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Workflow Wizard

Workflows are how you automate processes within Ivinex. If you want to send an email every time a record is updated, you will accomplish it with Workflows. Workflows are a very powerful tool, so use them with caution.

You will find the Workflow Wizard in the General Settings area (fig. 1).

Fig. 1 – Workflow Wizard Link

To open the Workflow Wizard simply click the “Workflow Wizard” link. You will see a green popup box labeled “Workflow Wizard” (fig. 2).

Fig. 2 – The Workflow Wizard

Workflow Group

The Workflow Wizard’s layout is fairly simple, with a table heading for all the Workflows and then groups, which when expanded (by clicking the + button next to their name) will show any Workflows that the group contains (fig. 3). You can edit a group’s name or delete it by clicking its Edit or Delete buttons, respectively.

Fig. 3 - A Workflow Group with no Workflows listed

Fig. 3 – A Workflow Group with no Workflows listed

You can create as many groups as you want by clicking the “New Group” button at the bottom of the Workflow Wizard popup.

Workflow Items

To add a Workflow, first select the group you would like to place it in, then click the “Add New” button. You will see another green popup with the title “Workflow Item (fig. 4). This is where you begin creating your new workflow.

Fig. 4 - A New Workflow Item

Fig. 4 – A New Workflow Item

The Workflow Item form has a few different fields at the top.

  • Name: This is where you enter the name of your new Workflow.
  • Type:This dropdown box will determine when your workflow is triggered, so it’s important that you decide carefully what type of workflow you want to create. The workflow types available to you are: “Timer”, “When a record is created”, “When a record is updated”, “When a record is created or updated”, and “When two records are linked”.
    • Timer: A Timer workflow has lots of Sub Options (fig. 5).

      Fig. 5 - Time Workflow type

      Fig. 5 – Time Workflow type

      • Timer Type:The type of timer you want to use.
        • Specific day(s) of the week: A timer Workflow can be triggered on a day of the week by checking the days of the week that you want to run the workflow (Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, and Saturday).
        • Specific day(s) of the month:A Timer Workflow can also be triggered on a day of the month by checking the months that you want to run the workflow (January, February, March, April, May, June, July, August, September, October, and December).
          • Day of Month: Which day of the month you want the timer to run (1-31).
        • Time of Day: No matter which Timer Type you choose, you should normally always set the “Time of Day” field. Leaving it blank will cause the workflow to run at exactly midnight on the dates that you set.
        • Next Trigger Date: The last Sub Option of the Timer Workflow is “Next Trigger Date”, which you will normally leave blank, unless you want to trigger the workflow for the first time at a specific time that is out of sync with when you set it up to trigger.
    • When a record is created: This will cause the workflow to trigger when a record is created.
    • When a record is updated: This will cause the workflow to trigger when a record is updated.
    • When a record is created or updated: This is will cause the workflow to trigger when a record is either created or updated.
    • When two records are linked: This will cause the workflow to trigger when two records are linked to each other. This Workflow Type has extra options.
      • *Module (currently named Tab): Lists all the modules in your site.
      • *Module 2 (currently named Tab 2): This field is a dropdown next to the “Tab” option that lists all the modules in your site. This option is there so the workflow knows what two modules to watch for links.
    • When two records are unlinked: This will cause the workflow to trigger when two records are unlinked from each other. This workflow Type has extra options.
      • *Module (currently named Tab): Lists all the modules in your site.
      • *Module 2 (currently named Tab 2): This field is a dropdown next to the “Tab” option that lists all the modules in your site. This option is there so the workflow knows what two modules to watch for links.
    • When a button is pressed: This workflow is designed to work specifically with the Button Field Type. When you create a button in your module, and view its field display options, there will be a workflow option that you can set. This workflow Type has extra options.
      • *Module (currently named Tab): Lists all the modules in your site.
  • Group: Which workflow group this workflow belongs to. Changing this option doesn’t change functionality, just how the workflows are organized in the wizard.
  • *Module (currently named Tab): Once you select the workflow type you want, you’re going to need to pick which module (or if you selected the “When two records are linked” type) or 2 modules you want to watch. You do this by picking a module in the “Tab” dropdown. All the modules from your site are listed there (fig. 6).

    Fig. 6 – Workflow Item, Selecting “Tab”

    Once you select a module you will see a new field added just below the “Tab” dropdown labeled “Filter”.

  • Filter: You can create a filter by clicking the “New Filter” button. Filters work for workflows just like they do everywhere else in Ivinex. 
    Tutorial: Using Filters

Actions

Actions are what a workflow actually does. Up to this point we’ve just been configuring when a Workflow will trigger, and on what records. To actually get a workflow to do something we’re going to have to add some actions. Start by clicking the “New Action” button. You will then see a green popup box labeled “Workflow Action”.

Warning: When attempting to set a Linked_Record with a workflow, you must use the |0 syntax as this field type is stored as an ID only. Please see Syntax Codes and Equations for more information.
  • Workflow Action
    • Name: Start by giving your Workflow Action a name in the first field labeled “Name”.
    • Action: Next you’re going to select a type of action you want to perform from the “Action” dropdown. There are 5 options to choose from: “Update existing record”, “Create new record”, “Send email”, “Link record”, and “Send Survey” (fig. 7).

      Fig.7 – Workflow Action Types

      • Update existing Record: This option will let you update an existing record. Selecting this action will also add a “Tab” dropdown below the “Action” field.
        • *Module (currently named Tab): Select from the options available (fig. 9)

          Fig. 9 – Workflow Action, Tabs

          • Triggering Record: By default the option “Triggering Record” is selected. This option will cause this action to affect the record that triggered this workflow. This is useful if you want to make changes to the record that triggered this workflow.
          • Related (module name): The “Tab” dropdown lists all the modules in your site with the word “Related” before it. This means that it’s going to update any related records from the module you pick.
        • Filter: You can create a filter by clicking the “New Filter” button. Filters work for workflows just like they do everywhere else in Ivinex. 
          Tutorial: Using Filters
        • Details: After you decide what module you want to make changes to, you need to describe the changes you want made using the “Details” section that was added after selecting this workflow action. Begin by clicking the “Add New” button. This will add some new fields under the “Details” header (fig. 10).

          Fig. 10 – Details for the Workflow Action “Update Existing Record”

          • Details Dropdown: The first dropdown lists all the fields from the module you selected. The second field will change depending on what the field type is that you select from the first dropdown. If it’s a SELECT (DROPDOWN) field or other type of field that allows users to select multiple tabs you will see a set of 3 options. The first dropdown will remain the same (the list of fields from the module you picked) but the single text box will change to a set of two text boxes. The first of the two is a dropdown that has two options, “Specific Option”, which when selected will allow you to pick from all the options for the field you picked in the very first dropdown, and “User Input”, which will change the third select field into a text box and allow you to enter anything you want (fig 11). 
            Note: The following keywords are supported when using the “User Input” option. ‘Today’ and ‘Week’ (Sun-Sat). You can also use +/- modifiers. Some examples:
            • Yesterday: ‘Today-1′
            • Tomorrow: ‘Today+1′
            • This Week: ‘Week’
            • Next Week: ‘Week+1′
            • Now: ‘Now’

            Fig. 11 – Workflow Details Dropdown

          • Details Dropdown (Lookup Field Type):If you select a lookup field you will see something similar to what you would for a dropdown type field. However, in the second dropdown instead of the first option being “Specific Option” you’ll see “Lookup”. Selecting the first option in the second dropdown will cause a Lookup field to show to the right of the second dropdown that will allow you to select a record. The other option of the second dropdown is the same as it is on dropdown fields, “User Input”, which when selected will show a textbox to the right of the second dropdown that will allow you to enter any value that you want (fig.12).

            Fig. 12 – A Workflow action for a Lookup Field

      • Create new Record: Selecting this Action for you workflow Action Item will allow you to create a new record. It will add a “Tab” dropdown below the “Action” dropdown that will list all the modules available on your site. The module that you pick in the “Tab” dropdown will determine what module you want to create a new record in. You will have the same “Details” section that will allow you to set values for fields on your new record that this workflow will create. You will also have the same filter option as you do for the Action type “Update Existing Record”.
      • Send email: This option will allow you to send an Email with your workflow. This action will give you the same filter option as the previous two Actions, but it won’t give you a “Tab” dropdown since you’re not working with a record here, you’re sending an email that will be added to the history of the item that initiated the workflow.
        Warning:The Send Email workflow action MUST include a from email address or the action will fail.
        • Details:The Send email action will also give you a similar “Details” section as the previous two Actions, but with some different options, since we’re not working with a record from a module. You add details the same way as the previous two options, by clicking the “Add New” button under the heading “Details”. Adding a new detail will show you a dropdown box that will list all the different details you can add to your email (fig. 13).
          Fig. 13 - Workflow action, Send email

          Fig. 13 – Workflow action, Send email

          • Email To: This detail option allows you to enter an email address of whomever you’d like the email to go to. If you’d like to use an email address from the record that triggered this workflow you can do this: [Field: field_name], where “field_name” is the name of a field from the record that triggered this workflow. If you want to use an email address from a record that is linked to the one that triggers this workflow you follow similar syntax: [Field: Module_Name: field_name], where “Module_Name” is the name of the module that contains the related record, and “field_name” is the name of the field within that module.
          • Email From: This detail option is very similar to the “Email To” option, but it’s the email address that you want the email to be sent from.
          • Email Template: This detail option will allow you to select an Email Template for the email that you send. You can either use a lookup field (by selecting “Lookup” in the second dropdown) or enter the ID of the Email Template if you know it (by selecting “User Input” from the second dropdown) (fig. 14).

            Fig. 14 - Workflow Action, Email Template

            Fig. 14 – Workflow Action, Email Template

          • Report: This detail option will allow you to select and email a specific report (fig. 15).

            Fig. 15 - Workflow Action, Email a Report

            Fig. 15 – Workflow Action, Email a Report

          • Subject: This option will allow you to specify a Subject for the email that will be sent.
          • CC: Allows you to specify email addresses to CC when sending this email.
          • BCC: Allows you to specify bcc email addresses when sending this email.
          • Notification: This detail option will allow you to request a notification when whoever gets this email opens it. To request this notification simply select this detail option, check the box labeled “Notify on Open” and then select an email template that will be used when sending you the notification email (fig. 16).

            Fig. 16 – Workflow Action, Notify on Open

          • Email Account: This will allow you to specify an email account to send from. You would use this field instead of the “Email From” detail option. It shows a list of all the emails the Ivinex users enter in their personal preferences.
        • Link Record: This Action will allow you to link two records together.
          Note: The best use for this workflow action is to “bubble up” related records. Example: When an activity is linked to a contact, link the activity to the parent account/s as well.
          • *Module (currently named Tab): Selecting this action will give you a “Tab” dropdown that lists all the tabs within your site, and a filter button. To avoid linking the record that triggered this workflow to too many records from the module you picked in the “Tab” dropdown make sure to create a good filter.
          • Filter: You can create a filter by clicking the “New Filter” button. Filters work for workflows just like they do everywhere else in Ivinex.
            Warning: The filter system does not currently affect the LINK RECORD workflow action. This will be resolved in the near future.
             
            Tutorial: Using Filters
        • *Send Survey: Under development.

Once you’re satisfied with your Workflow Action click the “Save” button to save it and close the “Workflow Action” popup box.

You can add as many Workflow Actions as you want, and when you’re done go ahead an click “Save” at the bottom of the “Workflow Item” popup to save and close it. After doing so your new workflow will then be listed in the Workflow Wizard popup under the workflow group that you created it in.

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