Trigger Workflow Rules from subform row actions

Trigger Workflow Rules from subform row actions

Hello all, 
 
Previously, workflow rules could only be configured at the module level, which meant subform data had to be tracked and managed manually. With this update, workflow rules can now be triggered directly by actions within subform rows, giving users more granular control over record automation. 
 
For example, let’s assume that the Deals module has a subform called Product Details where sales reps list every product line item tied to that deal. A workflow rule can now be configured to trigger the moment the Discount (%) field on a product row exceeds 50%, instantly notifying the sales manager and updating the Approval status field on the parent Deal record to "Pending review." This means significant discount changes are caught and escalated automatically, with no manual monitoring required.



What's new 

Workflow Rules home page 

  1. Users can now choose either a module or a subform as the basis for a workflow rule.

  2. In addition to the existing module filter, users can now also filter workflow rules by subforms.

Trigger 

  1. Trigger on subform row actions, including added, modified, added or modified, or deleted—or on date/time fields (created time, modified time, or custom fields), with defined execution time and recurrence. For row modifications, choose between Any field gets modified or Specific field(s) get modified, with your own defined conditions.
  2. Users can now choose either a module or a subform as the basis for a workflow rule.

Conditions 

You can now build richer logic that looks at both the parent record and its subform rows.
  1. Subform-level conditions: Apply conditions directly on subform fields (for example, only run the rule for customized orders that meet certain criteria in the subform).
  2. Parent module–level conditions: Combine subform filters with conditions on the main module fields (such as order status, customer type, or priority). This lets you precisely control which orders and which customized order rows your automation should apply to.

Actions 

Once a trigger and its conditions are met, you can execute a range of instant actions at the subform level. Supported instant actions for subforms include field update, email notification, SMS notification, webhook, and function. With the field update action, you can update the fields of the subform, parent module, and lookup module. 
 
For example, in the Deals module, when a row from the Product details subform is modified and the Discount (%) exceeds 50%, the workflow rule can trigger multiple field update actions at once: 
  1. Subform field: Update Approval required on that same product row to "Yes" (marking the specific line item that triggered the review).
  2. Main module field: Update Discount approval status on the parent Deal record to "Pending Review" (so the deal gets fast-tracked for approval).
  3. Lookup module field: Update Last high-discount flagged date on the linked Products module record to Execution day.


This enhancement lets customers automate critical workflows tied directly to detailed, row-level data in subforms, cutting down manual monitoring while ensuring timely communication and record updates. By defining precise trigger conditions, only relevant changes set off actions, keeping processes efficient and responsive.
 
That is all about the Workflow Rules for subforms. Feel free to leave your thoughts as comments below.

Info
Release plan
All DCs | All editions 
 
Release status 
This enhancement is released to all customers of all DCs.

Regards, 
Fiona