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Feature Availability

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

Introduction

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.

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.

Different types of Source fields

The following types of Source fields are available when you are adding a function: 

• Raw text: You must manually enter the value that the destination field must take.
• Field: When you select this option, you choose a field from which 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. 

Example 

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.  
In this article, you will learn about:

• Setting up Update Field action

Key Terminology

Setting up the Update Fields Action

Follow these steps to set up a Workflow with the Update Fields action:

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. The Standard page opens.
8. Enter or select the following information:
   1. Basic Information section 
      1. Workflow Name: Enter a name for the workflow, such as Calculate Weighted Revenue.
      2. Target Module: Select Deals as the module on which the workflow must execute.
      3. Status: Set the workflow status to Active. The workflow will not execute when the status is set to Inactive.
      4. Description: Enter a brief description of the workflow, such as Calculates and updates the weighted revenue based on the Deal Amount and Probability.
   2. Workflow trigger section
      1. Workflow Trigger: Select this Workflow Trigger - Deal updated (Includes Creation).
      2. Recurrence: Choose this condition - Every time conditions are met.
      3. Note: No specific entry criterion is required in this workflow. 
   3. Action: Set up the action.
      1. Click the Add Action drop-down.
      2. Select Update Fields.
         1. Action Title - Enter a title.
         2. Click the +Add Record Field button.
            1. Set the field values: Choose the destination and source fields. 
               1. The Destination field is the field that must be updated. 
               2. The Source field is the field that must be used to update the destination field.
            2. Select Field (for the Destination field): Choose Weighted Revenue as the destination field.
            3. Source Field: Click inside the space provided on the right side. This opens a pop-up window. Enter the source field here.
               1. Note: After selecting the function, you must enter field names in the function placeholders from the Use Field drop-down. For example, contact (first name, last name) is a function that connects the first and last names. 
            4. Select Expression from the drop-down. This allows you to enter the expression to calculate the weighted revenue.
            5. 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.
            6. Form this expression using the symbols on your keyboard: Amount * Probability / 100.
            7. Click Save to save the expression. This closes the pop-up window.
      3. Click Save to save the workflow action.
9. Click Save to save the workflow.

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.

Copying Co-owner Field from Parent to Child Module

• You can copy the Co-Owner field value from the parent module to a child module.  
• You can select a parent record's co-owner field when you are creating a workflow with an update field task and setting values for the co-owner field.

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

Set up a Workflow Action to Create Records 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