Adding states and rules to a workflow

  1. Select My profile | Administration | Advanced Customization | Workflow.
  2. Select the workflow to which you want to add the states and rules.
  3. Select Edit Workflow. This disables the workflow, so that you can make your changes.
  4. Drag and drop states from the Available States palette onto the lower drop circle of the rules to build the workflow tree. For example, Lead, Prospect, Quoted, Negotiation, Contract, Closed.
    • If the state you need doesn't already exist, click New State to create it. For more information, see Creating a workflow state.
    • The first state follows on from the Start state and a transition rule is automatically created to link the two states. The name of the transition rule is [name of the source state] to [name of the destination state].
    • If you drop the same state onto the tree more than once, the state icon changes to indicate a duplicate state. If you hover over one occurrence of the state, the duplicate states are highlighted.
  5. To turn a transition rule into a different type of rule, click the rule, update the Workflow rule fields and click Save.
  6. Drag a rule from the Available Rules palette onto the lower drop circle of the first state.
    • If the rule you need doesn't already exist, click New Rule to create it. For more information, see Creating a workflow rule.
    • When you drop a conditional rule onto a state, the list of rule actions is divided in two. The actions on the left are executed when the condition is True and the actions on the right are executed when the condition is False. It's a good idea to add a Show Message on Screen action to the list of False actions, to tell the user why the workflow isn't progressing to the next state.
    • You can drop more than one transition rule onto a state to let the user determine which rule is applied to the record.
    • You can drop enabled rules only. You enable a rule in the Workflow rule fields.
    • You must ensure that all rules on the workflow lead to a valid state.
  7. Click Save to save the workflow tree.
  8. Click Activate Workflow to activate the workflow. You should fully test all workflows on a Sage CRM test installation before you enable them on your production system.