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Feature Availability

Vtiger Editions: One Growth | One Pilot | One Professional | One Enterprise | One AI

Introduction

The Create Records workflow action creates records in a module when triggered. For example, you can create a workflow that creates a record in the Deals module when a lead’s Status = Hot. However, for the workflow to create records, you must set up the trigger and entry criteria.
To learn more about Workflows in Vtiger CRM, click here.
To learn more about deals, click here.

Consider the above-mentioned example. Let us see how to set up the Create Records action that creates a record in the Deals module when a lead’s Status = Hot. 

In this article, you will learn about:

• Setting up the Create Records Action

Key Terminology

Field Name	Description
Workflow	A workflow is a sequence of automated actions that run when specific conditions are met.
Workflow Components	Workflow components are the essential parts that make up a workflow and define how a process operates from start to finish.
Workflow Trigger	A workflow trigger is an event or condition that starts a workflow.

 

Accessing the workflow page

1. Log in to the CRM.
2. Click the User Menu in the top-right corner of the screen.
3. Click Settings. The Settings page opens.
4. Look for the Automation section.
5. Select Workflows.
6. Click the +New Workflow button.
7. Select Standard. 

Step 1: Entering basic information

8. Select the Target Module as Leads.
   1. The Leads module is disabled by default. Follow these steps to enable it:
   2. Click the User Menu in the top right corner of the screen.
   3. Click Settings.
   4. Look for the Module Management section.
   5. Select Modules.
   6. Find the Leads module and enable its checkbox.
9. Enter workflow name, status, etc.

Step 2: Select the workflow trigger

9. Select this Workflow Trigger - Lead updated (Includes Creation).
10. Choose Every time conditions are met from Recurrence.

Step 3: Set up the workflow entry criteria

11. Click +Add Condition.
    1. Enter the condition - Lead Status is Hot by following the steps below:
       1. Select Lead Status from the first drop-down and is from the second. 
       2. Click on the text area on the right.
       3. Select Raw text from the drop-down.
       4. Click on Select an option.
       5. Choose Hot.
12. Click Save.

Step 4: Set up the Action

13. Click the Add Action drop-down.
14. Select Create Record. 
15. Enter the Action Title. For example, Create a deal.
16. Select Deals from the Create a record in drop-down.
17. Enter the values on the right for the fields mentioned on the left.
    • Click on the text area on the right.
    • Select Raw text from the drop-down.
    • Click on Select an option or type the field value.
    • Click Save.
    • Click the +Add Record Field button to add a new field from the Deals module. Note: Follow the steps above to fill out all the mandatory fields. 
18. Click Save to save the action.
19. Click Save to save the workflow.

When you add a new field in Step 17(e), to fill out the field value, you have three options. 

• Raw text: You must manually enter the value the field must take.
• Field: When you select this option, you choose a field whose value must be copied to the selected field.
• Expression: This option lets you use the fields to form an arithmetic expression, the value of which will be updated in the selected field. You can also use ready-made functions from the Use Functions drop-down. 
  • After selecting the function, enter field names in the function placeholders from the Use Field drop-down. For example, concat(first name, last name) is a function that connects the first and last names. 
  • To learn more about expressions or functions, click here.

​Note: When the destination fields are updated with the source field values via workflows or approvals, the CRM account owner’s preferences are applied. The preferences are set up under My Preferences and Calendar Settings.
 

Consider this example: If a deal’s Description field (destination) is updated with the deal’s Expected Close Date (source) via a workflow, then the date format in the Description field takes the CRM account owner’s format.

References

• Managing your Events
• Workflows in Vtiger CRM
• Creating Standard Workflows
• Set up a Workflow Action to Send Mails
• Set up a Workflow Action to Create an SMS Task
• Set up a Workflow Action to Invoke Custom Function

 

Workflow Action to Update Fields Workflows in Vtiger CRM Set up a Workflow Action to Create Event Set up a Workflow Action to Create Task Set up a Workflow Action to Create an SMS Task