Configuring workflow for entity

The availability of workflow depends on the entity, as follows:

  • Cases, solutions, opportunities, leads. Have workflow enabled by default and are supplied with preconfigured workflows. You can disable or enable workflow for these entities through the Sage CRM user interface.

    The status area on the summary screens for these entities is part of workflow. To update the status fields in this area, a user must progress the record through the workflow. If you disable workflow for these entities, a user needs to use a Progress button rather than the workflow actions, and a user can enter values in the status area.

    In addition to the standard preconfigured workflow for opportunity, Sage CRM provides a ready-to-use Quick Sale Workflow. It is designed for products that don’t require a complex sales cycle and can be sold in a few steps. For steps on how to activate the Quick Sale Workflow, see Editing a workflow.

  • Campaigns, companies, people. Have workflow disabled by default. You can enable workflow for these entities through the Sage CRM user interface. Then, you can create your own workflows for these entities.

    Sage CRM provides sample campaign, wave, and wave item workflows. Their names are prefixed with Sage.

  • Quotes, orders. Have workflow disabled by default. To enable workflow for these entities, you need to run a SQL query in Microsoft SQL Management Studio. Then, you can create your own workflows for quotes and orders.

  • Custom entity. When creating a custom entity, you can define whether it has workflow enabled. You need to create your own workflows for a custom entity.

If you're using escalation rules in or outside your workflow, you must configure escalation settings. For more information, see About quick notifications and escalation rules.

To enable or disable workflow through user interface

These steps apply to cases, campaigns, companies, leads, opportunities, people, and solutions.

  1. Go to My profile | Administration | Advanced Customization | Workflow & Escalation Configuration.

  2. Select Change.

  3. Enable or disable workflow for the required entities. You can also configure escalation rules and notifications.

    For details, see Workflow and escalation settings.

  4. Select Save.

  5. Create, edit, or delete a workflow as described in Building a workflow.

To enable or disable workflow for quotes and orders

  1. Open Microsoft SQL Server Management studio and connect to the Sage CRM database.

  2. Do one of the following:

    • To enable workflow, run this query:

      Copy 
      update Custom_SysParams set Parm_Value = 'Y' where parm_name = 'workflowquotes';
      update Custom_SysParams set Parm_Value = 'Y' where parm_name = 'workfloworders';
      update Custom_SysParams set Parm_Value = 'Y' where parm_name = 'allowworkflowforQA';

    • To disable workflow, run this query:

      Copy 
      update Custom_SysParams set Parm_Value = 'N' where parm_name = 'workflowquotes';
      update Custom_SysParams set Parm_Value = 'N' where parm_name = 'workfloworders';
      update Custom_SysParams set Parm_Value = 'N' where parm_name = 'allowworkflowforQA';

      Disabling workflow for quotes and orders doesn't delete existing workflows.

  3. Go to My profile | Administration | System | Metadata, select Refresh system parameters, and then select Execute Refresh.

  4. Create, edit, or delete workflows as described in Building a workflow.

    Your workflow for quotes or orders must always start with a transitional rule.

    When a user creates a quote or an order, it affects other Sage CRM database tables such as PricingList and Currency. This means that your workflow for a quote or an order becomes active only after a record is created in the system.