Rules can be configured for each stage of the workflow. For every rule, you can specify various actions such as “Move Data to process stage, Set Field Values, Trigger New Process, Call External API, Send Notifications via Email. Follow the steps below to configure a rule in Cflow:
- Go to Workflow Setup from left menu.
- Click on a workflow.
- Click on the Automation tab page and select the process stage.
- Click on the Add New Rules -> to specify the condition.
After adding rules click on Create New action to perform actions when the rules are satisfied.
Specify the Rule Name for your reference.
You can specify the rule conditions based on the field values. If you need to specify a table field in the conditions, select the table from the dropdown ‘Is this table condition‘. You may add multiple conditions by clicking the Add New button. For specifying multiple conditions, you can choose either the “and” or “or” operator. You can also use the open and close brackets to group your conditions. These conditions will be evaluated when a new request is submitted.
If the specified conditions are satisfied, the following actions may be performed:
- Move – Select the action type ‘Move’ and select the appropriate process stage if you want the request to move to a new stage. If the specified conditions are satisfied, the request will move to the selected process stage. It is necessary to specify the move condition to move the request to further stages. Click on Save to save this configuration.
For example, let’s say that if the Manager has approved a request, you want the request has to move from Manager to Department Head Review stage. In such a case, you can specify the conditions as shown in the picture below.
- Set – Select the action type ‘Set ‘ if you want to set values of fields in the current workflow or in a different workflow. Click here to know more about how to set field values.
- Trigger – Select the action type ‘Trigger’ if you want to trigger a new request in the current workflow or different workflow. Click here to know more about triggering a new request in a sub-process.
- Email – The Email Conditions would typically be the same as the Conditions specified in the Rules for a Move Action. This would send the email when a request moves from one stage to another. Click here to know more about Email Settings.