There are three steps to creating a workflow:

Step 1: Scheduling workflow

Workflows gives you the ability to perform different operations on the selected module such as: sending an email, updating fields, creating a whole new record in another module, creating an event or to do, etc. This answers the question why should we select a module here?

You'll need to specify when would you like to run the workflow. Workflow running conditions are all predefined and you only have to choose the condition that suite your requirements.

• Only on the first save- Triggers workflow on your first save i.e., when you create a new record.
• Until the first time the condition is true- Triggers workflow if your condition(Step-2) will be true. Once executed, your workflow will not trigger on the same record again. However, it will trigger actions on other records in the selected module.
• Every time the record is saved- Triggers workflow every time you will save your record—including first save.
• Every time the record is modified- Triggers workflow every time you edit and save your record—excluding first save.
• System

Step 2: Adding Condition(s)

Workflows will be executed on the records in the selected module. More often, you might only need to perform operations on selected records in that module. This is where conditions will come into play. Workflow will only be executed on the records that satisfy the condition specified by you.

For instance, you would like to create a workflow on Deal Pipeline module. You want the workflow to execute operations on records where 'Deal Stage' is 'Screened'. So, your condition will be Deal Stage Is Screened.

You'll find two different options while defining conditions. The functionality of the conditions is described below with an example
All Conditions : Filters records based on AND condition.

For instance,

                    Condition 1

                    AND

                    Condition 2

                    AND

                    Condition 3

                   

                    Displays the results if and only if ALL conditions are matched. If one condition is failed, other queries will not be executed.

Any Conditions : Filters records based on OR condition.

For instance,

                    Condition 1

                    OR

                    Condition 2

                    OR

                    Condition 3

                   

                    Displays the results if at-least ONE condition is matched. If one query is failed, other queries will  be executed.

Notes:

• By default, AND condition is enabled between ALL conditions and ANY conditions. This will help you in grouping the two conditions, altogether.
• You can provide existing or custom criteria while defining conditions.
• You can define multiple conditions for a workflow by clicking on Add Condition button.

Step 3: Adding Task(s)

The actions that should be executed with the help of workflows can be configured through tasks, while previously defined steps are just to provide directions and inputs.

There are following tasks that can be defined.

• Send Mail: To send an email notification
• Invoke Custom Function: To update target fields of records in a module when actions are performed on source field in a different module
• Update Fields: To updates field(s) of selected module
• Create Entity: To create a new entity.

To setup a workflow, follow the below steps:

1. Click on CRM Settings icon () in the top right corner of the panel.

2. In the Other Settings, click on Workflows.

3. The Workflows window is displayed. Click on New Workflow button in the top right corner of the panel.

4. The Create Workflow window is displayed. Specify whether you wish to create it for Module or from Template. Choose a module or Template from the dropdown. Click Create.

5. The Edit Workflow window is displayed. To schedule workflow, enter the description. Choose an event when the workflow shall run.

6. Click on New Condition Group on the top right corner of the panel.

7. The field will be activated. Specify a value and add a rule. Click on the value field.

8. The Set Value window is displayed. Specify the value type, i.e., Raw Text, Field or Expression. Specify the value. Click Save.

9. To add another condition, click on New Condition button. Another field will be activated.

10. To delete a condition, click on Delete icon.

11. Click on New Task button on the top right corner of the panel.

12. The Create Task window is displayed. Choose a task from the dropdown. Click Create.

13. Click Save to save the workflow.

14. To edit a workflow, click on Edit () icon. Update the details and click Save.

15. To delete a workflow, click on Delete () icon.  A popup drops down. Click OK to delete the workflow.