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Workflow sugar 6_2

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View the slides from the August SugarCRM Users group in Austin, TX. The Sugar Training topic for this event was workflow rules and slides were followed by a demo. To see the recording, follow the link …

View the slides from the August SugarCRM Users group in Austin, TX. The Sugar Training topic for this event was workflow rules and slides were followed by a demo. To see the recording, follow the link below:


https://epicom.webex.com/epicom/ldr.php?AT=pb&SP=MC&rID=20961447&rKey=bd164dd918c5c56b

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  • Copyright © 2007 SugarCRM, Inc. All rights reserved. No part of this document may be reproduced, stored in a retrieval system, or transmitted by any means without written permission from SugarCRM.
  • Workflow = logic hook How many have set up workflows for your business? How many are planning to create workflows? Let’s hear your workflows. Ensure brokers follow up next day, automate tasks Workflows are to do things that you don’t need people to remember Copyright © 2007 SugarCRM, Inc. All rights reserved. No part of this document may be reproduced, stored in a retrieval system, or transmitted by any means without written permission from SugarCRM.
  • Examples of time elapsed: if a case is not closed within 24 hours, then it is assigned to the supervisor. For time elapsed workflow: in Studio, edit dropdown, go to: tselect_type_dom, to edit the times that you can select. The DB and label values differ. The computer thinks in seconds, so the DB values are in seconds. For humans, we will use one minute as the smallest increment, because the Scheduler runs in one minute intervals. Types: Action (a record is created and saved) Time elapsed Tselect_type_dom: set up time intervals Copyright © 2007 SugarCRM, Inc. All rights reserved. No part of this document may be reproduced, stored in a retrieval system, or transmitted by any means without written permission from SugarCRM.
  • 4 parts to a workflow; may use only 3 of them Definition Condition Alerts: emails that go out based on criteria (similar to assignment notification) Examples: case status changes – email sent to contact (if email address is included) to notify of case status change; can also include old and new status in workflow email templates. Actions: do something else in the system (change existing data, create new records – in same module, other module) Can do lots of things but there needs to be some connection between the records. When something happens to a contact, and the account is a certain account type, then the action happens. If something changes in an opportunity, it can change the account record. Can also define a sequence for workflows. Can send out meeting invites as one of the actions Related to filters we create for Outlook, so the principle is familiar. Execution Occurs > When Record Saved: has nothing to do with the Scheduler (only for Time Elapsed) Target Module : Is where the record resides, where the record is saved that triggers the operation. Processing Order : doesn’t really matter because one way or another both will happen, very quickly. Best practice is to create the action, then the alert so that the user sees the record that has been created. Applies to : New/existing records. Example : Alert users of a change in status on existing records. Conditions Option change depending on New or Existing records are selected in the definition. Focus on conditions that are not self explanatory: last one: When you don’t want any conditions, choose When the target module changes. The values must match the DB values. Demo: create an operation when the sales stage in an opportunity is changed to a certain value. Conditions are AND and there is no option. To do an OR, need to set up another workflow. Operations Alerts: Must turn on Notifications on in Admin > Email settings. Create an alert template first. File where this happens, good place to de-bug: ./custom/modules/accounts/workflow/workflow.php, also logic_hooks.php /logic_hooks.php See The Mystical Sugar Bean for more details on logic hooks (on sugarforge.org) Can use logic hooks to pull in processes from other applications. Alert email template: Related Module: this can be tricky. Make sure what you select is associated with the target module and that you have appropriate data in the fields you select. Copyright © 2007 SugarCRM, Inc. All rights reserved. No part of this document may be reproduced, stored in a retrieval system, or transmitted by any means without written permission from SugarCRM.
  • COPYRIGHT © 2007 SUGARCRM, INC. ALL RIGHTS RESERVED. NO PART OF THIS DOCUMENT MAY BE REPRODUCED, STORED IN A RETRIEVAL SYSTEM, OR TRANSMITTED BY ANY MEANS WITHOUT WRITTEN PERMISSION FROM SUGARCRM.
  • Transcript

    • 1. Creating Effective Workflows ©2011 SugarCRM Inc. All rights reserved.
    • 2. Learning Objectives
      • This session will enable you to:
        • Understand when to use Sugar workflow
        • Configure your system to enable workflows
        • Utilize the Sugar workflow components such as conditions and alerts
      ©2011 SugarCRM Inc. All rights reserved.
    • 3. Why and When to Use Workflow
      • Standardize business processes across the organization
      • Create custom business processes based on unique needs of your company
      • Define alerts, triggers, and actions to ensure follow-through
      ©2011 SugarCRM Inc. All rights reserved.
    • 4. Part I: System Configuration
      • Email Settings for Alerts
      • Advanced Time Elapses
        • tselect_type_dom
      • Scheduler for Time Elapsed workflow
      ©2011 SugarCRM Inc. All rights reserved.
    • 5. Part II: Automate Business Process
      • Workflow Definition
        • Execution Occurs
        • Target Module
        • Applies To
        • Processing Order
      • Conditions
        • Target & Related Module
        • Fields & Values
      • Operation
        • Alerts
          • Alert Email Templates
        • Actions
          • Target & Related Module
          • Fields & Values
      ©2011 SugarCRM Inc. All rights reserved.
    • 6. Example I: Alert & Time Elapse
      • Create the Definition
        • Target module Leads
        • Applies to New Records Only
        • Processing Order is Alerts then Actions
        • Execution Occurs After Time Elapses
      • Create the Conditions
        • Status does not change for 6 hours
      • Operations - Alert
        • Create the Alert Template
        • Create Alert Workflow
        • Alert Recipient List
      ©2011 SugarCRM Inc. All rights reserved.
    • 7. Example II: Action & When Record Saves
      • Create the Definition
        • Target module Accounts
        • Applies to New Records Only
        • Processing Order is Actions then Alerts
        • Execution Occurs When Record Saves
      • Create the Conditions
        • When the Billing Street changes in the Accounts module
      • Operations - Action
        • Create a Call record in the Contact (Related Module) to the Account (Target Module)
        • Complete the Call record fields
      ©2011 SugarCRM Inc. All rights reserved.
    • 8. Demonstration
      • Create a Workflow
      ©2011 SugarCRM Inc. All rights reserved.
    • 9. Question and Answer ©2011 SugarCRM Inc. All rights reserved.
    • 10. Creating Effective Workflows ©2011 SugarCRM Inc. All rights reserved.