Sugar User Group: Setting up Workflow Rules and Alerts

by Lydia Teffera on August 27, 2014

In August, Amanda Anderson and Aaron Wine hosted a user group on setting up workflow rules and alerts in SugarCRM. The session covered how to create workflow alerts and custom templates, common use cases, and how to use calculated fields for more advanced workflows. Aaron and Amanda wrapped up the session with a Q & A discussion. Below are the video recording, and some of the questions and answers from the event.

Sugar User Group Q&A

Q: Is there a way to make the time elapsed workflow rules account for weekends?
A: Yes, I believe so. In your admin panel there is a scheduler for time- elapse workflows. Once in the settings section go to the process workflow tasks (this is a global setting) and you can edit it to manage it minutely. In the actual system, you can’t do it per one, but you can create a scheduled job for each workflow. However, you may need some engineering help because it requires custom coding.

Q: I would like to send email alerts based on 30 days before an expired opportunity. Is this possible?
A: Yes, however you are going to need to create a custom field that includes the date functions in the calculation and then you can run a workflow off that custom field.

Q: Will the "number of days open" calculated field only get updated when someone opens the record and edits it?
A: Yes, that's why you will need a workflow to fix it every day.

Q: How do you get these calculated fields updated without changing the modified dates on records?
A: You will need a custom logic hook for that, but it is definitely possible.

Q: Will the workflow example shown fire off every time an opportunity is listed as a closed one?
A: Yes it will fire off, but that's okay because every time you fire an opportunity as a closed one it still remains as a customer. But there is a way to state in the condition that the Account type equals prospect so that you only fire off the workflow the first time.

Q: What if it’s already a closed opportunity and you edit it?
A: Every time you save a record, regardless of what module you are in, Sugar looks to see if there are any workflows for that module. Sugar will then automatically check to see if the criteria were met.

For additional information on this user group or SugarCRM, contact us here.

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