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Version: 3.0

Workflow Rules

Learning Objectives
  • Understand the core logic of automation: IF (Condition) + THEN (Action).
  • Learn how to create a rule: Automatically mark a contract as "High Priority" when the amount exceeds $1M.
  • Master the three core actions: Field Updates, Email Alerts, and Webhooks (for Slack/Teams/WeChat).
  • Understand the difference between Immediate Actions and Time-Dependent Actions (e.g., triggering 3 days later).

What is a Workflow Rule?​

Before automation, business operations relied on "manual monitoring":

A salesperson, John, signs a big deal. He manually notifies his manager via message, manually updates the customer's status in the system, and has to remember to send a follow-up invoice 3 days later.

What if John forgets?

Workflow Rules act as the system's "24-hour robot assistant." Once you define the rules, the robot monitors every piece of data. As soon as a record meets the criteria, it gets to work automatically.

Its logic is simple, much like the popular IFTTT (If This Then That):

  • IF (Criteria): The "Contract Amount" is greater than $1,000,000.
  • THEN (Action): Automatically email the General Manager and change the Customer Level to "VIP."

The Three Core Elements​

Before configuring any rule, you only need to answer three questions:

  1. Object: Who is this happening to? (Is it a Contract? A Leave Request?)
  2. Evaluation Criteria: Under what conditions should it trigger? (Amount > $1M? Status = Rejected?)
  3. Action: What should be done after it's triggered? (Send an email? Update a field? Send a webhook notification?)

Practical Exercise: Automatic Marking of High-Value Contracts​

Scenario: We need an automated rule. Whenever a salesperson creates or updates a contract with an amount exceeding $1,000,000, the system should automatically set the "Priority" field to "High."

Step 1: Create a New Rule​

  1. Go to Settings -> Automation -> Workflow Rules.
  2. Click New.
  3. Select Object: Contract.

Step 2: Configure Evaluation Criteria​

This is the part that often confuses beginners. Please choose carefully:

  • Created:

  • Triggered only when the record is first created. Future edits won't trigger it again.

  • Created, and every time it's edited:

  • Most Common. Triggers whether the record is brand new or if someone changes a $500k amount to $1M later.

  • Created, and any time it's edited to subsequently meet criteria:

  • Triggers only at the "moment of transition" from not meeting the criteria to meeting them. Useful for "Notification" scenarios to avoid spamming emails every time a name is edited.

For this example, choose: Created, and every time it's edited.

Step 3: Set Rule Criteria​

Define what counts as a "Big Deal" for the robot.

  • Field: Contract: Amount
  • Operator: greater than
  • Value: 1000000

Step 4: Add Action​

The criteria are met; what's next?

  1. In the "Immediate Workflow Actions" area, click Add Workflow Action -> New Field Update.
  2. Name: Update to High Priority.
  3. Field to Update: Select Priority.
  4. New Value: Select High.
  5. Click Save.

🎉 Done! Now try creating a contract for $2,000,000. After saving, you’ll see the "Priority" has been automatically set to "High."

What Else Can the Robot Do? (Action Types)​

Beyond "Field Updates," workflows can handle much more:

1. Email Alert​

  • Scenario: Remind a customer to renew 30 days before a contract expires.
  • Config: You need to set up an "Email Template" first, then select recipients (can be a specific manager or the dynamic "Contract Owner").

2. Outbound Message (Webhook)​

  • Scenario: Push a notification to a Slack or Discord bot when a new order arrives.
  • Config: Enter the external system's URL. Steedos will package the data details and send them over.

3. Time-Dependent Actions​

This is one of the most powerful features—"Setting a timer."

  • Scenario: Remind me "7 days before the contract end date."
  • How to configure: In the Workflow Rule page, you will see a "Time Triggers" section.
  1. Add a Time Trigger: Select Contract: End Date -> Before -> 7 Days.
  2. Add an action under this trigger: Send an Email Alert.
  • The system will automatically check at that specific time. If the contract hasn't been renewed by then, the reminder will fire.

FAQ​

Q: I created a rule, but why didn't my old data change? A: Workflow rules are event-driven. They only run the moment data is "Created" or "Saved."

  • If you want old data to be updated, you need to trigger a "Save" on those records (even a bulk edit without changing content will work).

Q: Can rules conflict? (Infinite Loops) A: Yes.

  • Example: Rule A says "Amount > $1M, set to VIP." Rule B says "For VIP customers, set Amount to $500k."
  • This creates a loop. Always keep your logic clear to avoid "fights" between rules.

Q: What is the execution order for multiple rules? A: The system does not guarantee a specific order. Avoid having two different rules modify the same field.

Q: How do I temporarily stop a rule? A: In the rule list, uncheck the "Active" box. You don't need to delete the rule.

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