Adding a Workflow Rule

You can create and configure a new workflow using the following steps:

Step 1: Create a new workflow rule

  1. Open Bigin Developer Console.
  2. Go to Automate > Workflow > Rules.

    The Workflow Rules page appears.

  3. Click the + Create Rule button.
  4. On the Create New Rule window, do the following:
    • From the Module drop-down, select a module on which you want to create a rule.
    • For Rule Name, type a name for the rule as needed.
    • For Description, type a description that explains about the rule.
  5. Click Next.

Step 2: Select when to execute a rule

  1. On the workflow configuration page, from the rule trigger section, select one of the following:

    On a record action

    When you select the On a record action option, the workflow rule executes on any of the following record actions:

    • Create - Executes the rule when you create a record.
    • Create or Edit - Executes the rule when you create or edit a record.

      If you want to repeat the workflow flow whenever the record is edited, select the Repeat this workflow whenever a <record> is edited check box.

    • Edit - Executes the rule when you edit an existing record.

      If you want to repeat the workflow whenever the record is edited, select the Repeat this workflow whenever a <record> is edited check box.

      Note: On the developer console UI, <record> appears as the selected module name. For example, Repeat this workflow whenever a contact is edited.

      When you select the Edit option, you can also specify one of the following:

      • Any field gets modified - Executes the rule when you modify any field of the existing record.
      • Specific field(s) gets modified - Executes the rule when you modify the specific fields of the existing record.

      You can set the criteria for executing the rule when a specific field is modified to a certain value.

    • Delete - Executes the rule when you delete a record.

    On a Date/Time

    When you select the On a Date/Time option, the workflow rule executes based on the selected Date/Time field. After the selection of the Date/Time field, you can further specify the execution criteria based on the Date/Time field.

    Each module contains specific date/time fields. You can check the available Date/Time fields for each module in the following table:

    ModuleDate/Time Fields
    Contacts
    • Created Time
    • Modified Time
    • Last Activity Time
    • Unsubscribed Time
    • Date of Birth
    Companies
    • Created Time
    • Modified Time
    • Last Activity Time
    Pipelines
    • Created Time
    • Modified Time
    • Last Activity Time
    • Closing Date
    Tasks
    • Closed Time
    • Reminder
    • Created Time
    • Modified Time
    • Due Date
    Meetings
    • From
    • To
    • Created Time
    • Modified Time
    • Check-In Time
    Calls
    • Call Start Time
    • Created Time
    • Modified Time
    Products
    • Created Time
    • Modified Time
    • Sales Start Date
    • Sales End Date
    • Support Start Date
    • Support End Date

    When you select a Date/Time field, the configuration page refreshes with the following fields:

    • Define execution date - From the drop-down, select the execution date. You can also specify custom execution date.
    • Execution time - From the given options, select any of the options as needed. You can also specify custom execution time.
    • Recur - From the drop-down, select an option to repeat the execution of the workflow rule.
  2. Click Next.

Step 3: Specify conditions to execute a rule

  1. On the workflow configuration page, from the rule criteria section, select one of the following:
    • <selected module name> matching certain conditions - When you select this option, you should specify the conditions that filter the records from the selected module. You can specify more than one condition. For more information, see Specifying Conditions.
    • All <selected module name> - When you select this option, the rule criteria applies to all records of the selected module.

      Note

      On the developer console UI, <selected module name> is the name of the selected module. For example, Companies matching certain conditions or All Contacts.

  2. Click Next.

You can now add instant or schedule actions to the specified condition.

(Optional) If you select <selected module name> matching certain conditions in the above rule criteria, you can configure another condition. To configure, do the following:

  1. Under CONDITION 1, click +Add another condition.
  2. From the new rule criteria section, select one of the following:
    • <selected module name> matching certain conditions - When you select this option, you should specify the conditions that filter the records from the selected module. You can specify more than one condition. For more information, see Specifying Conditions.
    • <selected module name> that do not meet any of the above conditions - When you select this option, the rule criteria applies to all records of the selected module that do not meet any of the above configured conditions.
  3. Click Next.

You can repeat the above steps until you select the <selected module name> that do not meet any of the above conditions criteria.

Step 4: Add instant and schedule actions

After setting up a criteria for the workflow, you can now select actions that get executed when you meet the configured conditions.

To add instant actions, follow these steps:

  1. On the workflow configuration page, under the configured conditions, select Instant Actions.
  2. From the displayed menu of instant actions, select the following:
  3. Click Save or add Schedules Actions.

To add schedule actions, follow these steps:

  1. On the workflow configuration page, under the configured conditions, select Scheduled Actions.
  2. Provide Rule Trigger Time in Hour(s), Day(s), or Minute(s).
  3. To add an action, click +ACTION.
  4. From the displayed menu of scheduled actions, select the following:
  5. Click Save.

The new workflow rule is created.