The Trigger in a Workflow is the event that will happen in order for the Workflow to run. There are also a number of additional filters that can be applied to narrow down when the workflow will run.
Event Triggers with Use Case
Record - Any Change: This event is a combination of all the following Record Events. An example Action for this trigger could be to notify users via a slack channel logging recent record activity in an App.
Note: This Trigger could generate a high number of workflows if the App is in high usage.
Record created: This will run a workflow on creation of a new record. An example Action for this trigger could be that when creating a new Audit it copy and links a set of Child Questions to the Audit from a master list of Questions.
Record updated: This event will be triggered on every save of a record except for it's creation. A typical example would be to email an Action Owner key Field information every time their Action has been updated.
Note: Record update does not include Record created event. If the workflow needs to run on Record creation and Record update you will need to create one workflow for each event trigger. Record updated event can be filtered down further to only act when particular Fields change value by using the Field updated event.
Record archived & Record un-archived: This will trigger an event when a Record is archived or un-archived. A use case here could be to hide forms containing detailed WorkPlan information when a WorkPlan is archived and then show the forms again when the WorkPlan is un-archived.
Field updated: This event will only trigger workflow on a Record update when the value in any Field listed in the trigger App filter has been changed and the trigger App Filter criteria is met. An example for use of this event would be to archive a Project if it turns if the Status changes to Unapproved. The trigger app Filter would be Status equals Unapproved and then if the status value is updated and it is now Unapproved then the Project will be archived.
Record copied: This event will trigger on a Record when it is copied. This could be used to lock down record access on monthly Financial records. When a month is copied via template copy to start the new month, the month that it was copied from has an action on it to set Read-Only access to the current users team preventing users in that team from making updates.
Comment added: Comment added will trigger a workflow when a user adds a comment to a record via the Comments icon in the bottom right of the screen. This could generate a notification to a Financial Lead that a comment has been added to a Monthly Financial Record.
Child record created: This event will be triggered by a Child Record on it's creation in a child scenario. This workflow could be to set Full Access to a Risk Owner on a Risk Record when it is created as a Child of a Project.
Child record linked: This event will be triggered from a Child record when it has been linked to a Parent. It could be to show a Form on a Child Question that contains metadata passed down from the Parent Audit when the Question is linked.
Child link added: This will trigger a workflow from a Parent record when a Child record has been linked to it. It could be used to send out an email with Summary Financial information for a Project every time a Child Resource is added.
Note: This workflow should be used in Apps where few child records are added over time. Otherwise it will generate a number of workflows if multiple child records are added in quick succession.
Schedule date: This workflow is not currently supported. It is a feature that is on our tech road map for future development. This will allow you to state a fixed time interval when workflow will run independently of any change to a particular record.
Trigger Filters
Enacted By Specific Team
You can filter down when the workflow will run to specific Teams. If you only want the workflow to run when Users inn a specific Team meet the event criteria then select this team. You can select multiple teams by holding 'Ctrl' whilst making the selection.
Enacted By Specific User
Similar to choosing specific teams, you can also select specific users. Select which Users will trigger the workflow when the event is met here.
Note: If specific Teams and Users have been selected then it will run if either the user is selected or the user is a member of a team selected. If no specific teams or users have been selected then the workflow can be triggered by all Users.
Trigger App Filter
The last layer of filtering is to specify when a workflow will run based on the event happening and also Field criteria being met. To add Field Value criteria to the Workflow Trigger, first click on 'Add A Filter', next select a Field, then the logic (Contains, Equals, …) and then the value for the field to meet the logic. You can add multiple Field value criteria, in which case all criteria must be met in order for the Workflow to trigger.
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