To create Workflows to be attached to activity logs within CRM that automate the creation of activity logs for a specific process follow these steps:
Step 1 Log into CRM
Step 2 On the landing page, click on Administration from the main menu
Step 3 Hover the mouse over Setup, and click on CRM Settings
Step 4 Click on the Workflows tab
Step 5 To create a new Workflow, click the Add New button
5.1 Type the name of the workflow into the Workflow Name box
5.2 The Active checkbox will be enabled by default. To deactivate, uncheck the box
5.3 Click the Save button
Step 6 To build the workflow steps, click on the Workflow Name in the list
Step 7 Click the Activity button
7.1 Type a Name into the Step Name box
7.2 Select the Activity Log Type by clicking the drop-down arrow in the box under the Name
7.3 Make the appropriate selections for the activity log fields for the step being built
7.4 Click the drop-down arrow in the Assigned For to select the responsible party for the log
Note: An officer group can be selected to enable the system to select an officer from within an officer group using a round robin method to ensure even distribution of logs.
7.5 Type in a Subject
7.6 Click the drop-down arrow to select a Due Date
- Next Day
- Next Week
- Two weeks
- One Month
- # of Days out
- Enter in the numeric value for the # of days out into the box that will display
7.7 Comments can be entered, if desired
Note: Any field containing an asterisk next to is identified as requiring a selection.
Step 8 For further log configuration, click on Open Full Log>>
8.1 Make the desired selections for the other available fields
Note: The gray “Inherited” fields will be populated based on the previous log that this log is attached to.
8.2 Click the Save button to navigate back to the workflow setup
Repeat those steps for each activity that will need to be in the workflow process
Step 9 To apply a Skip logic to skip a step in the workflow, click the Skip button
9.1 In the “If” box, type the name of the Skip logic
9.2 Click the drop-down arrow in the “Skip to…” box and select the step to skip to
Step 10 To add a skip parameter, click the plus symbol to “Add new item” in the Parameters section
10.1 Click the drop-down arrow in the Field box and choose from a select list of fields
10.2 Click the drop-down arrow for Operator and select the desired operator
10.3 Type in or select the desired value in the Value box
10.4 Click the check mark to save the parameter
Step 11 To edit the parameter, click the edit button and make the necessary changes
Step 12 To remove a parameter, click the X next to the desired parameter
Repeat those steps for all parameters
Step 13 Click the Save button
Step 14 To edit the description of the workflow, click on the edit button next to the workflow name
Step 15 To enable or disable the workflow, check or uncheck the box located to the left of the workflow name
Note: A workflow cannot be deleted once added. It can only be deactivated by unchecking the active box. If a workflow is deactivated, it will not be available for selection when creating a log.
Step 16 To edit the activities within the workflow, click on the workflow name
16.1 Make any changes to the existing activities or skips, as desired
16.2 Add any activities or skips, as desired
16.3 Click the Save button
Article Reference: CLTX510