This guide outlines the steps for effectively utilizing the “Modify Record” workflow action within a workflow configuration. This function enables the automatic modification of existing records in a system based on specific workflow conditions.
Step 1: Select Record Type
- Record Type: Choose either the record from which the workflow is executed or records that are linked to this record.
Step 2: Name the Action
- Name: Provide the workflow action with a descriptive name so its function is immediately clear.
Step 3: Configure Fields and Values
- Add Field: After selecting the record type, add any number of fields using the “Add Field” button. Then use the dropdown menu to choose whether to set the field to a fixed value or to transfer 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 4: 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 modified record.
Step 5: Add Relationships
- Add Relationship: Add multiple relationships that should be set during the modification of the record. The dropdown menu provides access to all available relationships for the record.
- Identify Relationships: Displayed in the format “Module : Relationship Name.”
- Select Relationship Value: Choose a fixed value (e.g., for an access group) or use the “Field” option to access relationships and relate fields of the source record.
Step 6: Relationship Settings
- Decide when a relationship should be set. The same settings options as at the field level are available here.
This guide provides the necessary steps for optimal use of the “Modify Record” workflow action to enhance business process efficiency.