Workflow Rules for Phases
Workflow rules for phases lets you manage phases more efficiently by defining criteria and actions that meets the business needs. For a workflow rule to function, a trigger and an action are both required. Workflow rules can be added, edited, reordered, and disabled.
Use case
If user wants phases assigned to a particular owner to automatically update the status to In progress and flag as external. When a phase is created, the rule checks: if the phase owner is a specific user, it updates the status to In progress and updates the flag to external . The rule exits after the first matching condition is found without checking subsequent conditions.
Workflow rules are associated with phase layouts. When creating a rule, users can select specific layouts or associate it with All Layouts.
Feature Availability: Latest user-based Enterprise plan.
Limit: A maximum of 20 workflow rules can be created or associated per phase layout.
Benefits
- Automate phase-level processes
- Automatically update phase fields
- Send email notifications for phase updates
- Trigger webhooks and custom functions
- Send WhatsApp notifications
Add a Workflow Rule
- Navigate to Setup (
) > Automation > Workflow Rules.
- Click the Phases tab, then click New Workflow Rule.
- Enter a Rule Name and Description.
- Select Layout.
- Select the Execution Condition:
- Based on User Action : trigger is user specific (when the phase is created, updated, etc.)
- Based on Date & Time : trigger is time specific (see Time-Based Workflow Rules)
- If Based on User Action, Select the trigger, click Add Criteria under Condition 1, choose a criterion, and select a value.
- Multiple criteria can be added under the same condition.
- Click the + icon below the condition to add the next condition.
- Click Add Action and choose an action from the dropdown.
- Check the Execute the next workflow rule box if you want to execute the next workflow rule in the Workflow Rule list view.
- Click Save Rule.
Edit a Workflow Rule
- Navigate to Setup (
- Click the Phases tab.
- Hover over a rule, click the options icon(
), and select Edit.
- Make changes and click Save.
Delete a Workflow Rule
- Navigate to Setup (
- Click the Phases tab.
- Hover over a rule, click the options icon (
- Confirm your action.
Executing Workflow Rules
Workflow rules execute automatically when enabled and when conditions match.
- Navigate to Setup (
- Click the Phases tab.
- Enable the rules to be applied.
- Select Execute Next Rule if rules should run sequentially.
The rule executes when the first matching condition is found. Subsequent conditions within that rule are not checked. Rules stop at the end of the list or at a rule where Execute Next Rule is not selected.
Reorder Workflow Rules
Workflow rules can be reordered. The order affects the sequence in which they are triggered.
- Navigate to Setup (
- Click the Phases tab.
- Hover over the rule to reorder and click the drag handle.
- Drag and drop the rule in the required order.