reasons in Execution Log to troubleshoot issues.

Before you begin

The Workflow is created.
The Trigger and Filters are Configured.
You have determined the Object data, recipients, target Fields, or target Processes that must be handled after action Trigger.
If you need SMS, Email, External Notification, or notifications for External Apps, Configure the corresponding services first.
If you need Execute APL code, data operations, or Conversion Rules, Confirm that Object Fields, code permissions, Conversion Rules, target Data Permission, and Enable Status are Available.

Configure Branch Nodes

On the Workflow configuration page, Add a Branch Node.
Enter the Branch Name.
Edit Branch conditions.
Add Activities executed immediately to the path after the Branch Passes.
Configure the actions to execute under this Branch.
Click Save.

Branch Nodes route a Workflow by condition. For example, in a Workflow that automatically converts Leads to Opportunities, you can handle Lead Types differently: assign an Owner and Send a CRM Reminder for a Lead, create a follow-up task for a Marketing Qualified Lead (MQL), and Initiate Business Process or Execute Conversion Rules for a Sales Qualified Lead (SQL).

Configure post actions

Select an Activities executed immediately Node in the Workflow canvas. In the right-side action panel, View Configured actions and click Add activity to Add a Workflow action. Multiple actions run in the order shown in the activity list. Drag actions to adjust the order.

Workflows Support these post actions:

Post action	Function description	Notes
CRM Reminder	Uses CRM to notify related Personnel	Reminder Content Supports inserting current Object and Related Object Field variables
Field change	Updates Fields on the current Object, Master Object, or Related Object	Supports selection, Numerical Value, Time, Personnel, and other Field Types. Avoid overwriting the same Field with multiple actions
SMS notification	Sends SMS to internal Personnel, External Personnel, or specified mobile numbers	Requires SMS Service, signature, and template configuration
Email notification	Sends Email to internal Personnel, user groups, or specified Email addresses	Requires System Email and Email Template configuration
Data operation	Performs System-supported data operations on target data	Confirm target Data Range, permissions, and execution conditions before the operation
Initiate Business Process	Automatically starts a Business Process under the current Object or a related Object	The target Business Process must be Enabled, and data must meet initiation conditions and Completion Conditions
Initiate Flow	Automatically starts a Configured Flow	The target Flow must be Available. Confirm input parameter mapping
Data Lock or Unlock	Locks or Unlocks current Object, Master Object, or Related Object data	Controls data editing. Avoid premature Unlock or long-term Lock
Change Owner	Reassigns Owner for current data or related data	Affects data ownership, Visibility, and subsequent collaboration responsibility
New task	Automatically creates a task and reminds related Personnel	Automatically displays in Follow-Up Activity for the Related Object
New schedule	Automatically creates a schedule and invites related Personnel	Automatically displays in Follow-Up Activity for the Related Object
New Sales Record	Automatically creates a Sales record	Automatically displays in Follow-Up Activity for the Related Object
Execute APL code	Automatically triggers an APL function	Suitable for complex logic. Validate with test data before Enablement
External Notification	Notifies External Organizations, External Users, or Roles	Used in connected collaboration scenarios
Change team members	Adds or removes Business Data team members	Confirm Read Only or Read/Write permissions when adding members
Execute Conversion Rules	Generates or converts target Business Data according to Conversion Rules	Rules must be Enabled, and current data must meet conversion conditions

Configure CRM Reminders

CRM Reminders Send in-app Reminders to Owners, related Personnel, or Designated Personnel after a Workflow matches conditions. They are suitable for timely follow-up in scenarios such as data Status changes, Lead assignment, Account exceptions, and Opportunity advancement.

In Activities executed immediately, click Add activity.
Select CRM Reminder.
Configure the Reminder Title and Reminder Content. You can Insert current Object or Related Object Field variables.
Configure Reminder Personnel, such as Owner, data-related Personnel, or specified colleagues.
Click Confirm to Save the Action Configuration.

When configuring Reminder Content, include the Trigger Object, key Fields, and what the recipient must handle. For example, after Lead assignment, remind the Owner: “A Lead from this campaign has been assigned. Follow up promptly.”

Configure Field changes

Field changes automatically Update Fields after a Workflow is triggered. Examples include updating Lead Status, Account level, Opportunity Stage, Follow-up Status, Owner, Date, or Amount.

In Activities executed immediately, click Add activity.
Select Field change.
In Update method, select the Field Update scope:
- Update current Object: Update the Object data that triggers the current Workflow.
- Update Master/Related Object: Update Master Object or Related Object data of the current Object.
In Update the following Fields, select the Fields to Update.
In Change to, Configure the new Field value. You can use fixed values, current Object Fields, Related Object Fields, or System variables.
To Update multiple Fields at once, click Add Field change and continue adding Fields and values.
Click Confirm to Save the Action Configuration.

Field changes are suitable when Workflow decisions must be written back to Business Data. For example, after a Lead meets MQL conditions, Update Lead Stage to “Marketing Qualified”. After Opportunity Amount exceeds a threshold, Update the key Opportunity flag to “Yes”. After Lead assignment, Update Owner or Assignment Status on the current Lead.

When you Configure Field changes, Follow these rules:

If you select Update current Object, Confirm that the selected Fields belong to the Trigger Object of the current Workflow.
If you select Update Master/Related Object, Confirm that relationships, target Data Range, and Field permissions are correct to avoid updating unintended Business Data.
Multiple Field changes execute with the current Activities executed immediately Node. If multiple actions Update the same Field, the final result may depend on action order.
When a Field value references an Object Field or variable, Confirm that Field Types Match. For example, Date Fields must use Date values, Personnel Fields must use Personnel values, and selection Fields must use existing option values.

[!NOTE] If the changed Field value violates Field rules or causes an exception, the Field may not change. Examples include changing a required Field to Empty, changing Field A to Field B divided by Field C when Field C is 0, an integer calculation exceeding the maximum supported digits, a Field calculation formula logic exception, or a single-select or Multi-Select Field formula result that does not Match Field option values. When a Field calculation exception occurs, notify the CRM admin to check and adjust the formula. Avoid updating the same Field with multiple actions at the same Time.

Configure SMS notifications

SMS notifications Send SMS messages to internal Personnel, External Personnel, Related Object mobile numbers, or specified mobile numbers after a Workflow is triggered.

In Activities executed immediately, click Add activity.
Select SMS notification.
Configure SMS recipients. You can select Personnel, Related Object mobile numbers, or enter specified mobile numbers directly.
Select an SMS template that is created and Approved.
Check whether template variables Match current Object Fields or Related Object Fields.
Click Confirm to Save the Action Configuration.

[!NOTE] SMS notification requires the SMS Service to be purchased and enabled. Multiple specified mobile numbers usually use semicolons as separators. Follow the page Notice for the exact format.

Configure Email Notifications

Email Notifications Send handling notices, follow-up Reminders, or result descriptions to specified Users, user groups, or Email addresses after a Workflow is triggered.

In Activities executed immediately, click Add activity.
Select Email notification.
Select the sender Email account.
Configure recipients, Cc, or Bcc.
Select an Email Template and check whether variables are correct.
If the page Supports Preview, Preview the Email Content first.
Click Confirm to Save the Action Configuration.

[!NOTE] Before you use Email Notifications, Configure an Available sender Email account in System Email management and maintain Email Templates in template management. Variables in Email Templates should Match Workflow Object Fields or Related Object Fields.

Configure data operations

Data operations perform System-supported processing on target data after a Workflow is triggered. They are suitable for automatically completing Data Maintenance, related data handling, or other standardized operations after conditions are met.

In Activities executed immediately, click Add activity.
Select Data operation.
Select the data scope or target Object to operate on.
Configure Operation Type and parameters.
Check Operation conditions, permissions, and impact scope.
Click Confirm to Save the Action Configuration.

Before configuring a data operation, Confirm whether it affects Related Data in Batch. Avoid unintended data processing caused by overly broad Trigger conditions.

Configure Initiate Business Process

Initiate Business Process automatically starts a Business Process after a Workflow matches conditions, connecting Automatic rules with manual handling Processes.

In Activities executed immediately, click Add activity.
Select Initiate Business Process.
Select the Trigger Object for the Process.
Select the Business Process to start automatically.
Configure the Initiator, Related Data, and Field mapping as needed.
Click Confirm to Save the Action Configuration.

This action is suitable when a Workflow decision must be handled by a Business Process. For example, after Lead scoring reaches a threshold, automatically start Lead-to-Opportunity Approval. After Account Status becomes Abnormal, automatically start an Account review Process.

[!NOTE] The target Business Process must be Available or Enabled, and current data must meet the initiation scope and prerequisites of the target Process. Do not treat Initiate Business Process here as a Business Process Node post-completion action. The Trigger source here is a Workflow.

Configure Initiate Flow

Initiate Flow automatically starts a Configured Flow after a Workflow is triggered. It is suitable for connecting to finer-grained automation orchestration or System integration logic.

In Activities executed immediately, click Add activity.
Select Initiate Flow.
Select the target Flow to start.
Configure input parameters, Object data, or Field mapping.
Click Confirm to Save the Action Configuration.

When you Configure Initiate Flow, Confirm that the target Flow is Enabled and validate input parameter mapping and execution results with test data.

Configure data Lock or Unlock

Data Lock or Unlock controls whether current Object, Master Object, or Related Object data can be edited after a Workflow is triggered.

In Activities executed immediately, click Add activity.
Select Data Lock or Unlock.
Select Operation Type: Lock or Unlock.
Select target data, such as current Object, Master Object, or Related Object.
Click Confirm to Save the Action Configuration.

Common uses include locking key Fields before Leads enter a Convert to Opportunity Process, locking Quote data after an Approval Process starts, and automatically unlocking data after Status is restored.

[!TIP] If the same Workflow or related Business Process Configures both Lock and Unlock actions, check Trigger conditions and execution order. Avoid unlocking data too early or keeping data uneditable after the Process ends.

Configure Change Owner

Change Owner automatically changes the Owner of Business Data to specified Personnel after a Workflow is triggered. It is suitable for Lead assignment, Account reassignment, Opportunity transfer, Work Order Auto Dispatch, and other scenarios.

In Activities executed immediately, click Add activity.
Select Change Owner.
Select target data whose Owner must change, such as current Object, Master Object, or Related Object.
Select the new Owner. You can Configure by colleague, personnel variable, or data-related Personnel Field.
Click Confirm to Save the Action Configuration.

[!NOTE] Change Owner affects data ownership, Visibility, and collaboration responsibility. Before configuration, Confirm that the new Owner has permission to View and handle the data, and avoid conflicts with Field changes, team member changes, or Business Process handling rules.

Configure new tasks

New tasks automatically create follow-up tasks and Assign them to specified Personnel after a Workflow is triggered.

In Activities executed immediately, click Add activity.
Select Task or New task.
Enter the task Title and task Content. The Content can Insert current Object or Related Object Field variables.
Configure Deadline Date, task Executor, Reminder method, and Cc scope.
Select the Trigger Object associated with the task.
Click Confirm to Save the Action Configuration.

New tasks are suitable for converting automatically identified business opportunities into manual follow-up. For example, after a Lead reaches MQL conditions, automatically create a “Call to confirm customer needs” task.

Configure new schedules

New schedules automatically create schedules and invite related Personnel after a Workflow is triggered.

In Activities executed immediately, click Add activity.
Select Schedule or New schedule.
Enter schedule Content. You can Insert current Object or Related Object Field variables.
Configure Participants, Start Time, End Time, and Reminder method.
Select the Trigger Object associated with the schedule.
Click Confirm to Save the Action Configuration.

New schedules are suitable for arranging follow-up activities from Object Fields. For example, after an Account Visit Time is Confirmed, automatically create a Visit schedule.

Configure New Sales Record

New Sales Record automatically creates a Sales follow-up record after a Workflow is triggered and synchronizes it to the Follow-Up Activity history of Business Data such as Accounts, Leads, Opportunities, or Work Orders.

In Activities executed immediately, click Add activity.
Select Sales record or New Sales Record.
Enter Sales record Content. You can Insert current Object or Related Object Field variables.
Select the Sales record Type.
Configure Cc scope.
Select the Trigger Object associated with the Sales record.
Click Confirm to Save the Action Configuration.

This action is suitable for recording Automatic Processing Results. For example, after Auto Assign for a Lead, record “The System assigned the Owner based on Lead Source and Area”.

Configure Execute APL code

Execute APL code runs complex automation logic in Workflow actions, such as cross-Object validation, External System synchronization, advanced Field calculation, or Custom data processing.

In Activities executed immediately, click Add activity.
Select Execute APL code.
Select a historical function or create a function.
When you create a function, enter the code Name, API Name, namespace, or another code identifier.
Select the return value Type and bind the Object.
Enter a Description that explains the function purpose and Trigger scenario.
Click Save.

Execute APL code is suitable for complex scenarios that standard actions cannot cover. Before production Enablement, validate execution results with test data and Configure Abnormal Reminders for key functions.

Configure External Notification

External Notification notifies External Organizations, External Users, External Roles, or Downstream Enterprise Personnel. It is suitable for connected collaboration that synchronizes Workflow Processing Results to Agents / Distributors, Service Providers, order mall users, or other External collaborators.

In Activities executed immediately, click Add activity.
Select External Notification.
Select the External Apps to notify.
Configure Reminder Personnel, such as External related teams, External Users, or External Role Personnel of Downstream Enterprise.
Configure the jump link and Notification Content.
Select the notification Channel and message template, and Configure variables for template Fields.
In the message Preview, check whether the notification Content meets expectations.
Click Confirm to Save the Action Configuration.

[!NOTE] Before you Configure External Notification, Confirm that External Apps, Mini Programs, and message templates are Available, and that Reminder Personnel can Match valid External Personnel. Otherwise, the notification may not be delivered.

Configure change team members

Change team members automatically adds members to a Business Data team or removes members from it after a Workflow is triggered, and controls their access permissions.

Configuration item	Description
Change operation	Select Add or Remove team members
Internal members	Add colleagues, departments, user groups, Roles, data-related variables, or personnel Object variables
External members	Add External Personnel Fields, External Owner, or other External member sources
Permission	When adding members, set Read Only or Read/Write

Configuration steps:

In Activities executed immediately, click Add activity.
Select Change team members.
In Change operation, select Add or Remove.
Configure internal members or External members.
When adding members, select Read Only or Read/Write permission. When you use Remove Member, Confirm that subsequent collaboration is not affected.
Click Confirm to Save the Action Configuration.

[!NOTE] When adding members, Confirm the permission scope at the same Time. If members only need to View Workflow-related data, select Read Only. If they need to continue editing or maintaining the data, select Read/Write.

Configure Execute Conversion Rules

Execute Conversion Rules automatically runs business conversion logic after a Workflow is triggered. Examples include Convert from Lead to Account, Convert to Opportunity from Lead, Convert from Quote to order, or generating target Business Data according to Enterprise configuration.

In Activities executed immediately, click Add activity.
Select Execute Conversion Rules.
Select the Conversion Rules to execute.
Configure Source data, target data, and Field mapping according to rule requirements.
Click Confirm to Save the Action Configuration.

Execute Conversion Rules is suitable for converting Workflow decision results into formal Business Data. Before configuration, Confirm that the Conversion Rules are Enabled and that current Object data meets the execution conditions.

Configuration recommendations

Confirm Workflow Trigger conditions and Branch conditions before you select action Types.
For notification actions, include the Trigger Object, key Fields, and required handling items in Content.
Let only one action Update the same Field where possible, to avoid overwriting results by action order.
For actions that involve Lock, Unlock, Change Owner, team member changes, or Conversion Rules, validate impact scope with test data first.
For actions that involve SMS, Email, External Notification, or APL code, Confirm that services, templates, permissions, and code logic are Available before Enablement.
If manual handling, Approval, Co-signature, or Node routing is needed, use Initiate Business Process to connect to a Business Process. Do not use Workflow actions as Business Process Nodes.

View Execution Log

On the Workflow Execution Log page, select a Workflow.
Filter by Trigger Time range.
Filter by Workflow Initiator.
Open Log details.
View Trigger data, execution actions, and failure reasons.

Expected result and validation

Trigger the Workflow with test data.
Check whether the Branch path is correct.
Check whether post actions run in activity list order.
Check whether Fields, Lock Status, Owner, team members, and conversion results meet expectations.
Check whether CRM Reminders, SMS, Email, and External Notification are Sent Successfully.
Check whether new tasks, schedules, and Sales Records are generated, and Confirm that Owner, Time, Related Object, and Content are correct.
Check whether the initiated Business Process or Flow starts, and Confirm that Initiator, Related Data, and input parameter mapping are correct.
Check whether Execution Log records Trigger data, execution actions, and failure reasons.

FAQ

What is the difference between Workflow actions and post-Business Process actions?

Workflow actions are driven by Workflow Triggers, Filters, or Branch conditions. They are suitable for immediate Automatic execution after data meets conditions. Post-Business Process actions are driven by Business Process Node completion, Process end, or Process termination. They are suitable after manual handling, Approval, or Co-signature results are produced. Both can Configure notifications, Field changes, Lock, tasks, and other actions, but their Trigger Source and reference context are different.

Why did the action not execute?

Check whether the Workflow is Enabled, the Trigger is matched, Filters and Branch conditions are met, the action is Saved Successfully, and the required Service, template, permission, or target Process is Available.

Why was the Field not Updated?

Check whether the Field is in the updatable Data Range, whether the Field value complies with Field Type and validation rules, whether the System action has Update permission, and whether another action overwrote the Field.

Why was the notification not delivered?

Check whether SMS, Email, or External Notification services are enabled, recipients, mobile numbers, or Email addresses are valid, template variables Match, and External Personnel are within the notification scope.

When should I use Initiate Business Process?

Use Initiate Business Process when manual handling, Approval, Co-signature, or complex Node routing is still needed after Workflow conditions are met. If you only need to Update Fields, Send notifications, or create tasks automatically, Configure Workflow actions directly.