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Administering Oracle CRM On Demand > Business Process Management > Workflow Configuration > Creating Workflow Actions: Update Values
Creating Workflow Actions: Update Values
An Update Values action on a workflow rule automatically updates fields when a record is changed, without losing the information about the original change (that is, information about when the record was changed, by whom, and what data was changed). The action is performed after the end of the wait period defined in one or more Wait actions, if any, that precede the Update Values action on the workflow rule.
Unless the trigger event for the workflow rule is Before Modified Record Saved, there must be at least one active Wait action that precedes the Update Values action on the workflow rule. Except on workflow rules where the trigger event is Before Modified Record Saved, Oracle CRM On Demand allows you to activate an Update Values action only if the action is preceded by at least one active Wait action on the workflow rule. Where a workflow rule has a number of Update Values actions, you do not need to have a Wait action for each Update Values action. It is sufficient to have one Wait action that precedes all of the Update Values actions on the rule.
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 Update Values 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 Update Values action
- Navigate to the rule where you want to create the action:
- In the upper-right corner of any page, click the Admin global link.
- In the Business Process Management section, click Workflow Configuration.
- 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.
- Click the Workflow Name link on the rule.
- In the Actions title bar on the Workflow Rule Detail page, click Menu, and select Update Values.
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.
- In the Workflow Action Edit page, enter a name for the action.
- If you want to enable the action, select the Active check box.
- Fill in the fields described in the following table, and then save the action.
Field
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Description
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Field Name
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Select the name of the field that is to be updated from the drop-down list.
NOTE: The set of fields that can be updated is determined by the record type for the workflow rule. Also, if a field is specified as read only at the field setup level, then that field cannot be updated through the Update Values action. For some record types, the set of fields that can be updated includes some Custom Object fields. The Custom Object 1, Custom Object 02, and Custom Object 03 fields, and the corresponding ID fields can be updated for a number of record types. For the Opportunity record type, the Custom Object 05 and Custom Object 06 fields, and the corresponding ID fields can also be updated.
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Value
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Click the fx icon beside the field, and define the expression that calculates the new value for the field. You can use the Check Syntax button in Expression Builder to test the syntax.
This field can contain a maximum of 1024 characters.
If you define an expression to calculate a field, such as a custom Margin field, where Margin equals Revenue minus Cost, then the field value is calculated each time the workflow rule is triggered, even if the Revenue or the Cost has not changed. For better performance, you can define an additional condition on the workflow rule, such as:
FieldValue('<Revenue>') <> PRE('<Revenue>') OR FieldValue('<Cost>') <> PRE('<Cost>')
The PRE function returns the value that was in the field before the field was updated.
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Overwrite Existing Values
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Select this check box if the existing value in the field is to be overwritten with the new value.
If the field already contains a value, the value is not updated unless this check box is selected.
If the field is empty, the field is updated with the new value, even if this check box is deselected.
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For step-by-step procedures for creating other types of workflow actions, see the following topics:
Related Topics
See the following topics for related workflow information:
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