Workflow-Identifying Fields: General Information

You can add multiple workflows for a particular form. In this case, each workflow is applied to all records that have a specific value in a particular field. This field is described as a workflow-identifying field because its value determines the workflow to be used.

For example, for sales orders on the Sales Orders (SO301000) form, one workflow can be applied to sales orders of a particular order type, such as SO, and another workflow can be applied to sales quotes, which have the QT order type.

Learning Objectives

In this chapter, you will gain experience creating a workflow that is based on the specific value of a selected field.

Applicable Scenarios

You customize a workflow with a workflow-identifying field if you need to make changes to the workflow so that it is better suited for your business processes, and you do not want to create such a workflow from scratch.

Workflow Types

A workflow type is a setting on the Workflows page that determines the applicable entities to which the workflow is applied. The applicable entities depend on the particular form for which the workflow is defined. For example, on the Leads (CR301000) form, leads are the only applicable entities, so one workflow for all leads is usually sufficient. On the Sales Orders (SO301000) form, the applicable entities include sales orders, invoices, and credit memos, so a separate workflow type should be used for each of these entities.

The table of the Workflows page has the Workflow Type column. The table of this page contains one row for each workflow, and the row shows the workflow used for entities of the type. Thus, for a workflow without a workflow-identifying field, there is only one row. If the workflow has a workflow-identifying field, the table has multiple rows, with the workflow type determining the entities that use the workflow.

Workflow Types for Custom Workflows

For a custom workflow, you set the workflow type to DEFAULT to use this workflow with all entities, regardless of their settings.

If you need to apply different custom workflows to entities with different values in a particular field, you specify the Workflow-Identifying Field on the Workflows page for the form. Then for each workflow you want to add, you click Add Workflow on the page toolbar; in the Add Workflow dialog box, which opens, you need to specify a workflow type other than DEFAULT.

Tip: The Workflow-Identifying Field box is unavailable for the forms that contain active workflows that use the option in this box as the workflow type.

For example, for the Opportunities (CR304000) form, to apply a workflow to the entities of a specific opportunity class, on the Workflows page, you select Class ID in the Workflow-Identifying Field box of the Summary area and click Add Workflow on the More menu. Then in the Add Workflow dialog box, you select a type other than DEFAULT.

Changing of the Value of the Workflow-Identifying Field

If you select the Allow Users to Modify Value check box, a user can modify the element that corresponds to the field. If this check box is cleared, the element is unavailable for selection. With the check box selected, if a user changes the value of the field that defines the workflow type for a record on a particular form, the system does the following:

  • If the current state of the record does not exist in the new workflow, the system transitions the record to the initial state of the new workflow that corresponds to the field value. The new workflow is then used for the entity.
  • If the current state of the record exists in the new workflow, the record remains in this state, and the new workflow is used for the record.