Create a Triggered Workflow

Overview

Zift PRM Triggered Workflows are automated processes that are run as a result of updates to data. These updates can come from any source, including user activity, API calls, or CRM synchronization.

Workflows support a range of actions, for example, being able to carry out calculations, update a record, send an email or call a webhook to an external API.

Conditions can also be added so that a workflow only runs under certain circumstances. For example, a triggered workflow could be created to send an email when a lead changes to a particular status.

Before You Begin

• Log into Zift PRM Admin as an internal user with adminTask Level 2 rights or higher.
• Triggered Workflows are all V2 workflows. Unlike other Workflows, they cannot include any SQL statements.

How to add a Triggered Workflow

1. Navigate to Business Rules > Workflow Triggers.
2. Click Add (top right corner).
3. Provide the following information:

Parameter		Type		Description
ID		Auto-generated		This unique identifier will be automatically generated after the new Triggered Workflow is saved.
Name		Text		Enter a user-friendly name for this workflow so administrators can identify it.
Entity Type		Dropdown List		Select the Entity Type that this Workflow will act on.
Only trigger on record creation		Boolean		[Optional] Select Yes to only trigger the workflow when a new Entity instance is created. Select No to trigger the workflow when a new Entity instance is either created or modified.
Select the field that must be updated on the record for this rule to run on update		Multi-select List		[Optional] Select which fields must be modified to start the Triggered Workflow.
Trigger this record on time passing since the data changed		Boolean		[Optional]  Set a delay between when a record changes and when the workflow will start. Setting this to Yes will cause the screen to display additional fields for setting the delay.
Define a condition that must be met for this record to enter the workflow		Text		[Optional] This field allows you to define a filter condition on this Triggered Workflow. For example, you can exclude changes that are made by your CRM or when a Lead is changed to a specific status.
Active		Boolean		[Optional] If set to No, the Workflow will not be triggered, even if the required conditions are in place.

4. Click Save.  This will open the step definition screen.
5. For each step and process step (substep) of the workflow, provide the following information:

Parameter		Type		Description
Step		Number		This is the step identifier.
Sequence in this step		Number		This is the sequence order for this process step within the step.
Process Step Text ID		Text		A brief description of what action is taken in this process step.
Evaluate this expression		Text		This is the condition which will be evaluated to trigger the workflow. The expression must evaluate to true or the workflow will not be triggered.
Take this action if the above expression is true		Dropdown list		Select the Action to take when the condition is met.
Description or comments		Text		Provide guidance for other users if necessary about the reason or purpose of this Process Step.

6. Click Save. [Optional] Add more steps or sequences.

Related Topics

• About Workflows