Defining workflow events

Learn how to define a workflow event.

To define a database event as a workflow event:

  1. Switch to the Rights info area in the Rights module.
  2. Click in the Workflow cell of the desired info area. The Workflow info area is displayed for the selected info area.
  3. Double-click on New Line to add a new workflow. The Load dialog box opens.
  4. Select a workflow and click OK. By default, the Related cell is enabled. This ensures that the next workflow is not started until this workflow has been completed. If you disable this option, the workflow is executed immediately if it is a hidden workflow. Up to 32 workflows may be active at one time.
  5. Click in the With Conditions cell to define a condition. The workflow is only executed if this condition is met, see Conditions in the User Manual.

    The condition is tested as soon as the event takes place, and the workflow is only added to the stack if the condition is met.

    Enable the New cell to initiate the workflow when a new record is added. The workflow is executed once the new record is saved. If a condition is defined in the With Conditions cell, the condition is tested before the workflow is executed.

  6. Enable the Del cell to initiate the workflow when a record is deleted. If a condition is defined in the With Conditions cell, the condition is tested before the workflow is executed.
  7. Enable the Upd cell to initiate the workflow when an existing record is updated. The workflow is executed once the record is saved. You can define conditions that need to be met by the record both before and after it is updated. Define the condition that needs to be met by the record before it is edited in the Old Condition cell. Define the condition applied to the updated record in the With Conditions cell.

    If you enable the Upd, Old Condition and With Conditions cells, the workflow is only executed if the record was changed from the status defined under Old Condition to the status defined under With Conditions.

    Example: A workflow should be executed if the Status of a contact record is changed from "Scheduled" (Old Condition) to "Completed" (WithConditions).

  8. If the Upd cell is enabled, you can use the Upd Fields column to determine that the workflow is only initiated after certain fields are edited. Click in the Upd Fields cell to open the Trigger Fields info area which displays all fields in the info area.

    • All the fields with a tick in only the Trigger cell (and not the Optional cell) must be edited before the workflow is initiated.
    • At least one of the fields with a tick in the Optional column must be edited before the workflow is initiated.

    In the above example, the workflow is only initiated once changes are made to the Date field and at least one of either the Contact or Status fields (or both). This condition does not affect the New and Delcolumns.

  9. Click on (OK) to return to the Workflow mask.
  10. Click on (OK) to return to the Rights info area.
  11. Save the access rights and assign them to the appropriate users, groups or stations.