About Workflow Rules
A workflow rule is an instruction to Oracle CRM On Demand to perform one or more actions automatically each time a specified event occurs.
About Setting Up Workflow Rules Functionality
If you are a new customer, then the workflow rules functionality is automatically enabled. However, if you are an existing customer, then Oracle CRM On Demand Customer Care and your company administrator must configure the Oracle CRM On Demand workflow rules functionality:
Trigger Events and Actions on Workflow Rules
A workflow rule is evaluated when the event specified on the rule (the trigger event) occurs. If the conditions on the rule are met (or if there are no conditions on the rule), then the actions specified on the rule are performed. For example, you can create a workflow rule to specify that when an opportunity is created (the workflow rule trigger event), an email is sent to the opportunity owner's manager (the workflow rule action). You can also specify that the email is sent only if the revenue on the opportunity is in excess of a certain amount (the workflow rule condition), and you can specify the content of the email.
You can also configure workflow rules so that actions are performed when a specified period of time has passed, or when a specified date and time is reached. For more information about time-based workflow actions, see About Time-Based Workflow Rules.
Workflow rules can be triggered by one of the following:
Workflow rules are configured for a record as a whole, and not for individual fields. There are several types of trigger events for workflow rules, but each workflow rule has only one trigger event. Depending on the trigger event you select for the rule, you can specify that Oracle CRM On Demand is to perform one or more actions automatically when the workflow rule conditions are met.
NOTE: After a rule is created, you cannot change the record type or trigger event on the rule. However, you can update the workflow condition.
The trigger event for each rule is shown on the Workflow Rules List Page and on the Workflow Rule Detail page. The following table shows the actions that are available for each trigger event.
Three additional workflow actions are available only in Oracle CRM On Demand for Partner Relationship Management:
For more information on these actions and how you can use them, see Oracle CRM On Demand for Partner Relationship Management Configuration Guide, available from the Oracle CRM On Demand documentation library on Oracle Technology Network.
Restrictions That Apply to Workflow Rules and Rule Actions
The following restrictions apply to workflow rules and rule actions:
NOTE: When a workflow rule is triggered by a record association or dissociation action, the integration event created by the workflow can contain fields from both the child record and the parent record.
Workflow Rules Order
When you create a workflow rule, Oracle CRM On Demand automatically assigns the rule to the next unused order number for the rules that are based on the same record type and the same trigger event. If the trigger event for the workflow rule is After Association With Parent or After Dissociation From Parent, then Oracle CRM On Demand automatically assigns the rule to the next unused order number for rules that are based on the same record type, the same trigger event, and the same parent record type. The order number determines the order in which Oracle CRM On Demand invokes a sequence of workflow rules that are based on the same record type and the same trigger event, and if applicable, on the same parent record type. You can change the order of your rules. For more information about changing the order of workflow rules, see Changing the Order of Workflow Rules.
Exiting a Sequence of Workflow Rules
You can specify that Oracle CRM On Demand is to stop processing a sequence of workflow rules if the condition on a workflow rule is met. When a workflow rule is triggered, the condition on the rule is evaluated. If the condition on the rule is met and the Exit check box on the workflow rule is selected, then the active actions on the current workflow rule are performed, but the subsequent workflow rules that are based on the same record type and the same trigger event, and where applicable, the same parent record type, are not processed.
Association and Dissociation Trigger Events
Association and dissociation trigger events on workflow rules are supported for associations between certain record types only. The following actions are available for association and dissociation trigger events:
The following table lists the associations that support association and dissociation trigger events and indicates which of the associations support the Create Integration Event action.
The following table lists the actions that can trigger an association or dissociation workflow rule. It also shows the integration events that are generated by the workflow rule in each case (if an integration event action is configured on the workflow rule).
NOTE: Depending on the data in the records, additional integration events can be generated. For example, if a new contact created on an account is the primary contact for the account, an additional (account update) integration event is generated.
Workflow Rule Action Failures
If a workflow rule action fails to complete, then the following happens:
Record Visibility and Workflow Actions
When a user performs an action that triggers a workflow rule, some of the actions on the workflow rule can fail if the user’s action resulted in the user losing visibility to the record.
For example, you might have a workflow rule that is triggered when a modified account record is saved. If a user who owns an account record reassigns the account to another user, then the workflow rule is triggered when the account record is saved. If the original owner of the record no longer has visibility to the account record through any other means, such as team or book membership, then any workflow action that requires access to the account record fails.
Record Ownership Modes and Workflow Actions
You can configure record types that support custom books in different ownership modes: user mode, mixed mode, or book mode. For more information about records ownership modes, see About Record Ownership Modes. The record ownership mode interacts with workflow rules and actions.
If an Assign a Book workflow action attempts to remove the primary custom book from a record, then the following happens:
If a workflow action has a dependency on the value in the Owner field on a record, such as when a Send Email action is configured to send email using the Relative User on Record option, then the following happens:
Workflow rules are evaluated in sequence and synchronously. Therefore, until all the rules are evaluated, the overall update operation is not completed. Workflow rules add a certain amount of latency to operations (that is, the time between the start of an operation and its completion). For example, each task created by a workflow rule can add as much as 20% latency to a record update operation. Each email created by a workflow rule adds about 5% latency.
Expressions take less time to evaluate. To minimize latency, add mutually exclusive expressions to your workflow conditions. Build your workflow rules incrementally, keeping performance in mind.
Click a topic to see step-by-step procedures to do the following:
|Published 5/4/2012||Copyright © 2005, 2012, Oracle. All rights reserved. Legal Notices.|