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Creating Workflow Rules

Before you begin: Workflow functionality in Siebel CRM On Demand must be set up for your company, as described in About Workflow Rules. To perform the procedures described in this topic, you must have the Manage Data Rules - Manage Workflow Rules privilege in your user role. For information on adding privileges to roles, see Adding Roles.

NOTE: After a rule is created, you cannot change the record type or trigger event on the rule. However, you can update the workflow condition.

To create a workflow rule

  1. In the upper-right corner of any page, click the Admin global link.
  2. In the Business Process Management section, click the Administer Workflow Rules link.
  3. On the Workflow Rules List page, click the New button.
  4. In the Key Workflow section of the Workflow Rule Detail page, fill in the rule information. The following table describes the rule fields.

    Field

    Description

    Workflow Rule Name

    Enter a unique name, up to 50 characters.

    Active

    Use the Active check box to enable and disable the rule. Any number of workflow rules can be active at the same time.

    Record Type

    Select the record type for the workflow rule.

    • For create, update, and delete trigger events, each workflow rule relates to one record type only. The rule is evaluated for that type of record and the actions are performed on that type of record. After a rule is created, you cannot change the record type on the rule.
    • For workflow rules where the trigger event is After association with parent trigger event or After dissociation from parent trigger event on the rule, select the record type of the child record. For example, if you want the workflow rule to be triggered when a contact record is associated with an account record, select Contact in this field, and select Account in the Parent Record Type field.

    Trigger Event

    Select the event that triggers the rule.

    When this event occurs on a record of the specified type, the rule is evaluated. After a rule is created, you cannot change the trigger event on the rule.

    NOTE: The trigger events After association with parent and After dissociation from parent are supported only for the Account, Contact, and Opportunity record types. For more information, see the Association and Dissociation Trigger Events section of the About Workflow Rules topic.

    Parent Record Type

    This field is displayed if you select the After association with parent trigger event or the After dissociation from parent trigger event.

    Select the parent record type. For example, if you are setting up a workflow rule that will be triggered when a contact record is associated with a parent account record, select Account in this field, and select Contact in the Record Type field.

  5. If you want to define conditions on the workflow rule, click the fx icon in the Workflow Rule Condition section of the Workflow Rule Detail page and use the Siebel Query Language Expression Builder to define the workflow rule condition. For more information about Expression Builder, see Creating Expressions with Expression Builder.

    NOTE: If you do not define any conditions for the workflow rule, the actions on the rule will be performed each time the rule is triggered.

    When creating conditions on workflow rules, note the following points:

    • You can configure workflow rules that are specific to a particular role or channel. Use the expression ExcludeChannel() to pick and choose channels. Use the expression UserValue('<Role>') to construct role-based conditions, for example:

      UserValue('Role')="Administrator" AND [<Priority>]="High"

    • In a workflow rule expression, you can determine if a field has been updated before activating a workflow action by using an expression such as the following in the condition on the workflow rule:

      PRE('<FieldName>') <> [<FieldName>])

      To deal with the case where a previous value was never set on the field, use the following expression:

      [<FieldName>] <> IfNull(PRE('<FieldName>'), "Invalid"))

  6. Save the rule.

When you have saved the rule, you can create actions for the rule. For more information, see Creating Workflow Rule Actions.

Related Information

See the following topics for related workflow information:


Published May 2008