Workflows allow you to execute the same commands available in Triggers, but also build in more steps and more detailed logic. You can let it flow linearly from stage to stage or split the workflow into multiple branches or directions. Workflows also allow you to build actions that users can control and when these actions are available dependent upon what stage the workflow is in instead of just automatic actions.
Each workflow is set up for a specific record type (such as contacts, matters, etc.). It is made up of Nodes (which represent the stages the record type goes through and are the back-bone of workflows), Actions (which are used to direct the workflow, can either happen automatically based on criterias or when a user manual triggers them), and Commands (which do things in Centerbase like create/update records or send out e-mails).
Note: 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 on the list. You can also 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 workflow does and why. Can also be used to add notes about the history of changes made to a workflow over time.
- Item/Record Type: The type of record this workflow is associated with (such as matters, contacts, or bills). Only records linked to this record 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 active, inactive, or stand alone(Trigger).
- Active: If a workflow is marked as Active, all records of the type can select the workflow from within the record type to start it
- Inactive: If a workflow is marked as Inactive, all records currently attached to this workflow will have the workflow canceled and new records cannot be attached to it.
- Stand Alone: If a workflow is marked as Stand Alone, it is created as a trigger
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 “On Item Creation Run This Workflow?”.
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