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.
You can also determine who runs the workflow that you add by enabling user actions.
When you add a workflow, the Begin and End blocks are added to the workflow sandbox.
List of Begin block fields
|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 that you can select to trigger the workflow.
See the table below for a list of actions.
More actions for triggering workflows
|New||Workflow is triggered when a new asset record is added.|
Workflow is triggered when an asset record is changed or edited. The History page is used to identify changes to a record.
|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.|
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:
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.
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.
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.
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:
Manufacturer Equals <manufacturer_name_1>
Manufacturer Equals <manufacturer_name_2>
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.
To avoid adversely affecting performance, workflows that affect large volumes of objects, shouldn't be run multiple times daily.
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.
|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.|
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.
||You can reuse the rules that you added on the INFORMATION tab or you can add new or more rules.|
When the workflow is validated, saved, and activated, users with the appropriate roles and privileges can run the workflow.
For information on the Add Updates to History feature, see Creating fields.