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
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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
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Related Documentation
- Workflow Overview - Introduction to workflow concepts
- Getting Started with Workflow - How to access and use the workflow builder
- Creating Conditions - Detailed guide on creating conditions
- Advanced Workflow Topics - Execution details and advanced concepts