Workflow Rules Engine for Co-Pilot Inline App Guides

Deliver the Right Message, to the Right Person, at the Right Time — With Zero Code

The CoPilot Workflow Rules Engine puts full control in the hands of Admins, Trainers, and Enablement Leads — letting them determine exactly when, why, and to whom a tip, guide, or alert appears, based on real-time Salesforce data.

Whether it’s a quick reminder or a complex coaching sequence, CoPilot makes it easy to deliver just-in-time content — no developer required.

How It Works: The 4-Step Setup Process

1. Choose Your Delivery Type

Select how the guide or tip should appear to the user:

• Aggressive Modal (requires acknowledgment)

• Interruptive Pop-Up (high visibility, dismissible)

• Embedded Tip (inline coaching in the page layout)

• Private Record Access (blocks view until policy is acknowledged)

• Home Page Announcement (feed-based dashboard messaging)

2. Set the Delivery Window

Assign a Start Date and End Date to control exactly when your guide, tip, or alert becomes visible — and when it should disappear.

You can create content weeks or months in advance, and let Co-Pilot automatically activate and expire it based on the dates you define.

Perfect for:

• Time-sensitive policies or legal notices

• Campaign launches and product rollouts

• Seasonal messaging or sales pushes

• Compliance alerts or procedural updates

• Internal memos tied to a specific event or deadline

Schedule it once, and let CoPilot take care of the rest — no manual activation or deactivation needed.

3. Define the Target Audience

Choose exactly who should see the content using:

• User Roles

• Profiles

• Permission Sets

• Public Groups

Different users viewing the same record can receive completely customized guidance, tailored to their role, team, or access level.

4. Add Your Content

Once the audience is defined, compose or paste your guide content directly into CoPilot:

• Type manually in the rich text editor

• Paste formatted content from a Word document or HTML

• Embed images, videos, and links to internal or external resources

• Reference supporting material in the CoPilot Knowledge Base

All content is reusable and fully editable, making it easy to update tips as processes evolve.

5. Configure Workflow Rules

Use CoPilot’s visual rules engine to determine when the guide should appear — based on live field values from any standard or custom Salesforce object.

Workflow Engine Logic Support: Field Compatibility Overview

The Workflow Engine allows conditional logic to be built using many field types, but not all fields are supported. Below is a reference guide to help understand what field types can and cannot be used when defining logic.

- Unique to the Workflow Engine:
Unlike Salesforce Flows, Formula fields can be used in logic evaluations, including cross-object formulas. This allows for more dynamic and context-aware logic conditions without additional scripting.

- Unsupported Field Types for Logic

The following field types cannot be referenced in Workflow Engine logic conditions:

- Note: Although standard Text Area fields are supported, once their length exceeds 256 characters or includes rich text formatting, they become unusable in logic filters.

Supported Field Types (Highlights)

• Text (up to 255 characters, non-encrypted)

• Number, Checkbox, Date, Date/Time

• Picklist and Multi-Select Picklist

• Lookup and Master-Detail relationships

• Formula Fields (even cross-object)

Build logic using:

• Simple conditions:
  e.g., Lead.Status = Qualified

• Advanced logic:
  e.g., Opportunity.Amount > 100K AND Stage = Proposal AND LastActivityDate < TODAY() - 10

• Complex combinations using AND / OR / nested logic

Real-World Rule Examples with Logic Structures

Lead Follow-Up Reminder

Rule:

• Lead.Status = Open

• Lead.CreatedDate < TODAY() - 30
  Structure: (1 AND 2)

Delivered Tip:
“This lead is over 30 days old. Send the ‘Stale Lead’ email template and update the status. See ‘Stale Lead Process’ in the Knowledge Base.”

Case Escalation Tip

Rule:

• Case.Priority = High

• Case.Status = New

• Case.Type = Legal OR Complaint
  Structure: (1 AND 2) OR (3)

Delivered Guide:
“High-priority case received. Follow escalation protocols. Checklist in ‘Escalation SOP’ in the Knowledge Base.”

High-Value Deal Coaching

Rule:

• Stage = Proposal

• Amount > $100K

• Last Touch > 10 days

• User.Role = Sales Rep
  Structure: (1 AND 2) OR (3 AND 4)

Guide:
“This deal has stalled. Watch the ‘Reactivation Playbook’ in the Knowledge Base and follow up within 24 hours.”

Insurance Policy Suspension (Internal + Portal)

Rule:

• Zip_Code = 95701

• RecordType = Property

• Policy_Status != Active
  Structure: (1 AND 2) OR 3

Alert:

• Internal: “Underwriting suspended in this ZIP due to fire risk. Acknowledge to proceed.”

• Portal: “We’re unable to offer quotes in this area due to current conditions.”

 Why It Works

• Fully admin-configurable — no development required

• Combines time control, audience targeting, and field-driven delivery

• Supports content pasted from Word, HTML, or composed in-app

• Deep integration with the CoPilot Knowledge Base

• Drives adoption, consistency, and compliance across any department

CoPilot’s Workflow Rules Engine ensures your guidance is not just timely — it’s smart, contextual, and impossible to miss.