To automize your business workflow our platform (Force.com) includes Workflow Rules. These rules are used to trigger specific actions within your Propertybase based on criteria you suggest. This can be from auto populating fields, creating tasks for users or even sending out emails to customers. As an PB Administrator you can create these by going to Setup/ Create/ Workflow Rules & Approvals/ Workflow Rules. The creation of a workflow consists of 4 steps.
Step 1. Select Object - Workflows only work within one object. The first step is to select the object you would like this workflow to trigger in.
Step 2. Add your Workflow Rule's criteria - In this step the criteria of when your workflow will be triggered is added.
- Rule Name - Create a title for your workflow that identifies what it does and is easily recognizable
- Evaluation Criteria - Determine when this workflow rule will trigger. There are three main options:
- a. created - workflow rule only triggers when a record is created
- b. created, and every time it's edited - workflow rule triggers when record is created, and every time record is edited and saved.
- c. created, and any time it's edited to subsequently meet criteria - workflow rule trigges when record is created and when ever the rule criteria is met again in the future.
- Rule Criteria - Specify when workflow rule will trigger (activate) based on values that are changed within the system. In this case when values of fields found within that object are modified
- Add filter logic - In the case when various criteria are specified you can add filter logic to determine when the workflow rule will trigger
Step 3. Adding Workflow Actions - Configure which actions will occur after workflow rule is triggered.
There are 3 main types of workflow actions available to perform within a workflow rule:
- Tasks - Assign a task to a user within the system
- Email Alerts - Send an email to a user, contact or specific person of interest
- Field Update - Change a value of a field based on the workflow rule
Workflow actions can be performed immediately when the workflow rule is triggered or can be time dependent to trigger in a determined date in the future (specific time after rule trigger date) or before specific time before the rule trigger date). To add a Time-Dependent action, a Time trigger will first need to be added.
- Determine whether the action should trigger within hours or days
- Select if the action will be made after or before the rule date trigger
- Finally select which date field the action will depend on
After the Time Trigger has been defined all the necessary actions can be added. Once all actions have been added you will need to finalize the process by activating the workflow rule. Simply click on the Activate button.
Keep in mind that you can't add or remove time triggers if:
The workflow rule is active.
The workflow rule is deactivated but has pending actions in the queue.
The workflow rule evaluation criteria is set to Evaluate the rule when a record is: created, and every time it’s edited.
The workflow rule is included in a package.
You can deactivate a workflow rule at any time. If the rule has pending actions in the workflow queue, editing the record that triggered the rule removes the pending actions from the queue. If you don't edit the record, the pending actions are processed even though the rule has been deactivated.
Activating the Workflow Rule will put it into affect and whenever the rule criteria is matched on the object specified, the actions will take place!
Field Updates can also be a very powerful action to automate you business flow. One of the interesting features of the field updates is that you are able to trigger a second workflow based off a initial one. In order for this to take place make sure that you mark the checkbox "Re-evaluate Workflow Rules after Field Change" to TRUE on the first Field Update, so the system knows to run the second workflow.
For further documentation please see the Help for this Page link at the top right corner of the Workflow Rule page in Propertybase. There you will find detailed information on every aspect of the Workflow Rules.
For further information and examples on this topic, check out these Examples of Workflow Rules.