Recipient Type

Select the type of recipients for the email. Multiple options can be selected. Based on your selection, the system displays the remaining input elements on the screen.

• User: Sends the email to a specific user(s).
• User Group: Sends the email to all users within a selected group.
• Field: Allows you to search for fields in the context object that have a lookup to User, User Group, or Contact. You can select one of these fields to send the email accordingly.

• Expression: Allows to use constants, variables, or formulas to dynamically update the recipient's email address.

To Addresses

Search for and select the recipient email addresses from the list. You can also add email addresses that are not part of the application's user list.

CC Addresses

Search for and select email addresses to send a copy (CC) of the email. You can also add email addresses that are not part of the application's user list.

Field

Search for and select a field(s). For example, If the Context Object is "Assignment," you will find a field named "ActivatedBy" in the list.

Template

Search for your email template using the name of the notification email template and select the email template.

Template Data

Allows updating email content dynamically. If your template contains a placeholder (merge field) in the email body, you can define the corresponding template data to update it.

For example,

If your email body includes a placeholder like {{ TemplateData.AssigneeName }}, you can update the assignee name by entering the specific template data pair: AssigneeName: ID. When the email is sent, {{ TemplateData.AssigneeName }} will be replaced with the actual value, such as "John Doe".

Entry Criteria

Entry Criteria

Set the conditions that must be met to trigger the workflow.

• Field: Select the field you want to set as the condition criterion. It lists fields and constants associated with the object you have selected at the time of workflow creation.
• Operator: You must select the logical operator from the list. This forms the relationship between the field and its value.
• Value: You can either manually enter the field data or use dynamic values based on variables or formulas. Place the cursor in the text box, and the system will suggest options based on the field's data type.
  • Manual Entry: Enter the value directly in the text box. Supported data types include standard types as well as more complex types like Lookup, Owner, Currency, and Multi-Picklist.

    Lookup: {"Id":"28c22389-9441-4332-a6db-b4628e4b6cb0","Name":"ABC Corp"}
    Owner: {"Id":"28c22389-9441-4332-a6db-b4628e4b6cb0","Name":"Admin","OwnerType":"User"}
    Currency: {"Value":12000}
    Multi Picklist: ["Large Enterprise","Consumers & Vendors"]

  • Dynamic Entry: Choose variables, formulas, or context records to automatically populate the value. The system will evaluate and apply the generated value to the corresponding field. To learn more about creating variable and formulas within a workflow, see Creating Workflows.
    • Owner Field Configuration: Select the RecordOwner option in the Field text box to open a dropdown with User and User Group options for setting ownership details.
    • Lookup Field Configuration: Type in the Field text box to see relevant results under Lookups, along with options like Variable and Formula.

To add more conditions, click Add Criteria. To remove all conditions, click Remove All.

Switch to New Entry Criteria

You will see this toggle only when editing an activity in an existing workflow. Enabling this toggle upgrades the activity to the new IntelliSense Criteria Builder and migrates the old criteria. If the migration fails, you must correct the criteria for a successful conversion or continue using the older version indefinitely. Once switched, you cannot revert to the older Criteria Builder.

Filter Expression

By default, the application applies AND logic to all criteria. You can adjust this to create more complex logical expressions if needed. You can customize your logic using parentheses, AND, OR, and NOT.

For example, if you enter “(1 AND 2 AND 3) OR 4”, the system will evaluate whether all three of the first conditions are true, or if the fourth condition is true.