Triggers

Required Permission

Workflow - You must have the Workflow permission to access this setting.

Triggers define when and how a workflow starts. Every workflow has exactly one trigger that determines which records can enter the workflow.

Trigger Types

Trigger Type	Description	Best For
Record Created	Fires when a new record is created	Welcome sequences, initial setup
Record Updated	Fires when any field on the record changes	General update notifications
Field Value Changed	Fires when a specific field changes	Stage changes, status updates
Date-Based Trigger	Fires relative to a date field	Reminders, anniversaries, deadlines
Manual Enrollment	Records must be manually added	One-time campaigns, special cases
Contract Finalized	Fires when contract is fully signed	Post-sale processes (Contracts only)

Record Created

Triggers immediately when a new record is created matching the workflow's object type.

Configuration

1. Select Record Created as the trigger type
2. Optionally add enrollment criteria to filter which records qualify

Use Cases

• Send welcome email to new contacts
• Create initial activities for new projects
• Notify team of new leads

Example

When a new contact is created, if their source is "Website", send a welcome email.

Record Updated

Triggers whenever the record is saved, regardless of which field changed.

Configuration

1. Select Record Updated as the trigger type
2. Use enrollment criteria to filter updates

Use Cases

• Log all changes to high-value records
• Notify stakeholders of any project updates

Use Field Changed for Specific Fields

If you only want to trigger on specific field changes, use Field Value Changed instead. Record Updated fires on every save, which may be too frequent.

Field Value Changed

Triggers when a specific field's value changes. This is the most versatile trigger type.

Configuration

1. Select Field Value Changed as the trigger type
2. Choose the Field to Monitor
3. Select the change condition:

Condition	Description
Changed (any change)	Any change to the field value
Changed to	Changed to a specific value
Changed to anything except	Changed to any value except the specified one
Changed to any value (was empty)	Field went from empty to having a value
Changed to empty (was set)	Field was cleared

Use Cases

• Sales stage changed - notify team, update related records
• Assigned user changed - notify new assignee
• Status changed to "Approved" - trigger next steps

Example

When a project's Sale Stage changes to "Proposal Sent", create a follow-up activity in 3 days.

Available Fields

You can monitor both system fields and custom fields. The field list shows all fields for the workflow's object type.

Date-Based Trigger

Triggers based on a date field value, either on the date itself or relative to it.

Configuration

1. Select Date-Based Trigger as the trigger type
2. Choose the Date Field to monitor (only date/datetime fields shown)
3. Configure when to trigger:

Date Type Options

Option	Description
On the date	Trigger on the exact date
Before the date	Trigger X days/hours before
After the date	Trigger X days/hours after

Offset Settings

When using "Before" or "After":

• Offset value - Number of units (e.g., 3)
• Offset unit - Minutes, Hours, Days, Weeks, or Months

Execution Time

• For date fields (no time): Specify what time to execute
• For datetime fields: Use the field's time or specify a custom time

Use Cases

• Send reminder 1 day before appointment
• Follow up 7 days after project completion
• Birthday/anniversary greetings

Example

1 day before Appointment Date, send a reminder email and SMS to the contact.

Date Field Required

Date-based triggers require the date field to have a value. Records with empty date fields won't trigger the workflow.

Manual Enrollment

Records must be manually enrolled by a user. The workflow never triggers automatically.

Configuration

1. Select Manual Enrollment as the trigger type
2. Optionally add enrollment criteria to validate records before enrollment

How to Manually Enroll Records

Manual enrollment is currently available for Contracts:

1. Open the contract record
2. Click the Enroll in Workflow button
3. Select the workflow from the list
4. Click Enroll

Use Cases

• One-time promotional campaigns
• Exception handling processes
• Test and debug workflows

Contract Finalized

Available only for Contract object type. Triggers when all required signatures are complete.

Configuration

1. Create a workflow with Contracts as the object type
2. Select Contract Finalized as the trigger type

When It Triggers

The workflow executes after:

• All client signees have signed
• All company signees have signed (if required)
• The contract status updates to "Finalized"

Use Cases

• Create production activities after signing
• Update project stage to "Sold"
• Notify production team
• Generate welcome packets

Example

When contract is finalized, update the project's Production Stage to "Pre-Production" and create the pre-production checklist.

Enrollment Criteria

All trigger types support enrollment criteria - additional conditions that records must meet to enter the workflow.

Adding Enrollment Criteria

1. Click Add Condition in the Enrollment Criteria section
2. Configure the condition:
   • Field - Select a field to evaluate
   • Operator - How to compare (equals, contains, greater than, etc.)
   • Value - The value to compare against

Multiple Criteria

When you have multiple conditions:

• All (AND) - Record must match all conditions
• Any (OR) - Record must match at least one condition

Available Operators

Operator	Field Types	Description
Equals	All	Exact match
Does not equal	All	Not equal to
Greater than	Number, Date, Money	Value is higher
Less than	Number, Date, Money	Value is lower
Greater than or equal	Number, Date, Money	Value is higher or same
Less than or equal	Number, Date, Money	Value is lower or same
Contains	Text	Text includes value
Does not contain	Text	Text excludes value
Starts with	Text	Text begins with value
Ends with	Text	Text ends with value
Is any of	Select, User	Value is one of selected
Is none of	Select, User	Value is not any of selected
Is known	All	Field has a value
Is unknown	All	Field is empty
Between	Number, Date, Money	Value is within range

Example Criteria

Trigger Type: Record Created Enrollment Criteria: Source equals "Website" AND State is any of (CA, TX, FL)

This workflow only enrolls new contacts from the website who are in California, Texas, or Florida.

Re-enrollment Setting

By default, each record can only enter a workflow once. Enable re-enrollment to allow records to enter multiple times.

Configuring Re-enrollment

1. Check Allow re-enrollment in the trigger configuration
2. Records can now enter the workflow again when they meet trigger conditions

When to Use

• Recurring processes (quarterly reviews)
• Repeatable events (each new order)
• Field changes that can happen multiple times

When to Avoid

• Welcome sequences (only once per customer)
• One-time notifications
• Contract signing workflows

Check Execution History

If a workflow isn't triggering as expected, check the execution history to see if the record was already enrolled and re-enrollment is disabled.

Custom Labels

Add a custom label to help identify the trigger in the canvas:

1. Click on the trigger node
2. Enter a Custom Label (e.g., "New Website Lead")
3. The label appears on the node in the canvas

Troubleshooting Triggers

Workflow Not Triggering

1. Check workflow status - Is the workflow Active?
2. Verify trigger type - Does the event match?
3. Review enrollment criteria - Does the record meet all conditions?
4. Check re-enrollment - Has the record already been enrolled?
5. Verify field values - For date-based, is the date field populated?

Too Many Triggers

1. Add enrollment criteria - Filter to specific records
2. Use Field Value Changed - Instead of Record Updated
3. Check for loops - Does an action update trigger another workflow?

Next Steps

• Actions - Configure what happens after the trigger
• Conditions - Add branching logic
• Managing Workflows - Publish and monitor your workflow