Streamline Your Workflows By Automatically Performing Tasks Based On Conditions

Workflows are great because they enforce a uniform procedure to your business processes, and make sure people are not sidestepping the standard procedures through creative approval processes. But that doesn’t mean that you can’t build steps into your workflows that are sidestepped in certain situations. If you don’t want a certain task to be performed based on a dollar value, or a coding on the record, then you can use the conditional processing on the workflow tasks to automatically complete it and then continue on to the next step in the workflow.

This way you will always have the users wondering if they are going to have to do something else, or get a free pass through the workflow.

How To Do It…

Start off by opening up your workflow that you want to streamline, select the task that you want to make conditional and then click on the Automatic Actions button within the Modify Element group of the Workflow ribbon bar.

When the Properties maintenance form is displayed, check the Enable Automatic Actions flag within the Automatic Actions page.

This will enable the condition designer, and you can then click on the Add Condition button.

When the condition line is displayed, click on the field box and select the field fro the related table that you want to use as your condition.

And then specify the rest of the condition clause.

Finally, select the Auto Complete Action that you want to perform when the condition is true.

Note: notice that you don’t just have to approve the task, you can also automatically reject the task as well.

Once you have completed the change, then just exit out of the workflow and save the changes.

How It Works…

Now if we run through the task that the workflow is related to and the condition is not met everything looks like normal and we have to perform the workflow task.

But if the condition is met then the task is skipped.

If we look at the workflow history then we will see that the action was automatically performed.

How cool is that?

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3 comments
  1. lally said:

    Hi Muray

    Thanks for the post .

    In this post you have explained that if the amount is less then 1000 then it should approve automatically, but what about that if the PO amount is more than 1000 , how to define or where to define that condition ?

    Do we need to create differenet workflows based on amounts or only in one workflow can we configure the above condition?

    Thanks for the reply

    • Lally,

      In this case you will also have an approver associated with the approval step which would be used when the amount is greater than $1000. The key to this example is that you can assign someone to approve a step, but then bypass it on any condition that you like. If you had multiple approvers, then the approvals could automatically be performed in a cascading effect. For example the manager needs to approve anything over $200, the director needs to approve everything over $1000 and the CFO needs to approve anything over $10000. The automatic approvals would stop them from having to perform the approvals when the $ is below an amount.

      Murray.

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