Workflows and Notifications

Specify your own workflow rules with custom email notifications and automatic field updates.

Create Workflow Rules

Workflow rules allow you to automatically send email notifications or update field values based on conditions that you define. Any time that changes to a data object meeting the conditions in a workflow rule, the application performs any workflow action associated with the workflow rule.

Add Email Notifications

A workflow email notification is a workflow action that sends an email according to a specified email template. Notifications can be sent to users, the application's user groups, or to anyone with a valid email address. Notifications will be sent when an object is created or edited and the associated workflow rule condition evaluates to true.

Add Automatic Field Updates

A workflow field update is a workflow action that updates a field value, based on an expression or formula. As an example, you can create a field update action that sets a custom field "expires" to "today plus one month" when an object of a specific type is created.

Create State Transitions

State transition rules can be applied to limit a user group's updating privileges on combo box elements. The state transitions for a user group define all valid workflow state transitions for that user group. As an example, you can define a state transition for a user group that defines that the issue status can only be updated from status "Fixed" to status "Closed".

Create Condition Rules

Condition rules can be used to modify attribute fields dynamically, e.g., declare fields as: required, editable, non-editable, or invisible; or, for combo box elements, define the selectable set of elements. With condition rules, you can, for example, define when an issue status is fixed; the field solution must be a required field. Additionally, combo boxes can be implemented whose selectable values are dependant on the selected value of another combo box.