Workflows are built as multi-step operations. Step 1 defines the Trigger, step 2 configures the Filters, and step 3 sets the Action. Please note that only Owners and users with the Change Organization Profile and / or Manage Roles permissions can create, edit and delete workflows.

The Create New Workflows page includes a detailed list of the steps you need to follow to create your Workflow successfully. Let's review each of them in detail.

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Triggers set when to initiate the workflow.

The current trigger options are based on record events.

Filters allow you to conditionally determine when to proceed with the workflow, based on record values. You can build filters by selecting a field with corresponding operator and value.

If you have more than one filter field, you must select the and/or combinator to build out the complex expression.

If the selected combinator is 'And', then both the specified conditions have to become true in order for the workflow to be triggered, on the contrary, if the combinator is 'or' it means that one or the other needs to be true in order for the workflow to occur.

The following metadata fields are currently supported:

The following form field types are not currently supported:

Actions are the final step of the workflow where you do something with the record data.

This step is where you configure the input values for the action template. Each action has a different set of inputs that can pull in values from the record.

Fulcrum workflows use Mustache templating for field/value replacement. You can manually configure the input tags by wrapping the field data_name with double curly braces: {{my_field}}.

By default all variables are HTML escaped, but you can include the & character after the first set of double curly braces and before the tag key if you want the unescaped value: {{&my_field}}.

Currently there are 4 actions supported in Fulcrum's Workflows: Email, Webhook, SMS, and Assign Record. Let's review each of them in detail.

Sends an email to specified receiver(s) with a customizable subject, body, and optional PDF report attachment.

If you are unsure of the name of a field, just click the 'Insert Value...' button. It brings up a list of fields for you to select from and insert into your template. When the action runs, the template is evaluated and the field tags are replaced with the corresponding data values.

Sends a customizable data payload to a specified URL endpoint.

Sends an SMS (text message) to specified receiver with a customizable message.

This will assign the record to an individual selected. You must have Assignment Enabled in Advance Settings in the app builder for this option to be available.

If you have Auto Assign Record enabled, this workflow action will overwrite the assigned to field.

Logs are available to help monitor workflow activity. Access the logs from the workflows index page by clicking on the list icon in the row of buttons on the right-hand side of the screen. This will bring up a table showing workflow actions with information useful for troubleshooting issues.

Workflow items are also tracked as user activity in Audit Logs .

A status of Error in the logs indicates that the workflow could not successfully complete due to errors within the workflow configuration (trigger, filter) or the corresponding action (ie '400 bad request'). Note that changes to an app made after a workflow has been enabled could potentially affect its ability to execute properly. Fields used in active workflows are indicated with a warning in the app builder.

If the user disregards the warning and saves changes that may impact the workflow, the last user who edited the workflow will receive an email notification alerting them to review the workflow.