Workflow Actions

Workflow actions are a fundamental component of business automation and process management in TeamDesk. They enable you to automate a wide range of tasks and processes within your database application. These actions are executed when specific conditions or triggers are met, and they can perform a variety of functions to streamline your workflows and enhance efficiency. These functions include sending emails, creating and updating records, navigation, document generation, and actions designed for mobile devices.

The following types of workflow actions can be created in TeamDesk:

• E-mail Alert
• Update Record
• Create Record
• Delete Record
• Call URL
• Generate Document
• Navigate
• Mobile Device Create Record
• Mobile Device Update Record
• Mobile Device Alert

Workflow actions may be created in the process of trigger/button creation or prior to adding triggers/buttons. During the process of trigger/button creation, you can select previously created actions from the list.

Creating Workflow Actions in Existing Triggers/Custom Buttons

You can create workflow actions directly in a certain workflow trigger (or a custom button) using the following steps:

1. Click the Setup link in the top right corner of the window.

2. Choose a necessary table from the list on the left.

3. From the menu in the main frame, select Rules > Workflow Triggers to create an action for an existing trigger or Rules > Custom Buttons to create an action for an existing custom button.

4. Choose a trigger/custom button from the list and click either its name or the Edit button next to it. Below, you’ll find the Actions section where you can add actions.

5. Click on the New button to add actions created beforehand or create a new action.

Creating Actions Beforehand

You can also create actions in advance and associate them with corresponding triggers or custom buttons later.

To create a new workflow action:

1. Click the Setup link in the top right corner of the window.

2. Choose a table and click the corresponding table name in the list on the left.

3. From the menu in the main frame, select Rules > Workflow Actions. Click New at the top of the actions list.

4. Select a necessary action type.
   

5. Fill out the Action form in accordance with the selected type.

Execution of Linked Actions

All workflow actions linked to a trigger or custom button are executed as a whole. If one action fails, the entire transaction is rolled back. However, it is important to note that a Call-URL action cannot be rolled back.

If you need to execute a linked action conditionally, link the action to a record change trigger with the appropriate filter condition. Then, configure the current button or trigger to modify the record, which will initiate the trigger execution.

Please note that Table Records Access and Columns Access do not affect Workflow Actions. Only the access to a button or a trigger comprising the action is taken into account by the system.

TeamDesk allows cascading execution of record change triggers. By default, the cascading execution is switched off. It is controlled via the Execute Triggers option available in Create Record, Update Record, Delete Record, and Call-URL actions.

There is a limit on the number of executed workflow actions, which depends on the number of users.