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Workflow Triggers

Learn about the different types of workflow triggers and how to configure them.

Overview​

Workflow triggers determine when a workflow executes. Compass supports three types of triggers, each suited for different automation scenarios.

Trigger Types​

1. Time Dependent​

Trigger based on a date field in the record.

Configuration:

  • Date Field: Select from available date fields (e.g., "Primary Target Completion Date", "Due Date").
  • Offset Value: Enter the number of days or hours.
  • Offset Direction: Choose Before, After, or On the selected date.

Example:

  • Date Field: Project Primary Target Completion Date
  • Offset: 7 days before
  • Action: Send reminder email to the project manager.

2. Periodic​

Runs regularly on a fixed schedule for all records matching the workflow's conditions.

Configuration:

  • Frequency:
    • Daily: Runs every day at specified times.
    • Weekly: Runs on selected days of the week (e.g., Mon, Wed, Fri).
    • Monthly: Runs on specific days of the month (e.g., 1st, 15th, or last day).
  • Execution Times: Set one or more specific times (24-hour format) for the workflow to fire.
  • Timezone: Select the timezone for execution (e.g., UTC, Europe/Sofia).

Example:

  • Frequency: Weekly (Monday)
  • Execution Time: 09:00
  • Action: Notify team of tasks due this week.

3. On Change​

Fires immediately when a record is created, modified, or deleted.

Configuration:

  • Event Type:
    • Created: Fires when a new record is added.
    • Modified: Fires when an existing record is updated.
    • Deleted: Fires when a record is removed.
  • Execution Mode:
    • Always: Trigger on any change to the record.
    • Specific Fields: Only trigger when selected fields are modified.
  • Fields to Watch: (If Specific Fields mode) Select which fields should trigger the workflow (e.g., Status, Priority).

Example:

  • Event: Modified
  • Mode: Specific Fields (Status)
  • Action: Send notification when Task Status changes to "Completed".

Configuring Triggers​

During workflow creation (Step 3 of the wizard), choose one of the three trigger types:

For Time Dependent:

  1. Select a Date Field.
  2. Set the Offset Value (e.g., 2).
  3. Set the Direction (Before, After, or On).

For Periodic:

  1. Select Frequency (Daily/Weekly/Monthly).
  2. For Weekly/Monthly, select the Execution Days.
  3. Add one or more Execution Times.
  4. Set the Timezone.

For On Change:

  1. Select the Event (Created/Modified/Deleted).
  2. Choose the Execution Mode (Always or Specific Fields).
  3. If using Specific Fields, select which fields to monitor.

Trigger Examples​

Example 1: Project Deadline Reminder​

Trigger Type: Time Dependent

  • Record Type: Project
  • Date Field: Primary Target Completion Date
  • Offset: 7 days before
  • Action: Email project manager

Example 2: Weekly Status Report​

Trigger Type: Periodic

  • Frequency: Weekly
  • Day: Monday
  • Time: 9:00 AM
  • Action: Generate and email report

Example 3: Task Completion Notification​

Trigger Type: On Change

  • Record Type: Task
  • Event: Modified
  • Fields: Status
  • Condition: Status equals "Completed"
  • Action: Notify assignee and project manager

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