Using the Begin block

You configure the Begin block to determine when workflows run. The workflow can be scheduled to run at a specific day and time, or you can add rules that run workflows when specific events occur, such as updates to records.

Information
You can also schedule a workflow and add rules.

You can also determine who runs the workflow that you add by enabling user actions.

Content

Begin block fields

More actions for triggering workflows

Add rules

Rule criteria 

User actions

When you add a workflow, the Begin and End blocks are added to the workflow sandbox.

List of Begin block fields

Field Name	Description
Name	The name of the block.
Description	Enter a description, for example, of how the Begin block will be triggered and its purpose.
Objects	Automatically populated with the name of the object. For example, if you create an Assets workflow, Assets is displayed in the field.
Actions	Actions that you can select to trigger the workflow.  See the table below for a list of actions.

More actions for triggering workflows

Actions	Descriptions
New	Workflow is triggered when a new asset record is added.
Edit	Workflow is triggered when an asset record is changed or edited. The History page is used to identify changes to a record.  Important You must ensure that the Add Updates to History checkbox is selected for fields that you use to track changes. Otherwise, the History page will not update and the workflow will not trigger. You can select the Add Updates to History checkbox when you view the field in the Configuration > Data model menu.
Archive	Workflow is triggered when an asset record is archived.
Linked Child	Workflow is triggered when a child asset is lined.
Unlinked Child	Workflow is triggered when a child asset is unlinked.
Linked Parent	Workflow is triggered for the child asset when it is linked to a parent asset.
Unlinked Parent	Workflow is triggered for the child asset when it is unlinked from a parent asset.
Schedule	Workflow is run on a user-defined Schedule. By default, a scheduled workflow targets active records. This can be circumvented by specifying the following in the Run for dropdown: All records: to target both active and archived records.  Archived records: to target archived records only.

Add rules

You can add rules to target the records that the workflow affects when an action completes. You can create rules manually by specifying rule criteria or using a saved search. 

Saved Search

You can import a search that you saved into the Begin block by selecting one from the Custom list.  If your search is not saved, simply create a new search and click the Set search parameters to create a new workflow . The search that you create will automatically define the begin block rule criteria for you.

Rule criteria

If you are defining the rule criteria manually, ensure that your rule criteria targets the correct records. This helps reduce errors and improves workflow efficiency. For example, you can configure workflows for a subset of records, such as asset records, rather than for all asset records. To create complex combinations of rules, you can use And or Or operators and rules. 

Examples

To trigger a workflow that modifies computers, you can add the rule:

Manufacturer Equals <manufacturer_name>

You can add two or more rules to modify records:

Or
Manufacturer Equals <manufacturer_name_1>
Manufacturer Equals <manufacturer_name_2>

Tip
To review the records that will be affected by the workflow that you are creating, click SHOW IN LIST VIEW.
You should always complete this action when you create a workflow to ensure that you target the right records and to determine how many records will be affected. 
Performance
To avoid adversely affecting performance, workflows that affect large volumes of objects, shouldn't be run multiple times daily.

User actions

When an administrator creates a workflow, they can allow other users, with the appropriate role, to run the workflow on the details page for the object.

Field Name	Description
Allow user actions	You click the switch to permit users with other roles to run the workflow.
User action name	You enter a meaningful description of the purpose of the workflow.
User action order	You can determine the display order of the workflows for users that are permitted to run multiple workflows. Enter a number >0 and <101.
Roles	You can select a role, multiple roles, or all roles. The users’ role will determine whether they can run the workflow. The role or roles that you select must have permissions to add and edit workflows for the object.  Tip From the menu, click Configuration > Security > Roles . Click a role to find out if users have the appropriate privileges to run the workflow.
Rule criteria	You can reuse the rules that you added on the INFORMATION tab or you can add new or more rules.

Result

When the workflow is validated, saved, and activated, users with the appropriate roles and privileges can run the workflow.

Related articles

For information on the Add Updates to History feature, see Creating fields.

Integrations

Workflows