How Does Workflow for Pro Suite Edition Operate

Introduction

Your company operates more efficiently with standardized internal procedures and automated business processes. Use Workflow by appSavvy group to automatically execute procedures and processes based on your business rules. This tool enriches your data and enforces these processes.

Workflow for Pro Suite Edition runs on a batch schedule every 30 minutes, evaluating records as they are created or updated to determine if an automated action should occur. This allows records to "speak up" or perform actions such as creating new tasks, updating fields, sending alerts to email addresses or internal users, or creating new records.

Workflow eliminates the need for constant monitoring via reports, dashboards, or views, ensuring timely action on specific records. Using Workflow by appSavvy group for Pro Suite Edition provides greater control over routine activities, eliminates redundant tasks, and ensures widespread adherence to business processes. Additionally, it offers cost savings by reducing the need to upgrade to the more expensive Enterprise Edition licenses.

While Workflow automation is beneficial, overuse can present challenges. Plan your workflows carefully before deploying them to live data.

Controlling when records are evaluated to execute a "Workflow Action"

What does each option mean for Evaluation Criteria

1. Created
   Evaluate your rule criteria ONLY when a new record is created. 
   • If the rule criteria are met, run the rule. 
   • Ignore all updates to existing records. 
   • With this option, the rule never runs more than once per record.
2. Created, and every time it’s edited (Default)
   Evaluate the rule criteria each time a record is created or updated. 
   • Beyond the record's creation date/time, if a record is updated to ultimately meet the rule criteria, your defined Workflow Actions execute. 
   • With this option, the rule can run more than once per record, as the criteria change to meet, then not meet, then once again meet the criteria.
     • For example, suppose that for an opportunity record to meet the rule criteria, the opportunity probability must be greater than 50%. If you create an opportunity with a probability of 75%, the workflow rule runs. If you edit that opportunity by changing the probability to 25%, the edit doesn’t cause the rule to run. If you then edit that opportunity by changing the probability from 25% to 75%, the edit causes the rule to run. With this last edit, the rule runs because the record is changed from not meeting the rule criteria to meeting the rule criteria.
3. Any time the criteria are met
   Created and/or Edited is not a factor. This criterion is ideal for “Mass Updates.”

   • Evaluate your rule criteria whether or not a record was just created, modified, or has not been modified. 

   • This option is ideal for one-time mass updates. 
   • With this option, the rule can run multiple times per record, as long as, when your workflow engine runs, the record meets the rule criteria. 
   • Be careful when choosing this option. 
     • You should ONLY use this option for field updates. You should NOT use this option for Create a New Record, Email Alert, Copy-Paste, or Create New Task Workflow Actions.