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Define a sequence of steps and actions in workflows to establish directional paths for managing custom module records.
This page discusses custom module workflows under the following topics:
Go to Admin > Automation > Workflows > Custom Module.
Click New Workflow.
Provide a name for the workflow.
Select a status or custom configuration to represent the record state. The drop-down displays only picklist fields referred to Status or Custom Configuration that are included under Form Customizer in the custom module.
Describe the workflow briefly.
Click Next.
You will be directed to the workflow editor. In the workflow editor, you can add various nodes to automate actions. Connect the source and target nodes using the cursor to specify the workflow path.
Use the workflow editor to define directional paths for records within a workflow.
The workflow editor contains:
A scalable editor.
A collapsible stencil panel containing nodes.
The stencil panel comprises two tabs: Drag & Drop Nodes and Details. You can add nodes to the editor from the Drag & Drop Nodes tab by using a simple drag-and-drop action. The Details tab displays the basic information about the workflow. You can click 
next to each field to modify its details.
The nodes in the stencil panel are grouped into State Nodes, Condition Nodes, Action Nodes, and Branch Nodes.
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Default view of a new workflow editor
Nodes are workflow elements that define how custom module workflows should be processed. The stencil panel contains the following nodes under the Drag & drop Nodes tab.
Condition Nodes
Action Nodes
Branch Nodes
You can add nodes to the editor by using a simple drag-and-drop action. When a node is added, a pop-up window appears, allowing you to specify its properties.
Refer to the following sections to understand the purpose of each node and how to configure them.
Refers to the record status in the workflow.
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If the State is selected during workflow creation |
If the State is not selected during workflow creation |
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You can have multiple statuses in the workflow. However, the same status cannot be repeated.
The link type defines how the process moves from one node to another. It determines whether the transition between nodes happens automatically or requires user action. You can add a link type while connecting the start node to a state node, or while connecting a state node to a condition/action/branch node.
Click 
on the connector to set the link type. There are two link types:
Auto - The link triggers automatically when the state is reached. Each state node can have only one auto link.
Transition - Requires technician intervention to move the record to the next step. Transition links appear as actionable buttons on the record details page.
Use transitions to define user scope, mandate fields, and trigger actions at defined times. The following section explains how to create transitions in detail.
On the link type, click Transition.
Provide a name for the transition.
Briefly describe the purpose of the transition.
Add help text. This appears as a tooltip when you hover over the Workflow button on the record details page.
Click Save. You will be directed to the configuration pop-up for defining the transition.
Common Transition (optional) - Enable this option to make the transition accessible from other state nodes in the workflow.
This allows all state nodes to directly progress to the state node that comes after this transition.
After enabling, select the states to connect to this transition.
Define Rules - Define conditions for the transition and provide access to specific roles. You can define actions that can be performed before, during, or after the transition.
Before - This phase occurs prior to the transition execution.
Scope - Add users by roles to perform the transition from the record details page.
Criteria - Define conditions for displaying the transition button on the record details page.
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During - This phase occurs as the record transitions to the next state. Actions configured in the during rules are executed when the transition occurs.
Mandate - Specify fields that must be filled before the transition can proceed.
Optional - Select fields to capture additional information (not mandatory). When the transition is executed, users are prompted to fill these fields.
During Rules - Click the plus icon to associate or create new during rules. If there are multiple during rules, you can reorder them and enable cascade execution, if required. These rules are executed during the transition and on every subsequent edits on the record until the auto or transition link from the next state node is executed.
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After - This phase follows the transition.
Associate or create new after rules. These rules are executed only once.
After associating multiple after rules, you can reorder them and enable cascade execution.
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Checks whether the configured conditions are met and moves the record to the next node. Following are the different types of condition nodes:
Checks if the specified conditions are met before the record proceeds to the next node.
Drag the If node to the editor.
Enter a name for the If node.
Provide a description for the node.
Define conditions based on record details or condition custom functions.
Based on criteria - Specify the condition by selecting the column and criteria values. Click + to add multiple criteria and select AND/OR operators. Under each criteria, use the nested option to add subcriteria. You can add up to 100 subcriteria.
Condition Custom Function - Specific conditions using custom functions.
Click Save.
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The If node has a single input port and two output ports (Yes/No).
Pauses the record workflow until specified conditions are met.
Drag the Wait For node to the editor.
Provide a name and a brief description for the node.
Enter help text for the node. This will be displayed as a tooltip of the Workflow button on the record details page.
Define conditions based on record details, condition custom functions, or callback custom functions.
Based on criteria - Specify the condition by selecting the column and criteria values.Click + to add multiple criteria and select AND/OR operators. Under each criteria, you can use the nested option to add subcriteria. You can add up to 100 subcriteria.
Condition Custom Function - Specify conditions using custom functions.
Callback Custom Function - Pauses the workflow and waits for a return response from a callback custom function. This is useful when the workflow needs to wait for input from an externally integrated application.
The return response from the callback custom function should be in the following format:
The Wait For node has a single input port and a single output port.
A multi-way branch node that refers to the value of a chosen field and applies the workflow path based on the selected value.
Drag the Switch node to the editor.
Select the field to apply the switch condition.
Select the required field values. You can configure different workflow paths for each field option.
Select Include Default Option to configure a workflow path when the field values do not match any of the selected values. You can rename the default option as needed.
Click Save.
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The Switch node has a single input port and N number of output ports based on the added field options.
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Automates the following actions during workflow execution:
Automatically sends emails or messages to users or groups when the node is reached.
Select an existing notification template or click New to customize your notification.
Provide a name for the template.
Set the notification mode: Email or SMS
Enter the subject and the message to be sent.
Click Save.
After creating a new template or selecting an existing template, select recipients by organization roles, users, placeholders, or user-referred additional fields. Type the user name and select the user from the drop-down.
Click 
beside the Template field to modify the details of the selected template. Note that the mode cannot be modified.
Click Save Template.
The Notification node has a single input port and a single output port.
Updates field values in the record when predefined conditions are met.
Drag the Field Update node to the editor.
Select an existing field update configuration from the available options.
To create a field update action, click New from the drop-down.
Provide a name and description for the field update action.
Select the fields and values that must be applied during the node execution. Use 
to add multiple fields and values.
Click Save.
Click 
across the Field Update Name field to modify the details.
(Optional) Enable the Override field values with rule values option to replace existing field values in the records with the values defined in the workflow.
Click Save.
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The Field Update node has a single input port and a single output port.
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Executes custom operations by using custom functions.
Drag the Custom Function node to the editor.
Select an existing custom function from the drop-down.
To create a custom function, click New. More information on compiling custom functions is available here.
After creating the custom function, click Save or Save and Test.
Click 
across the Custom Function field to modify the custom function.
Finally, click Save.
The Custom Function node has a single input port and two output ports (Success and Failure). The failure port executes an alternate path if the custom function encounters an error.
Automates actions across instances when the node is reached. The supported actions depend on the instance selected to execute the action.
When User Defined Action is executed within the same instance as the workflow - You can create Requests, Announcements, Custom module records, and custom module subentities such as Tasks and Checklists.
When User Defined Action is executed in a different instance - You can create Requests, Custom module records, and Announcements.
Configure User Defined Action
Drag the User Defined Action node to the workflow editor.
Select the required instance. Instances are displayed based on the logged-in user’s permission.
Hover over the required operation and click New to create an action. You can add up to 100 actions for an operation within an instance.
The form loads dynamically based on the selected operation. Fill out the required fields.
To copy or map a value from the parent record, click the Properties 
icon beside the field and select the source field. (Available only for specific fields)
Use the options in the form footer to control node execution.
Wait for Request/Task/Checklist Completion - Pauses workflow execution at the node until the selected entity’s status changes to Closed. Applicable to requests, tasks, and checklists.
Set up alternate path if there's an error - Allows you to define an alternate workflow path to execute when an error occurs during action execution.
To select the existing action, click the operation and select the required action.
You can edit or delete existing actions.
Click Save or Save and Add New.
Click here for more information on user-defined action.
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The User Defined Action node has a single input port. The number of output ports depends on whether an action completion or an alternate path is configured.
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UDA with single input and output port |
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UDA configured with action completion |
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UDA configured with alternate path |
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| UDA configured with action completion and alternate path | .png?Policy=eyJTdGF0ZW1lbnQiOlt7IlJlc291cmNlIjoiaHR0cHM6Ly9kemY4dnF2MjRlcWhnLmNsb3VkZnJvbnQubmV0L3VzZXJmaWxlcy84NjYvMTQyNjIvY2tmaW5kZXIvaW1hZ2VzL3F1LzIwMjUvaW1hZ2UoODEpLnBuZyIsIkNvbmRpdGlvbiI6eyJEYXRlTGVzc1RoYW4iOnsiQVdTOkVwb2NoVGltZSI6MTc3MTc3MTg1M319fV19&Signature=pz~sMZD-R8Vpuk1m9FiNBT6WzOiDyPhK9M-rrZ1Bfiz6GGYv2O9-807MqJ6vxAwKiI70szvw30gmh0xVeLBxiDlXVJZgIpLZF3f7VO-vNtTK4Po-dPuHIOTtbj7DyeCZI4YwDs-lTkMh0VpSIYt9bsf64sO1iI9M3VdaETxTUtsLRsxyTMEE2jHc1NcEdfxjbh1edgZZ7Vr6Hu4Jo2BSV0opGVsoBeR-wN9~d1ZA1ZIop-ipAEhLRAc1-8yDUeSg7zaYqW1qF5TlgDQfT6OG13-NYajqBOogY~2ZBtWX5Dqknm~KHkvAzNmTU1fkL9aZlYrqi6XMZlh60bX1X3UT6A__&Key-Pair-Id=K2TK3EG287XSFC) |
Executes time-delayed actions on records. You can pause the record for a specific time duration and execute actions when the timer is active or after it ends.
Drag the Timer node to the editor.
In the Timer drop-down, select an existing timer and click Save.
To create a timer, click New.
Provide a name and description for the timer.
In Stage 1, set the delay time and repeat frequency.
Configure the actions to be executed. Supported actions are Field Update, Notification Action, Custom Function, Execute Script, If-If, and If-Else.
Click New Stage to add another stage.
You can set criteria to abort the timer midway based on specific conditions, or allow the timer to run until completion without interruption.
Click Save or Save and Select.
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The number of timer node ports depends on whether the abort criteria is configured.
Abort criteria configured: Single input port and two output ports (Aborted/Ended).
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Abort Criteria not configured: Single input port and single output port (Ended).
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When the Timer node is reached, the configured actions are executed based on the defined schedule or duration.
If abort criteria is met during the initial delay or repeat schedule, the timer is aborted, and the workflow proceeds through the Aborted port.
If abort criteria is not met, the timer continues execution and, upon completion, the workflow follows the Ended port.
Manages complex workflows by handling multiple scenarios simultaneously. There are two types of branch nodes.
Splits the workflow into multiple parallel paths, allowing different actions to run simultaneously.
Drag the Fork node to the editor.
Specify a name for the fork node.
Provide a description and help text.
Click Save.
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The Fork node has a single input port and a single output port.
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Merges multiple parallel paths into a single workflow path.
Drag the Join node to the editor.
Specify a name for the join node.
Provide a brief description.
Choose when to join the forked paths and resume a single workflow path. You can merge the flow after all forked pathways are completed or if one of the pathways is completed.
Click Save.
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The Join node has a single input port and two output ports (Success & Failure).
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After adding nodes, connect the nodes to specify the workflow direction. The link used to connect two nodes is called a connector.
Hover over a node to view the input and output ports.
Output nodes are marked in orange color.
Input nodes are marked in green color.
To connect nodes, drag the output port of the source node to the input port of the target node.
Add a vertex by clicking on a connector. Double-click on the connector to remove the vertex.
To remove the connector, right-click on the connector and click Delete.
Drag a node or connector to reposition it on the editor as needed.
Change the source or target node of the connector by dragging the input or output vertexes.
Right-click on a node to perform the following actions:
Edit the node properties.
Delete the node from the workflow.
Set the transition order for statuses that have multiple transitions.
Modify the orientation of the input and output ports. This applies only to specific nodes.
You can perform the following actions from the workflow editor.
Collapse the Stencil - click 
on top of the stencil panel to expand or collapse it.
Edit Workflow Details - Click the workflow name on the header or go to the Details tab in the stencil to edit the basic details of the workflow.
View Associated Records - Click Associated <custom_module> on the header to view the records associated with the workflow.
On the associated records list view,
Use the Execution Status filter at the top of the page to filter records based on the execution status.
Click Actions > Export to download records in the following formats: HTML, XLS, XLSX, PDF, and CSV.
Multi-select and Move Nodes - Use the Select Tool 
icon on the header to select multiple nodes and reposition them in the editor.
Reset Workflow - Use the Reset 
icon on the header to reset a workflow to its default state. If the workflow was previously saved, it will be restored to its last updated state.
Export Workflow - Click 
> Export as PDF on the header to export saved workflows as PDF documents.
View Workflow History - Click > View History on the header to view the log of all operations performed on the workflow.
View Help Card - Click > Help to view the help card.
Zoom In/Zoom Out Workflow - Use the zoom handle 
on the editor's left corner to view the graph in a large/small scaled view.
Save Workflow - Click Save on the header to save the workflow.
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