This guide outlines the steps for effectively utilizing the “Create Record” workflow action within a workflow configuration. This feature allows for the automatic generation of new records in a system based on specific workflow conditions.
Step 1: Select Record Type
- Record Type: Select the module in which the new record should be created based on the workflow configuration.
Step 2: Configure Workflow Connections
- Relate to Workflow Module: Choose this option if a relationship to the original record should be automatically established, from which the workflow creates the new record. This function is only useful if a relationship has already been configured in Studio or Module Builder.
- Copy Emails from Workflow Module: Activates the connection of all emails from the original record to the newly created record. The prerequisite is that the module in which the new record is created has a relationship with emails.
Step 3: Name the Action
- Name: Provide the workflow action with a descriptive name, so its function is immediately clear.
Step 4: Configure Fields and Values
- Add Field: After choosing the record type, an unlimited number of fields can be added using the “Add Field” button. Then, use the dropdown menu to choose whether to set the field to a fixed value or to carry over a value from the original record.
- Select Value: Direct entry or selection of a fixed value.
- Select Field: Access a list of the fields from the original record.
Step 5: Determine Transfer Timing
- Modify Always: The value is always transferred.
- Modify only if workflow field filled: The value is only transferred if a value is present in the original record.
- Modify only if record field empty: The value is set when no value exists in the created record.
For the creation of a new record, the setting can remain on “Always Change.”
Step 6: Add Relationships
- Add Relationship: Add multiple relationships that should be established when creating the new record. The dropdown menu provides access to all available relationships for the new record.
- Identify Relationships: Displayed in the format “Module : Relationship Name.”
- Select Relationship Value: Choose a fixed value (e.g., for a security group) or use the “Field” option to access relationships and relate fields of the source record.
Step 7: Relationship Settings
- Decide when a relationship should be set. For “Create Record,” the default value “Modify always” can be maintained.
This guide provides the necessary steps for optimal utilization of the “Create Record” workflow action to enhance business process efficiency.