Articles in this section
Authenticate Emails with SPF, DKIM, and SenderID Auto-forwarding your emails to Vtiger Automate Outgoing Emails in Email Settings Automation - Approvals Automation - Assignment Rules Automation - Multi-path Workflows Automation - Scheduled Workflows Automation - Scheduler Automation - Standard Workflows Automation - Webforms Automation - Workflow Action - Create Event Automation - Workflow Action - Create Records Automation - Workflow Action - Create Task Automation - Workflow Action - Invoke Custom Function Automation - Workflow Action - SMS Task Automation - Workflow Action - Send Mail Automation - Workflow Action - Webhook Automation - Workflows - Vtiger Expressions Configuration - Business Hours Configuration - Company Details Configuration - Consents Configuration - Customer Portal Configuration - Maps Configuration - Usage Details Configure Encrypted data fields in Vtiger CRM Configure Picklist Dependencies Considerations for Deactivating Vtiger Users Control Fields and Record Displays using Configuration Editor Create Reminders for Records and Inbox Create a field of a Grid type Customize your self-service portal theme using CSS styles Dealing with Currencies and Taxes Enable Desktop Notifications on Chrome Web Browsers Extensions - Extension Store IMAP Configuration - 2-way sync between Vtiger and IMAP providers Inventory - Payments and Subscriptions Inventory - Tax Management Inventory - Terms and Conditions Login to Vtiger on SSO SAML using ADFS Mailroom Functionality in Different Scenarios Manage Multiple Currencies Marketing & Sales - Forecast and Quota Settings Marketing & Sales - Pipelines and Stages Marketing and Sales - Deal to Project Mapping Marketing and Sales - Lead Conversion Data Mapping Marketing and Sales - Profile Scoring Module Management - Labels Editor Module Management - Module Numbering My Preferences My Preferences - Calendar Settings My Preferences - My Tags My Preferences - Notification Preferences SAML Support in Vtiger CRM Set up Mailroom Settings - Configure Module Settings Settings - Create Dynamic Fields and Layouts Module Management - Creating a Relationship Between Modules Settings - Customize Records and Fields for your Business Settings - How to set email autoresponder to Webform submission? Settings - Left Menu Settings - Manage Global Picklists in Vtiger Settings - Set up your Support Team Settings - Start Up Page Settings - Working with Picklist Values Module Management - Module Builder Support - SLA Policies Troubleshooting Login Issues Unsubscribe your Email User Management - Authentication User Management - Encrypted Field Access Logs User Management - Groups User Management - Login History User Management - Profiles User Management - Roles User Management - Settings Log User Management - Sharing Rules User Management - Users User Management - Vtiger Support Access Vtiger Buzz - Chrome Extension for Notifications Vtiger Implementation wizard Vtiger Language Support Websense - Trackers Websense - Widgets Configuration - Storage Guard Adding a local DNS Entry Adding Additional Hidden Fields to a Webform Configuring Dependent Fields and Blocks for Modules Duplicate Prevention in Modules Module Management - Modules Module Management - Module Layouts & Fields

Automation - Workflow Action - Update Fields

Set up a workflow action to update fields.
Sabqat Ruba
9 Mar, 2021 - Updated 6 months ago

Setting up the Update Fields Action

The Update Fields workflow action is used to update the fields in a record when the entry criteria are met. 


For a workflow to execute actions, it must be active and triggered, and the entry criteria must be met. To learn about these workflow components, click here.


Let us take the example of calculating the weighted revenue of a deal from the deal amount. 


Weighted Revenue = Amount * Probability / 100 


This workflow calculates and updates the weighted revenue of a deal every time the deal amount is updated and saved.


To learn more about deals, click here.


Note: There is already a default workflow available with the name Calculate or Update Weighted Revenue to perform the action explained in the example. 


Accessing the workflow page:

  1. Click the User Menu on the top right corner of the screen.
  2. Click the Settings button.
  3. Look for the Automation section.
  4. Select Workflows.
  5. Click the +New Workflow button.
  6. Select Standard.

Entering the basic information:

  1. Select the Target Module as Deals.
  2. Enter workflow name, status, etc.

Select the workflow trigger:

  1. Select this Workflow Trigger - Deal updated (Includes Creation).
  2. Choose Every time conditions are met from Recurrence.

Tip: No specific entry criterion is required in this workflow. 


Set up the action:

  1. Click the Add Action drop-down.
  2. Select Update Fields.
    • This opens a window.
  3. Enter the Action Title.
  4. Click the +Add Record Field button.
    • This opens a small window.

Set the field values: This is where you must choose the destination and source fields. 

  • The Destination field is the field that must be updated. 
  • The Source field is the field that must be used to update the destination field.
  1. Choose Weighted Revenue from the Select Field drop-down. Weighted Revenue is the destination field.
  2. Click inside the space provided on the right side.
    • This opens a pop-up window. You must enter the source field here.
  3. Select Expression from the drop-down.
    • This allows you to enter the expression to calculate the weighted revenue.
  4. Click on the Use Field drop-down and select Amount and Probability.
    • This drop-down allows you to select fields from the CRM records to use them in calculations.
  5. Form this expression using the symbols on your keyboard - Amount * Probability / 100.
  6. Click Save to save the expression.
    • This closes the pop-up window.
  7. Click Save to save the workflow action.
    • This closes the window opened in Step 14.
  8. Click Save to save the workflow.

Note: When the destination fields are updated with the source field values via workflows or approvals, then 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.

Different types of source fields

When you click the +Add Record Field button in Step 14, a drop-down with the following three options is displayed:

  • Raw text: You must manually enter the value the destination field must take.
  • Field: When you select this option, you choose a field from where the value must be copied to the destination field.
  • Expression: This option lets you use fields to form an arithmetic expression, the value of which will be updated in the destination field. You can also use ready-made functions from the Use Functions drop-down. 
    • After selecting the function, you must 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. 

Tip: You can compute different values under Expression using the readily available functions in Vtiger. To learn more about them, click here.


Related articles
Automation - Standard Workflows Automation - Workflow Action - Create Event Automation - Workflow Action - Create Task Automation - Workflow Action - Create Records Automation - Workflow Action - SMS Task
Home Privacy Policy Terms of Service Security Center Policy & Legal Center Contact Us
© Copyright 2021 Vtiger. All rights reserved.
Powered by Vtiger
Facebook Twitter Linkedin Youtube