Automate Repeated Tasks with Routines

Create routines to do repeated tasks and free up time for your sales organization to focus on selling.

You can create a routine to alert your users when opportunities are stuck and require attention to move them along the sales cycle. Or you can update obsolete or outdated information and provide timely and relevant reminders for salespeople to focus on key customers.

Actions and rules instruct the routine what activity to perform on an object. For example, rules tell the routine which sales leads to process for the actions. You can group rules together and select whether all or any of the criteria must be met. You can include all or any of the group rules and there's a limit of 15 rules per group. Specify rules which need to be met in order for the routine to perform a certain action. You create and deploy the routine from the dashboard. Routines run on a recurring schedule, defined as daily, weekly, monthly and yearly and are scheduled through the Enterprise Scheduling Service (ESS) process.

Note: If you’re using Redwood UX, you will have access to additional triggers to specify when the routine runs.

When you submit the routine, it's scheduled to run at the allocated time unless you choose to set pause for the specified run.

Create a Routine

Here's how to create a routine without selecting any of the predefined templates.

1. Navigate to Configuration > Application Composer > Common Setup > Routines to access the Routines Dashboard.
2. Click Create Routine and then click Skip Templates.
3. From the Basic Details section, enter a name and brief description for the routine and select the object you want from the object drop-down list.

   You can also create routines for child objects as well such as lead and opportunity contacts, opportunity revenue, interaction references, and include their parent attributes in the rules.

   Note: If you change the object as you proceed through the guided process, then any actions and rules for that object will be cleared automatically. You'll need to enter actions and rules again for the object you want.
4. Click Next.
5. From the Trigger section, select the frequency for which you want this routine to run from the list of available triggers.

   You can select from Hourly, Daily, Weekly, Monthly, or Yearly. In addition to the predefined frequency triggers, Redwood UX users will have the option to run the routine as soon as an attribute is changed or when a record is created, updated, or deleted. You can select up to 5 attributes if you choose to select the Attribute changed option.

6. Select the Schedule routine with elevated accesscheck box if you want to schedule the routine to run across all data for an object. Note that this check box is only available to users assigned the CA_SCHEDULE_ROUTINE_APPID privilege to their role.
7. Click Next to go to the Actions section as follows.
8. From the Selected Actions area, select the Action Type you want from the drop-down list.

   Fields marked updateable in Application Composer are available in the attribute list for the Field Update action.

9. Add the attributes and associated values for the selected Action Type and click the plus ( + ) icon to add additional attributes for the selected action type.
10. Click Add Action to add other action types. Click Next when finished to add rules for your action types.
11. From the Rules section, set up the rules and conditions that you want to meet to trigger the routine. Any recommendations based on your selected actions will be populated.
    Fields specified as searchable in Application Composer are available in Rules from the attribute list.

    Note: You can group conditions to create more complex rules. Within a group you can choose to include any or all the conditions and choose to include any or all groups.

    For key objects such as Account, Contact, Opportunity, and Sales Lead, you can add dependency rules by clicking the Add Dependent Group button as highlighted in this sample screenshot. Any dependent rule groups you add are added to the parent rules.
    

    1. Select Include all groups if you want all rule conditions to be met in order for the routine to perform a certain action. Or, select Include any group if you want any of the rules to trigger the action.
    2. Click Add Dependent Group to add a dependency rule condition for the selected groups area.
    3. Click Add Group to add a rule condition from the selected groups area.
12. Add the attributes and associated values for the selected group options.
13. Click Next to preview or edit your routine.
14. Click Submit to create your routine.