Users can set additional standard and custom field values to the Tasks created through the workflow to capture more data. Users can set the Task Responsible User to any user lookup field value on the object in addition to the record owner. The Actions buttons on the right allow you to modify the time trigger, as well as add the actions to the Workflow Process, which is what we'll do in the next section.ĭefine the Actions to take when the Process is TriggeredĬlick the Actions dropdown in the Immediate Actions section or in the section for time triggers you've set up, according to when you'd like the action to take place.Ĭlick on the action you'd like to occur when a record matches your criteria.Īdd A Task - Creates a new Task linked to the trigger record. The new time trigger will be displayed with the rest of the information you've entered so far. The Workflow Criteria Trigger Date is when the record is created or edited to match the criteria you've entered. Tasks will include due dates, opportunities will include close dates, etc. The date fields will vary depending on the type of object you've selected. ![]() Select the date field to queue your time trigger. Choose a Time when Specific Actions will OccurĮnter a number and select the date and time parameters for triggering actions. Let's first look at setting up a time trigger. You can repeat the following two sections as many times as you need to for creating all your workflow actions. Now, you'll define when actions should occur, and which actions Insightly should take when a record matches your process and criteria. If you're not mixing AND and OR operators, you can skip this step.Īt this point, you've told Insightly what kind of records to keep an eye on and what to match them to. When you have more than two filters use both AND and OR Boolean operators, you'll need to organize them using the Filter Logic field to correctly match your trigger. This works very much like the filter logic for Lead Assignment Rules. Use the search box on the Filter by dropdown to find filters quickly. ![]() Use AND to narrow the number of matching records, and use OR to broaden the list of matches. If there's more than one part to your triggering rule, click Add Filter Row and select the AND or OR operator. Note that you cannot use Calculated fields. Select the field and an operator, then enter a value for the criteria that will trigger the process. Add the Criteria that will Trigger your Process You can repeat the following sections multiple times if you have many different groups of criteria and actions. Now you're taken to the Workflow Process edit page, where you'll enter your criteria and actions. Once the process is triggered, Insightly won't check it again. When a record is created or edited (stop after process is triggered), if it's not triggered when record is created, Insightly will check each time the record is edited. When a record is created and edited (repeat check), it's triggered each time the record is created or updated, repeating the actions every time your criteria is met. When a record is created, it's triggered or not triggered, but won't be checked again.
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