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Flowmind

Build a rule: when, where, then

Updated in 5.20.43

Every rule has the same three parts. When says what sets it off, Where says which records it is for, and Then says what it does, step by step.

Where

Flowmind › Rules › + Add rule

Who

Anyone allowed to create a rule. Editing an existing rule needs the right to edit rules.
  1. Rule
  2. When
  3. Where
  4. Then

Rule: its name and who sees it

1
Press + Add rule. If you work in several companies, choose the company first: a rule belongs to one company and acts only on that company's records.
2
Type the Rule name, for example Deal reaches negotiation — tell the sales manager, and choose a Category. If you may edit rules, New category adds one without leaving the form.
3
Tick Private when the rule is yours alone: only you see it, and only what you do starts it.

When: what sets it off

4
On When, choose the Entity: the module and its record, such as Deals · Deal or Support · Ticket. Then choose the Event. Each record offers only the events it really has: see Every trigger, by module.
5
An event that moves a status, such as A deal moves to another stage (from → to), asks From and To; leave Any status on either side to take every move. A field on a task changes asks Which field.
The When tab: a deal that moves from Proposal Sent to Negotiation

A status event fires only when the status really moves; an updated event fires on any change to the record.

On a schedule is the clock instead of an event: choose Repeat (Every day, Every week, Every month or Once, at a set time) and then the Hour, the Day of the week, the Date of the month or the moment it Runs at. At that time the rule looks at the records of its company that match its conditions and that its author may see, and acts on each. Where a record cannot be put on a schedule, the form says why.

A rule on a schedule: every week, on Monday, at 9

Where: which records

6
On Where, choose Match: All of these (every condition must hold) or Any of these (one is enough). With no condition at all, the rule acts on every record of the event.
7
Press Add a condition. Choose the Field, how it compares, and the Value. The comparisons are: is equal to, is not equal to, is greater than, is greater than or equal to, is less than and is less than or equal to. Where the field has a list, such as a status, the value is picked from it.
The Where tab: the deal's value is greater than or equal to 10000

The fields offered are only the ones you may read on that record.

Then: what it does

8
On Then, choose from Add an action. Each step opens its own settings under the list; Edit on a step opens them again, the arrows move it up or down, and × takes it off. The steps run in the order shown. See Every action a rule can take.
9
Between actions you can add three kinds of step:
StepWhat it does
DelayWaits the Minutes you give before the next step.
Wait forWaits for another event on the same record, Up to (minutes). Under it are two lists of steps: It happened and Timed out. For example: wait up to 60 minutes for a reply on a new ticket; if none comes, tell the support lead.
BranchAsks conditions of its own at that moment, and carries on down Yes or No.
Then: assign the ticket, wait up to 60 minutes for a reply, and escalate when it times out
10
Press Create rule. A new rule is saved switched off, so nothing acts on other people's records until you are ready: switch it on with the switch at the start of its row, or Switch on when the rule is open.

Change a rule later

Open the rule and press Edit. If runs of the rule are waiting (in a delay or a wait), the form says how many: saving a change to the trigger, the conditions or the steps stops them, each with a note on its run; a new name, category or note keeps them.

When several rules answer the same event, Order Action Sequence on the Rules list sets which goes first. When two rules write the same field, the last one wins.

A rule never sets itself off again, and a chain of rules that set each other off stops at the depth set in Flowmind settings, and says so in its history.

Questions

Where is “Build a rule: when, where, then” in Zyntra OS?

Flowmind › Rules › + Add rule

Who can use “Build a rule: when, where, then”?

Anyone allowed to create a rule. Editing an existing rule needs the right to edit rules.