Working with Workflow Rules
The Zoho IOT application provides a three-step configuration process: When, Condition, and Action, to create a workflow rule. This document provides the steps to configure and work with the workflow rules in detail.
Note: All automate operations require necessary permissions. Refer to the Users and Profiles document.
Creating a Workflow Rule
To create a new workflow rule:
1. Access the Developer Application.2. Click the Automate tab.3. Click the Workflow Rules option in the left pane. The workflow rules available(if any) are displayed in the right of the screen.4. Click the Add Workflow Rules button in the top-right corner of the screen. The New Workflow Rules addition form is displayed.
5. Provide the name and description for the navigation menu.6. Select the Module/Model on which the rule will be executed.7. Ensure the Status toggle is set to ON.8. Click Next. The workflow builder's "When" section is displayed for further configuration.
The first step in configuring the workflow rule is to identify "when" the rule needs to be triggered i.e the "Rule Trigger".
9. Select "Based On Record Action" or "Based on Date/Time" as per your requirement.The options available when any of the trigger is selected is provided below:1. For "Based On Record Action":
- Created: The rule will be run when any record is created for the selected module/model.
- Edited: The rule will be run when any field in the record is edited, specific fields are edited, or any field in a section gets edited in the selected module/model.
- Edit/Created: The rule will be run when a record is edited or created in the selected module/model.
- Deleted: The rule will be run when a record is deleted from the selected module/model.
2. For "Based On Date/Time":
- The rule will be run based on the data/time conditions set for the selected field. Multiple options such as "Date of Execution", "Time of Execution", and "Repeat On" is used to define the date, time, and frequency at which the workflow rule must be executed.
10. Click Next. The workflow builder's "Condition" section is expanded and displayed. Here, you need to configure the condition to be checked for executing the workflow rule on the selected Module/Model. You can choose for all the records or for specific records that match the condition specified in this section.
11. Select Apply Conditions or All <Selected Module/Model> option.
- Apply Condition: The rule is triggered for the records that meet the additional conditions specified in this section, and those that fall within the selected Rule Trigger option.
- All <Module/Model>: The rule is triggered for all records in the selected module/model that fall within the selected Rule Trigger option.
12. Click Next. The workflow builder's Action section is expanded and displayed. Here, you need to configure the action to be performed when the Rule Trigger and Conditions are met.
You can create the email notification, custom function, or webhook action in the resultant popup screen when selecting the respective action. Or select an already created action.
Availability
All Workflow Rule actions require necessary permissions. Refer to Users and Profiles document for more details.
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