How to configure an automated workflow

This article is part of the Insightly Automation Guide

When planning a workflow, you may skip or repeat some of the following steps, depending on the automated process you are building. Additionally, you can clone an existing workflow to set up another automated workflow that will use the same criteria. This will only apply to criteria - actions will not be cloned.

You can only create 50 workflows per object type. For example, you can only have 50 workflows for Opportunity records.

  • 1. Create a new process

  • 2. Add the criteria that will trigger your process

  • 3. Choose a time when specific actions will occur

  • 4. Define the actions to take when the process is triggered

  • 5. Cloning existing workflow criteria

1. Create a new process

  1. Go to System Settings > Workflow Automation.

  2. Click New Workflow Process.

  3. Enter a name for the process. For our example, we'll use "Major Purchase."

  4. Enter a description for the process. This should briefly outline your criteria and the automated actions. For our example, "For purchases over $50k, notify heads of operations and marketing and create task for accountant."

  5. Choose the object that will trigger this process. We'll choose "Opportunity," since this is how our example company tracks purchases.

  6. Tick the Active box to disable this trigger. You can come back and edit and enable it later, after setting it up completely.

  7. Select an option to tell Insightly when to monitor the record. When a record is created - It's triggered or not triggered, but won't be checked again. When a record is created and edited (repeat check) - It's triggered each time the record is created or updated, repeating the actions every time your criteria is met. When a record is created or edited (stop after process is triggered) - If it's not triggered when record is created, Insightly will check each time the record is edited. Once the process is triggered, Insightly won't check it again.

  8. Click Save.

Now you're taken to the Workflow Process edit page, where you'll enter your criteria and actions. You can repeat the following sections multiple times if you have many different groups of criteria and actions.

2. Add the criteria that will trigger your process

  1. Click Add Criteria.

  2. Enter a name for this set of criteria. We'll enter, "High value opportunity."

  3. Select the field and an operator, then enter a value for the criteria that will trigger the process. Note that you cannot use Calculated fields. If there's more than one part to your triggering rule, click Add Filter Row and select the AND or OR operator. Use AND to narrow the number of matching records, and use OR to broaden the list of matches. Use the search box on the Filter by dropdown to find filters quickly. In this example, we're creating a set of criteria for opportunities with a bid amount greater than or equal to $50k AND in Won status.

  4. When you have more than two filters use both AND and OR Boolean operators, you'll need to organize them using the Filter Logic field to correctly match your trigger. This works very much like the filter logic for Lead Assignment Rules. If you're not mixing AND and OR operators, you can skip this step.

  5. Click Save Criteria.

At this point, you've told Insightly what kind of records to keep an eye on and what to match them to. Now, you'll define when actions should occur, and which actions Insightly should take when a record matches your process and criteria.

You can repeat the following two sections as many times as you need to for creating all your workflow actions. Let's first look at setting up a time trigger. 

3. Choose a time when specific actions will occur

  1. Click Add New Time Trigger.

  2. Enter a number and select the date and time parameters for triggering actions. For this example, we'll have an email sent 4 days after the record triggers the criteria.

  3. Select the date field to queue your time trigger. The date fields will vary depending on the type of object you've selected. Tasks will include due dates, opportunities will include close dates, etc. The Workflow Criteria Trigger Date is when the record is created or edited to match the criteria you've entered.

  4. Click Save Time Trigger.

  5. The new time trigger will be displayed with the rest of the information you've entered so far. The Actions buttons on the right allow you to modify the time trigger, as well as add the actions to the Workflow Process, which is what we'll do in the next section.

4. Define the actions to take when the process is triggered

  1. Click Actions in the Immediate Actions section or for any of the time triggers you've set up, according to when you'd like the action to take place.

  2. Click on the action you'd like to occur when a record matches your criteria.

    • Add A Task - Creates a new task linked to the trigger record.

    • Send An Email - Sends an email linked to the trigger record.

    • Add New Record - Creates a new record linked to the trigger record.

    • Add New Webhook - Sets up a webhook to send information to an external application.

    • Update This Record - Updates the selected fields in the trigger record.

    Emails sent through workflows do not count towards your mass email sending limits, but they will be saved to Insightly as records and count towards your record limit.

  3. Complete the information required for the action you've selected.

  4. When you're all done, click the Save button.

5. Cloning existing workflow criteria

Clone existing workflow criteria to increase productivity and cut down on the time it would take to setup a new workflow that uses the same criteria as an existing workflow. Cloning criteria will not clone the actions associated with the criteria.

When you click on the Clone Criteria button, you will be directed to a new page, which is automatically populated with the evaluation criteria, filters, filter logic, and the name from the criteria being cloned.

  1. Go to System Settings > Workflow Automation.

  2. Select an existing process.

  3. Under Criteria and Actions, click the three-dot menu on the right of a criteria listed. Select Clone Criteria.

  4. You will be directed to the Clone Workflow Criteria page. It will be automatically populated with the name, filters, and filter logic of the criteria that is being cloned.

  5. Edit the Criteria Name if needed.

  6. Edit the Evaluation Criteria, which consists of the criteria’s filters and filter logic.

  7. Click Save Criteria. On the next page, you will be able to add Immediate Actions and Time Triggers.
    The new criteria will be added to the list of existing criteria in the Workflow.

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