Workflow Actions
13 min
configuring actions using the form layout dialog (select fields) several workflow actions use the form layout dialog to select fields and layout items this dialog provides a visual representation of your application's form structure actions that use form layout dialog set field read/write uses "select fields" button set field required/optional uses "select fields" button modify layout (show/hide) uses "select layout items" button how to access configure a workflow action (read/write, required/optional, or show/hide) click the select fields or select layout items button the form layout dialog opens in a modal window dialog structure the form layout dialog displays dialog header application/applet icon and acronym application/applet name apply button (saves selections and closes dialog) form layout section shows all fields and sections as they appear in your application form maintains hierarchical structure (sections, tabs, nested sections) fields display with their type icons sections show their names and structure hidden fields section (if applicable) shows fields that exist but are not currently in the form layout useful for selecting fields that aren't visible in the main layout interaction click a field or section to toggle its state fields cycle through available states (e g , lock β edit β unselected) selected items are highlighted and show state icons unselectable items are grayed out click apply to save your selections state indicators each action type shows different state icons read/write π lock (read only), βοΈ edit (write) required/optional β required, ? optional show/hide ποΈ show, ποΈβπ¨οΈ hide, β¬οΈ collapse, β¬οΈ expand field restrictions some fields cannot be selected (grayed out) history/tracking fields system fields (created date, updated date, created by, updated by) certain field types depending on the action (reference, comments, attachments for required action) best practices use the visual layout to understand field organization select multiple fields by clicking each one fields maintain their state until you change it click apply only when you've finished selecting all fields workflow action types set field value this workflow action updates a field value configuration select set field value action type choose the target field set the value based on field type text fields enter a value or use mustache templating with {{fieldname}} to reference other fields date fields select a date modifier (previous, current, next, or specific date) and configure offset if needed values will be relative to dates and times numeric fields enter a numeric value selection fields select from available options you will see the defined values (e g , incident types) as multiple values user/group fields select users or groups list fields add items to the list the value for the field you select changes according to the inputs available for the field type use cases auto populate fields based on other field values set default values for new records set user/group assignments automatically set field read/write use this workflow action to set a field as read only or as an editable field configuration select set field read/write action type click select fields button to open the form layout dialog in the form layout dialog view the application's form layout structure with a view of the fields in the application click on a field to set it to read only status click it again to set it to an editable status you can see the existing status of the field by hovering over the field fields cycle through states lock (read only) β edit (write) β unselected selected fields show an icon indicating their state click apply to save your selections form layout dialog features form layout section shows all fields organized by sections and tabs as they appear in the application form field icons each field displays its type icon (text, numeric, date, etc ) state indicators selected fields show their current state π lock icon = read only (field cannot be edited) βοΈ edit icon = write (field can be edited) visual feedback selected fields are highlighted, unselectable fields are grayed out layout structure maintains the same hierarchical structure as your form (sections, tabs, nested sections) restrictions cannot be applied to history, json, created date, updated date, created by, updated by fields these fields are automatically grayed out and cannot be selected use cases lock fields after record reaches a certain state make fields editable only under specific conditions prevent editing of calculated or system fields set field required/optional use this workflow action to specify whether a field is required or optional configuration select set field required/optional action type click select fields button to open the form layout dialog in the form layout dialog view the application's form layout structure with a view of the fields in the application click on a field to set it to required status click it again to set it to an optional status you can see the existing status of the field by hovering over the field, or by the checkmark or question mark icon on the field upon update fields cycle through states required β optional β unselected selected fields show an icon indicating their state click apply to save your selections form layout dialog features form layout section shows all fields organized by sections and tabs as they appear in the application form field icons each field displays its type icon (text, numeric, date, etc ) state indicators selected fields show their current state β checkmark icon = required (field must have a value) ? question icon = optional (field can be empty) visual feedback selected fields are highlighted, unselectable fields are grayed out layout structure maintains the same hierarchical structure as your form (sections, tabs, nested sections) restrictions cannot be applied to history, reference, comments, attachments, json, created date, updated date, created by, updated by fields these fields are automatically grayed out and cannot be selected use cases make fields required based on other field values conditionally require fields in multi step forms enforce data completeness based on record state modify layout (show/hide) use this workflow action to specify whether a field displays in the record configuration select modify layout action type click select layout items button to open the form layout dialog in the form layout dialog view the application's form layout structure that displays the fields available in the application click on a field to have a field exposed to view, or hidden from view for fields cycle through states show β hide β unselected for sections cycle through states show β hide β collapse β expand β unselected for tabs cycle through states show β hide β collapse β expand β unselected you can use this action on sections, tabs, and html elements selected items show an icon indicating their state click apply to save your selections form layout dialog features form layout section shows all fields and sections organized as they appear in the application form field icons each field displays its type icon (text, numeric, date, etc ) section indicators sections show their hierarchical structure state indicators selected items show their current state ποΈ eye icon = show (visible) ποΈβπ¨οΈ eye disabled icon = hide (invisible) β¬οΈ shrink icon = collapse (sections only) β¬οΈ expand icon = expand (sections only) visual feedback selected items are highlighted layout structure maintains the same hierarchical structure as your form (sections, tabs, nested sections) state options by item type fields show, hide sections show, hide, collapse, expand tabs show, hide, collapse, expand use cases show relevant fields based on record type hide fields that aren't applicable organize forms with collapsible sections progressive disclosure of information filter selection options use this workflow action to specify the values to update on a field that has multiple values available configuration select filter selection options action type choose the target selection field configure filter criteria based on other field values use cases show only relevant options based on record context filter options based on user permissions dynamically update dropdown options trigger notification send notifications when workflow conditions are met configuration select trigger notification action type configure notification template and recipients set notification subject and message content use cases alert users when records reach specific states notify stakeholders of important changes send automated updates based on record data trigger integration execute integration actions as part of workflow execution configuration select trigger integration action type choose the integration task to execute configure input mappings and parameters use cases automate external system updates when records change sync data with external systems based on conditions trigger api calls or webhooks from workflow note trigger integration is available within repeat stages, allowing you to execute integrations iteratively over collections of data export and email record export a record using a formatted export template and email it to recipients configuration select export and email record action type choose an export template to format the record configure email recipients, subject, and message set export format options use cases generate and email reports when records are created or updated send formatted record data to external stakeholders automate report distribution based on record state toggle time tracking enable or disable time tracking for records configuration select toggle time tracking action type choose to enable or disable time tracking use cases enable time tracking for billable work disable time tracking for certain record types control time tracking based on record state related documentation workflow overview /workflow overview\ md introduction to workflow concepts getting started with workflow /getting started with workflow\ md how to access and use the workflow builder creating conditions /creating conditions md detailed guide on creating conditions advanced workflow topics /advanced workflow topics md execution details and advanced concepts
