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, see Steps 1 – 6.
- The rule based option to sanitize fields systematically. You can use this functionality to clean up email addresses with commonly invalid email address inputs, see how it works below.
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.
Clean up Email Addresses
You can clean up email addresses using the Modify Record Workflow Action. A dedicated sanitize option is available so email values can be normalized before being written using a defined rule set. This ensures consistent and predictable output for commonly invalid email address inputs.
How it works
Select the Workflow Action Modify Record as described above. When you choose an email field within Step 3, the sanitize options appear. The following sanitize options are available:
- No Sanitize: this is the default value and keeps the raw value
- Sanitize as eMail: applies the email cleaning rules before writing
Set conditions to determine when you would like to apply the sanitize options:
- Modify always
- Modify only, if workflow is filled
- Modify only, if record field empty
Rules/Behaviour
When Sanitize as eMail is selected, the value is normalized by removing whitespace, stripping angle brackets and quotes, trimming trailing ; or ,, removing a leading mailto:, and lowercasing. The result is then validated as an email; invalid results are converted to an empty string. After sanitization, the set-condition logic is re-evaluated, so record_empty skips writing if sanitization produced an empty value.
Note, that sanitize as email works for the following types: email and string.
