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 form are as mentioned below:
You can configure a workflow trigger for forms immediately after publishing a workflow from the workflow designer. You will receive a prompt message stating, 'Do you want to configure a Trigger now?'. Click the 'Yes' option and follow the steps below from step number 3 onward.
1. Navigate to the 'Workflows' tab and select the project.
2. Click the 'Create Trigger' button at the top right.
Alternately, right-click the project name and select the 'Create Trigger' option.
3. Enter the required details for all the mandatory fields in the 'Configure Trigger' screen:
3.1. Name - Name of the trigger.
3.2. Priority - Only one running workflow is allowed on a form at any time. Below are the key factors to be considered while setting the priority of a workflow:
A new workflow can only commence once the previous workflow has been completed.
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.
All the triggers configured with the system task event will execute, while only one trigger with the workflow definition event will execute.
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.
3.3. Description - A brief description of the trigger to be created.
3.4. Context - Select 'App' as the trigger context.
3.5. App Type - Since you have selected 'App' as the task context, you must choose a form type from a list of active form types.
Controller-based form types are not supported within the workflow. If any non-controller-based form type is converted to controller-based after the workflow has been configured, the workflow will not execute for that specific form type.
3.6. Trigger Conditions - You can create various trigger conditions using 'AND' / 'OR' (Logical Operators).
Workflow triggers for project forms can be created based on the 'App Status' enabled in the related form settings.
The rule is the single 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 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:-
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<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).
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If I want the workflow to trigger when a new form is created with 'Open' status, I need to select:
Condition One: Form type is equal to 'Request For Information' AND
Condition Two: When the form status is 'Open'
You can use a combination of logical operators to cover a business process.
Click here for detailed help on how to use independent system tasks.
3.7. Trigger Event - Select the appropriate event which should trigger the workflow (as configured by the user). Trigger events for forms can be:
3.8. Task Mode - Select the task mode for which this trigger will be used.
Post - An event that occurs following the completion of the desired event, such as creating a form. The 'Post' task mode is currently available for all form events.
Post (Sync) - An event that occurs synchronously following the completion of the desired event, such as creating a form. The 'Post (Sync)' task mode is currently available for the following form events:
'Create App', 'Create Response'
3.9. Task Type - Select the type of task to be performed based on the selected trigger event and task mode.
3.10 Task - Choose the appropriate system task if this trigger pertains to an independent system task, or choose the relevant workflow definition if this trigger relates to a workflow.
4. Click 'Create' to complete creating a trigger event for the workflow on the selected form.
Check: FAQs