Within the begin block you can define the rules based upon which the workflow will run. That is if it will be run based on a triggering event or on a schedule as well as for which objects the workflow should be run.
When you edit the begin block, we'll be presented with a number of fields.
Name: The name of the block that appears in the Sandbox.
Description: An explanation of what the block does.
Objects: What the block utilizing (e.g. Assets, Software, People, etc)
Actions: What action triggers the workflow:
- New: Triggers on the creation of new assets.
- Edit: Triggers when an asset is edited.
- Delete: Triggers when an asset is deleted.
- Schedule: Triggers on a regular cadence.
- Linked Child: Triggers for the parent asset when a child asset is linked.
- Unlinked Child: Triggers for the parent asset when a child asset is unlinked.
- Linked Parent: Triggers for the child asset when linked to a parent asset.
- Unlinked Parent: Triggers for the child asset when unlinked to a parent asset.
Run For: Scheduled workflows can be run for Active Records, Archived Records, or All Records (Active and Archived). Workflows that run for archived assets will restore those assets to an active state.
Rule Criteria: What specifically causes a rule to trigger. Here you may limit which objects the workflow will affect after the specified Action happens. This allows you to only run a workflow for a subset of objects rather than all objects.
And/Or and Criteria Groups can be used to create complex combinations of rules, to precisely target when a rule triggers. You can also import a Saved Search into the Begin block by selecting a Saved Search from the Select Saved Search to preset Rule criteria drop down on the right-hand side.
Finally, the function Show in List View button on the lower left will show you the affected items in the list view. This allows you to validate the items that will be affected by this workflow.
A Powerful way to run Scheduled Workflows
The possibility to run workflows on a scheduled basis allows you to check on data consistency and update external systems on a schedule rather than on a trigger. Rather than running exclusively on a once-per-day basis, you can set the schedule that the workflow runs on, from every fifteen minutes, all the way to once per month. You can also design workflows that only run every weekday or every other month within the schedule.
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