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Administering Oracle CRM On Demand > Business Process Management > Workflow Configuration > Creating Workflow Actions: Assign a Book

Creating Workflow Actions: Assign a Book

An Assign a Book action on a workflow rule automatically assigns a book to a record when the conditions on the workflow rule are met. You can select the specific book that is to be assigned to the record, or you can specify an expression that evaluates to the name of the book that is to be assigned to the record.

Specifying an expression that evaluates to a book name allows you to set up an Assign a Book workflow action that can assign a different book to different records, depending on the result of the expression. For example, assume that you have accounts in North America, and you also have accounts based in EMEA. You might want to set up two separate books for the different locations, and assign the appropriate book to an account depending on the location of the account. To set up this configuration, you can create two books, one named North America and the other named EMEA. You can then create a custom picklist field called Sales Location, with the values North America and EMEA, and add the custom field to the page layout for the Account record type for the appropriate roles. Then, you can create an Assign a Book workflow action that does the following when an account record is updated:

• Evaluates an expression to determine the value that is selected in the Sales Location field on the account record.
• Associates the account record with the book whose name matches the value returned by the expression.

NOTE: You can create multiple actions for a workflow rule, up to a maximum of 25 actions for each rule.

The following procedure describes how to create an Assign a Book action.

Before you begin. To perform the following procedure, you must have the Manage Data Rules - Manage Workflow Rules privilege in your user role. For information on adding privileges to roles, see Adding Roles.

To create an Assign a Book action

1. Navigate to the rule where you want to create the action:
   1. In the upper-right corner of any page, click the Admin global link.
   2. In the Business Process Management section, click Workflow Configuration.
   3. On the Workflow Rules List page, find the rule where you want to create the action.

      For information about searching for workflow rules in the list page, see Filtering Lists.

2. Click the Workflow Name link on the rule.
3. In the Actions title bar on the Workflow Rule Detail page, click Menu, and select Assign a Book.

   NOTE: The trigger event on the workflow rule determines what types of actions can be created on the rule.

   TIP: You can create a copy of an existing workflow rule action by clicking the Copy link for the action.

4. In the Workflow Action Edit page, enter a name for the action.
5. If you want to enable the action, select the Active check box.
6. To specify the book that is to be assigned to the records, do one of the following:
   • Click the selector button beside the Book Name field, then select the book to which you want to assign the records, and then click OK.
   • Click the fx icon to open Expression Builder, then create the expression that evaluates to the name of the book that is to be assigned to the records, and then click Save.

     For example, to support the configuration described earlier in this topic, select the custom Sales Location field from the list. The language-independent name of the field then appears in the expression editor with the appropriate syntax.

     NOTE: If the expression evaluates to a null value or a value that is not a valid book name, then the workflow action fails, and an error is recorded in the Workflow Error Monitor.

     For information about Expression Builder, see Expression Builder.

7. Select the appropriate Assignment Option and Apply To option.

   For a description of the options, see Assigning Records to Books.

   NOTE: If you want the workflow action to reassign the records from one book to a different book, then you can specify the book that is to be replaced in the Replace Book field. You can select the name of the book to be replaced, or you can use Expression Builder to create an expression that evaluates to the name of the book that is to be replaced. If the expression evaluates to a null value or a value that is not a valid book name, then the workflow action fails, and an error is recorded in the Workflow Error Monitor.

8. Save the action.

Record Ownership Modes and Assigning Books

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 the record type is configured in book mode, then the workflow action fails.
• If the record type is configured in mixed mode, then Oracle CRM On Demand removes the value in the Book field on the record when the primary custom book is removed from the record.
• If the record type is configured in user mode, then none of the books on the record is a primary custom book, and the record ownership mode does not impact the workflow action.

For step-by-step procedures for creating other types of workflow actions, see the following topics:

• Creating Workflow Actions: Create Integration Event
• Creating Workflow Actions: Create Task
• Creating Workflow Actions: Send Email
• Creating Workflow Actions: Update Values
• Creating Workflow Actions: Wait

Related Topics

See the following topics for related workflow information:

• About Workflow Rules
• About Workflow Actions
• About Time-Based Workflow Rules
• Creating Workflow Rules
• Changing the Order of Workflow Rule Actions
• Deactivating Workflow Rules and Actions
• Deleting Workflow Rules and Actions