In our last CRM post we discussed the basic set-up for workflows. Today we are going to look at the different types of steps a workflow can perform when triggered.
The first set of steps will define criteria for the workflow.
This step allows you to define the criteria that needs to be met within the record.
This is the same action as a check condition, but it allows you to branch out what actions are taken based on which set of criteria is met.
A wait condition will put the workflow on pause until certain criteria is met. Once met the workflow will resume.
Parallel Wait Branch
Similar to a conditional branch the parallel wait branch allows you to branch out the workflow into separate steps based on which criteria is met.
The second type of steps will take specific actions on records.
Use this step to create a new record and set field values. Records of the same type or any related record type can be created using this step.
This step can be used to update the record attached to the workflow or any record related to the record attached to the workflow.
Records can be assigned to a team or user with this step.
Emails can be sent to a specific list or a dynamic user value, such as the record owner. Emails can contain template wording, dynamic values from the CRM record and hyperlinks to the record itself or outside URL’s. The recipient must have an email address entered within the system, so if they are not a user they must be entered as a contact record.
Start Child Workflow
Workflows start from one record and can affect the record itself and related records; however, sometimes it is easier to create a separate workflow that can be triggered to avoid having too many steps within one workflow.
This step will update a record’s status, such as active to inactive and open to closed.
This step stops your workflow as either succeeded or failed. It is important to stop your workflow to prevent resources from continuing to be utilized. Error messages can also be created with real-time workflows that will stop as failed when certain criteria is met.
In the next CRM post we will review some examples of how these steps can be used to build different workflows.
-Jerica Coleman, CRM and Power BI Consultant