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Orchestrate Your Business with Sugar Workflow

Chris RafflePartner Support Supervisor

04/12/2023 1

What Can Workflows Do For You?

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Overview of Workflows

Workflows trigger when a module record is saved and one or more conditions are met

When triggered, workflows can…Automate processes within the application

Email notifications

Workflow Basics

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How Workflows Are Triggered

Individual record saves in Sugar

Mass updates in Sugar

Records created/updated from the portal

Records created/updated through SOAP or REST

Records created/updated via workflow

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Types of Workflows

On SaveNew and/or existing records

Time ElapsedNew and existing records

Customizable time parameterstselect_type_dom dropdown list

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Workflow Conditions – Time Elapsed

When a field in the target module changes to or from a specified value

Field does not change for a specified amount of time 

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Workflow Conditions – On Save

When a field in the target module changes to or from a specified value

When the target module changes

When a field on the target module changes

When a field in the target module contains a specified value 

When the target module changes and a field in a related module contains a specified value 

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Workflow Actions

Email notificationsCan be sent to users, accounts, contacts, leads and much more!

Create custom workflow email templates with dynamic variables

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Workflow Actions

Update records in the target module or a related module

Cascading updates

Create new records related to the target module or related to the related module.

Email Alert Templates

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Email Alert Templates

Add dynamic field variables to workflow template

Variables can contain past or present values for fields

Variables can also be populated from related modules

Specify a ‘From’ name and email address

Unlike normal email templates, cannot contain attachments

Common Workflow Tips

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Workflow Tips

New records from portal should always be a time elapsed workflow

Relationships are not set on initial save

Workflows can fire off of records modified by any workflow

Utilize ‘Workflow Sequence’ to ensure your workflows fire in the desired order

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Workflow Tips

Proper setup for time elapsed workflowsMake sure the scheduler is active

Make sure the cron job is running on the server

Set to ‘New and Existing Records’

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Workflow Tips

For SugarCRM users to receive email alerts, notifications must be enabled for the system AND the user

“Advanced Search” – A great and often overlooked tool

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Live Demo

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Questions?