Create a Workflow Trigger for Placeholders in a Project

Pre-requisites:

You must have the 'Manage Workflow Rules' role privilege on the project where a workflow trigger needs to be created.

The steps to create a workflow trigger event on a placeholder are as follows:

Navigate to the 'Workflows' tab and select the project.
Click the '+ Trigger' (Create Trigger) button at the top right.
Alternatively, right-click the project name and select the 'Create Trigger' option.
Enter the required details for all the mandatory fields in the 'Configure Trigger' screen:
1. Name - Name of the trigger.
2. Priority - Only one running system task is allowed on a placeholder at any time. Below are the key factors to be considered while setting the priority of a workflow:
  1. A new workflow can only commence once the previous workflow has been completed.
  2. The 'Priority' field determines which trigger takes precedence when multiple triggers have matching conditions. The triggers with a higher priority will be kicked off first, followed by those with lower priorities, which will be triggered sequentially.
  3. All the triggers configured with the system task event will execute, while only one trigger with the workflow definition event will execute.
  4. If multiple triggers have matching conditions and priorities, then any one of them will get kicked off. If this particular trigger fails, the next trigger with a matching condition will be initiated immediately.
  5. In the 'Pre' task mode, only one trigger will execute with higher priority, regardless of the number of triggers with matching conditions.
3. Description - A brief description of the trigger to be created.
4. Context - Select 'Document' as the trigger context.
5. Document Type - Select 'Placeholder' as the document type.
6. Trigger Conditions - You can establish various trigger conditions using 'AND' / 'OR' (logical operators). Workflow triggers for placeholders can be created based on a combination of folders, purpose of issues, document status and configurable attributes set up within a project.
  The rule is a logical statement derived from the conditions defined by the user.
  The trigger is executed based on this statement under different matching conditions. You can see the actual rule (statement) that will get applied based on the conditions defined for the workflow trigger, just like below:
  Different brackets and text colours used to present the 'Applied Rule' can help you understand how the workflow trigger would get applied based on the conditions entered, regardless of the complexity of the rule.
  Working of logical operators:-
  ------------------------------------------------------------------------------------------------------------------
  <Condition 1> <logical operator (AND)> <Condition 2>
  Description:- For 'AND' logical operator, both conditions must be satisfied (true).
  <Condition 1> <logical operator (OR)> <Condition 2>
  Description:- For 'OR' logical operator, any condition should be satisfied (true).
  ------------------------------------------------------------------------------------------------------------------
  If I want the workflow to trigger when a new placeholder is created with the 'For Review' purpose of issue, I need to select:
  Condition One: CustomObject Status is equal to 'For Review'
  You can use further combinations of logical operators to cover a business process.
7. Trigger Event - Select the appropriate event which should trigger the workflow (as configured by the user). Trigger events for placeholders can be:
8. Task Mode - Select the task mode, either 'Pre', 'On-Load' or 'Post' for which this trigger will be used.
  1. Pre - An event that occurs before the desired event is completed, such as creating a placeholder. System tasks with 'pre' task mode can only be created using Groovy scripts. 'Pre' task mode is currently available for both placeholder events.
  2. On-Load - An event executed just before the event-specific page or screen loads in the user interface, i.e. edit status page load or download document page load. System tasks with on-load task mode can be created using Groovy scripts only. 'On-Load' task mode is currently available for both placeholder events.
  3. Post - An event that occurs following the completion of the desired event, such as creating a placeholder. 'Post' task mode is currently available for both placeholder events.
9. Task Type - Select the type of task to be performed based on the selected trigger event and task mode.
10. Task - Choose the appropriate system task if this trigger is for an independent system task, or select the relevant workflow definition if this trigger is for a workflow.
Click 'Create' to create a trigger event for the workflow for placeholders in a project.

Check: FAQs