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Creating a Workflow - Using Custom Forms

Because you can map custom form fields to special interest fields, and special interest fields can initiate workflows, you can have custom form fields initiate workflows.  Let’s look at an example.  Suppose you sell a product relating to pets (dogs & cats) and you want to start a workflow (e.g. Add to a Lead Nurturing track) depending upon which type of pet they have.

To begin create a custom form and map the custom form field to the special interest field.  In Figure -16- below you’ll see a sample field on a custom form.

Figure – 16-

Next you’ll need to define the choices in the Special Interest field so that they match the choices in the field on the custom form.  You define the choices in the Reference Table Management that is available either directly through Administration or through Customize Pages by clicking on the magnifying glass.  Your reference table should be similar to what you see in Figure -17-.

Figure -17-

You will need to turn on the special interest fields in customize pages in order for them to be visible.  Figure -18- illustrates what the special interest field should look like on the record after you’ve defined the values in the reference tables.

Figure -18-

Now you are ready to create the workflow.  Recall there are 3 parts to creating the workflow: 1) Applies When, 2) the Condition and 3) the Resulting Action as illustrated in Figure -19-.

Figure -19-

1. Applies When - This could be for new records, existing records or both new and existing records.  In this case it is for existing records.
   
2. The condition will be associated with the special interest field called ‘Pet Type’.  For this field there are 3 choices: Dog, Cat & Other.  In this case the condition to equal Pet Type = Cat. 
   
3. The resulting action is to add comments to the record.  It could have also been any of the ‘Add an Action’ choices, such as ‘Add to a Lead Nurturing Track’ etc.
   

Note:  I’ve also added a condition that the Pet Type field had to be updated in order for this workflow to be activated.  Here’s the reasoning.  If this record has Pet Type = Cat and I update it for another reason (e.g. Lead Status) then without the additional condition of ‘Pet Type was updated’ this workflow would activate again.  In fact, without the ‘AND Pet Type was updated’ this workflow would activate anytime you updated this record.

The result of this workflow is a comment in the ‘Sales Rep Comments/Notes’ as illustrated below in Figure -20-.

Figure -20-

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