In this article, you'll learn how to create workflows. Give your workflow a name and then set the trigger type and trigger when. Set criteria on your trigger to ensure only the appropriate records enter a workflow. You can set triggers based upon specific data changes or based on a date, like birthdays or policy renewals.
IN THIS ARTICLE
Create an Automated Workflow
After an automated workflow has been activated, there are two ways to create a new workflow. Make sure to give your workflow a specific and unique name to describe the scenario it will handle.
Option 1: From the +New button, select Automated Workflow
Option 2: Select Automated Workflow in the menu, then the Saved workflow tab. On the right, select New Workflow.
Set Trigger details
After you’ve created a workflow, give it a name and set the trigger type for the workflow. Once you’ve selected a trigger type, you then set the trigger when option. Each trigger when option corresponds to the trigger type. If applicable, then set whether or not you want to allow the trigger to recur yearly.
- Group Activities
- Individual Activities
- Agent Contract
- Agent License
- Agent Activities
Add Trigger criteria
Setting criteria on a workflow helps target specifically which records can trigger a workflow. All records or just records meeting the criteria you set. The criteria available corresponds to the selection of trigger type and trigger when. So, when you change trigger type and trigger when details, appropriate criteria displays.
When no criteria is selected, the workflow can be triggered across the board for the trigger type. Be as specific as you can with your criteria - the more criteria you add, the more targeted your workflow will be.
- Widespread: When you want to allow a workflow to be triggered by a larger set of records, don’t set as many criteria
- Limited: When you want to allow a workflow to be triggered by a smaller set of records, set targeted & specific criteria.
Setting criteria for trigger when "is created"
If you use an API or lead integration, you can trigger workflows when data is inserted into your account. For 'is created' workflow triggers, several criteria are only applicable for records created via API or a Lead Integration. With that in mind, make sure to set your criteria in relation to where the record will be created for a workflow.
Example: A workflow with a trigger of when a Group is created, you can set criteria of Group status. But, when you create a group in AgencyBloc the status is not set at that step. Alternatively, if you create a Group through the API, you are able to set the Group Status.
Criteria met only by records via API/Integration:
|Trigger Type & When||And Meet the Criteria|
|Group is created||
|Individual is created||
|Agent is created||
Creating a Group/Individual through new Policy
Similarly, when you create a Group or Individual from the new policy window, there are a few things that aren't set for a Group/Individual in that process. Just keep this in mind for your day to day use and when setting up triggers and criteria.The following aren't set on a Group or Individual while creating a new record when creating a Policy:
- Group / Individual Type
- Group / Individual Status
- Group / Individual Servicing Agent
Set up Actions & Activate
Actions are what you want to happen when a workflow is triggered. A workflow is required to have at least one action to function. Add as many actions as needed for your workflow. Structure your workflow actions over a period of time. For details on working with actions, check the article on Setting up Workflow Actions.
Once you've set up your workflow actions, activate your workflow by selecting 'Save & Activate' under the workflow details tab. The workflow is activated immediately and will begin watching for triggers in your account to kick off workflow actions.