The Trigger in a Workflow is the event needs to happen in order for the Workflow to run. There are also a number of additional filters that can be applied to further specify when exactly the workflow will run.
Triggers with Use Cases:
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 Link Added: 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.
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.
Field Updated: This event will only trigger the workflow when the value of a given Field(s) is changed to meet the Trigger App Filter Criteria. An example for use of this event would be to archive a Project if the Status changes to Unapproved. The trigger app Filter would be Status equals Unapproved and the Action could be to Archive the Record. Then, if the status value is updated and is now Unapproved the Project will be archived.
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 Archived & Record Un-Archived: This will trigger an Action 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.
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.
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 Linked to Parent: 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.
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.
Scheduled 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 in a specific Team meet the event criteria then select this team. You can select multiple teams more easily by using the arrow keys and hitting enter to select.
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 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.
NOTE: A more user friendly way of setting Filters is coming soon, for now entering Filters via string format is supported - See here https://support.softools.net/hc/en-gb/articles/360014165837-Building-Filter-Strings-filter- for information on string Filters.
You can add multiple Field value criteria by using and / or in the Filter String, in which case all defined criteria must be met in order for the Workflow to trigger.
Remember, you must click 'Update Workflow' at the bottom in order to save a new Workflow or equally any changes to a pre-existing one. Alternatively, to remove a Workflow click the arrow next to 'Update Workflow' to bring up the Delete option.
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