Workflow allows you to execute the same commands available in Triggers, but also build in a flow and more detailed logic. You can let it flow linearly from stage to stage or split the workflow into multiple branches. It also lets you build actions that users can take instead of just automatic actions. You can also control what actions are available depending on what stage the workflow is in.
Each workflow is setup for a specific of record type (such as contacts, matters, etc.). It is made up of Nodes (which organize the workflow and manage not only where in the process they are but what actions are available to them), Actions (which can either happen automatically based on criteria or when a user triggers them), and Commands (which do things in Centerbase like create/update records or send out e-mails).
Each record in Centerbase can be on one and only one workflow at a time.
In the Workflow Manager you can edit an existing workflow by clicking its name in the list. You can create a new Workflow by clicking the New button at the top. This will prompt you for a few pieces of information:
- Name: The name you want to give the workflow. This is what will show on the list of workflows, the workflow history, and the list of workflows to attach to.
- Description (optional): A detailed description of what the workflows is doing and why. Can also be used to add notes about the history of changes made to a workflow over time.
- Item Type: The type of record this workflow is associated with (such as matters, contacts, or bills). Only records of this type can be attached to this workflow. This will also control what queries and fields are available for actions and commands.
- Status: You can mark this workflow as either active or inactive. If a Workflow is marked as Inactive, all records currently attached to this workflow will have the workflow cancelled and new records cannot be attached to it
On Item Creation Run This Workflow: If this is checked any new records of this type that are created will automatically start this workflow. Any existing records will NOT be automatically attached to it. There can only be one workflow of each record type marked as “Auto-Run”.