WorkFlows
Workflows is a module for KiyoCRM allowing users to create custom workflow processes. Historically this module was called Advanced Open Workflow (AOW). It allows users to trigger various system actions based on conditions from any KiyoCRM module.
Creating a Workflow Process
You can create workflow processes by navigating to the 'Workflow' module within KiyoCRM. Click the 'Create Workflow' button within the action bar to start creating the process. The first panel allows users to set up the workflow process.
This allows you to specify the following:
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Name – Any name you want to give to the Workflow.
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Assigned To - The assigned user of the Workflow process.
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Workflow Module – A drop down list of all the modules found within the KiyoCRM instance. This is the module the Workflow is run against. For example, when an Account is created/edited.
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Status – Active or Inactive. Only active processes will run, so you can use this field to deactivate a Workflow without having to delete it.
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Run – This controls the way the Workflow is triggered.
On Save
The Workflow will run immediately for a given record when a save action occurs in the module specified.
On Scheduler
The Workflow will be started from the Scheduler Job Process Workflow Tasks, the next time the job runs, and will apply to every record in the module, restricted by the Run on property and by the Workflow’s conditions.
Always
The Workflow will run on both the situations described above.
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Run On – This specifies the selection of records for which the Workflow will be executed.
New Records
The Workflow will run only for new records being created.
Modified Records
The Workflow will run only for records that were already created and are being changed.
All Records
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For On Save workflows, this means the Workflow will run for both new and modified records.
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For On Scheduler Workflows, this means the Workflow will go through every record in the module, even old ones that weren’t changed.
When setting On Scheduler, All Records Workflows, consider that they might cause very long operations if your module has many records. These operations will run in the background, but will still consume server resources, so it’s a good idea to run them after work hours.
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Repeated Runs – Workflows keep track of each individual record that they have been applied to in the past. This allows you to control whether you want the Workflow actions to run only once for each record, or repeatedly, as the Workflow is triggered again.
Unchecked
The Workflow will be blocked from running against any record that has already been handled by the current Workflow in the past.
Checked
The Workflow will run against every record, regardless of whether that record has already been handled by the current Workflow in the past.
It is wise to consider whether there are enough restrictions in place so that this will not create excessive runs.
For example, if one of the specified Actions negates (or will lead to the negation) of one of the specified Conditions; or if the Workflow is set to target individual records (On Save, New Records, Modified Records). -
Description – useful to include a description of the process, its intended goals, and other notes to clarify what the current Workflow is all about.
Conditions