Adding Workflow Steps

After creating a new Workflow then specifying the Table and trigger type, you can define the steps that are carried out after the Workflow has been triggered.

Firstly, the Workflow Conditions can be specified. This is an optional step that limits when a Workflow action will be taken. For example, you may wish to send an alert to the Delivery team when an Order has been updated to ‘Ready to Ship’. This would be achieved by creating a Workflow for Order that has a trigger type of Update Record and then adding a Workflow Condition to proceed only if the Order Status Field is updated to ‘Ready to Ship’.

Once the Conditions have been specified, you can then configure the Actions that are taken. Currently Gridfox supports the sending of emails as a Workflow Action.

Workflow Conditions

You can limit which Records that a Workflow carries out the defined Workflow Actions on by using a Workflow Condition.

Workflow Conditions can be added to Workflows where the trigger type is Create Record, Update Record or Schedule.

Workflow Conditions cannot be added to Workflows where the trigger type is Delete Record.

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A Workflow can have only one Workflow Condition specified.

For Workflows with trigger types of Create Record or Update Record, a Workflow Conditions can be defined as one of the following options:

  • When a User Field on the Workflow Table matches a specified User
  • When a List Field on the Workflow Table matches a specified list item

For example, you may wish to send an email to the Sales Director when a new Opportunity is created where the Opportunity Priority is set as ‘High’. This would be achieved by adding a Workflow Condition to a Create Record Workflow.

For Workflows with a trigger type of Scheduled, a Workflow Condition is defined by using a Saved Filter. This filter must include the Records that you wish the Workflow Action to be taken on.

For example, you may wish to send an email each week to all team members with a list of their outstanding Tasks. This would be achieved by creating a filter for Tasks where the Status is To Do and then choosing this filter as a Workflow Condition on a Schedule Workflow.

Adding a Workflow Condition to a Create Record Workflow

Start by creating a new Workflow and adding a Create Record trigger type block. Alternatively, open up an existing Workflow.

Workflow canvas with create record trigger added

To add a Condition to the Workflow, drag the Filter Records block onto the canvas. Click on the block to open the filter settings.

Adding Filter Records block to workflow canvas

In the filter settings menu, all User and List Fields for the Workflow Table will be listed.

If you would like the Workflow Action to only be taken when a Record is created where the selected User Field matches a specified User, select the User Field in the menu and then choose a User from the list. This will list all Users who are currently invited to the Project. Click Apply to confirm the settings.

Create Workflow Filter Records settings for User field

Alternatively, if you would like the Workflow Action to only be taken when a Record is created where the selected List Field matches a specified list item, select the List Field in the menu and then choose a list value. Click Apply.

Create Workflow Filter Records settings for List field

You can now add the Workflow Actions to your Workflow.

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If you had set up a Workflow with just a Trigger and an Action, you can add a Condition at a later date by dragging and dropping the Filter Records block onto the canvas.

Adding a Workflow Condition to a Update Record Workflow

The steps to add a Condition to a Workflow that has a trigger type of Update Record are the same as the steps to add a Condition to a Workflow that has a trigger type of Create Record, as detailed above.

Adding a Workflow Condition to a Scheduled Workflow

Workflows with a trigger type of Schedule use Saved Filters as the Workflow Conditions. Before configuring the Workflow, ensure you have created a Saved Filter which covers all Records that you would like the Workflow Action to be taken on.

Start by creating a new Workflow and adding a Schedule trigger type block. Alternatively, open up an existing Workflow.

Workflow with Schedule Step on canvas

To add a Condition to the Workflow, drag the Filter Records block onto the canvas. Click on the block to open the filter settings.

Adding Filter Records block to workflow canvas

Choose the Saved Filter from the menu and click Apply.

You can now add the Workflow Actions to your Workflow.

Send Email Action

Once you have configured your Workflow trigger and optionally added a Condition, you can add in a Workflow Action. This described the the actions that will be taken on any Records picked up by the Workflow.

The Send Email Workflow Action will send an email to a defined set of Users.

Adding a Send Email Workflow Step

First, open up the Workflow that you would like to add a Send Email Workflow Step to. Alternatively, create a new Workflow.

Drag the Send Email block onto the canvas and click the block to configure the email.

Adding a Send Email Workflow block to the Workflow canvas

Specifying Email Recipients

The first option to configure is the recipients of the Workflow email. There are two categories of email recipient that can be chosen:

  1. Specific Users or User Groups

    This sends the email to the defined list of recipients. The recipient will be the same regardless of the Record that triggered the Workflow.

    An example of this would be sending a notification of a new hire to the HR Group.

    To set the recipients, select the Users and Groups tab then click in the Add Recipients menu. Select the desired recipients from the list.

    Email Recipient User & Group Menu

  2. User or User Group in a Field on a Record

    This sends the email to whichever User or Group is selected in a specified Field on the Record (or Records) which triggered the workflow.

    For example, you could send a new task notification to the task owner, where Owner is a Field on the Task Record.

    To set the recipients, select the Users or Group Field tab then click in the Select Field menu. Select the desired recipients from the list.

NOTE

You can set the email recipient to be either a User or Group, or to be based on a User or Group field. You cannot select both a specific User recipient and a User based on a Field.

Collate Results by Recipient Setting

In the case of a scheduled Workflow, you can select to collate the results by recipient.

This means that each User will receive only one email for all the Records where they are in the selected User field. In the example above, if the User had three tasks assigned then they would receive a single email for the three tasks.

Unchecking this option will mean that a User receives an individual email for every Record included in the Workflow where they are the User in the specified User Field. In the example above, if the User had three tasks assigned then they would receive three emails, where each email is for each one of the tasks.

Defining Email Subject & Body

Set the subject for the email in the Email Subject text box.

Workflow Email Subject Text box

The body of the email can then be defined below. You can use the formatting tools provided to change the layout of the email for the recipients.

Workflow Email Body Text box

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There is a 10,000 character limit on email body content.

Including Records in Email Body

You can optionally select to include Record information in Workflow emails. This gives the email recipients quick access to the Records that they need to review. For example, if you are sending a weekly task reminder to your team, including the Records in the email will allow them to see at a glance what they have outstanding rather than needing to navigate to the correct view in Gridfox. The email will also include a link to each Record so they can quickly navigate and update the Records as required.

If you select to include Records for a Workflow with trigger type Create Record or Update Record, then the Record table will include just the Record that triggered the Workflow itself.

If you select to include Records for a Workflow with a trigger type of Schedule, then the Record table will include all Records from the Table which match the Saved Filter used in the Filter Records step. Where you have selected to set the email recipient to be a User or Group Field, each User will receive only the Records which have their User in the specified Field.

To include Records in emails, select the link below the email body for Click to include a table containing the workflow records.

Button to include records on workflow email

You can customise the Fields from the Record which will be sent in the email by dragging and dropping the Fields.

NOTE

Icon and image fields cannot be included in emails.

Once you are happy with the email content, click Apply to close the email settings and click Save in the top right of the canvas.

Configuring record fields in email workflow

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Your Workflow will be active as soon as you save it so be sure to check the settings before saving.