Before you begin
Plans: Enterprise only
Audience: Administrators
Workflow activities are the actions that a workflow performs, such as updating the value of a field or sending a notification. Each workflow can have multiple activities.
You can use workflow activities to perform the following actions:
- Send a notification
- Update a field
- Perform different activities based on an if/else condition
- Loop through multiple records
Each activity and its options are described in the sections below.
Send a notification
The Send a notification to a user(s) or group(s) activity allows you create a notification that gets sent to the users you specify. For example, you could use this activity to send a notification to maintenance managers any time that a work order is assigned the highest priority.
This activity has the following settings:
| Setting | Description |
|---|---|
| Recipients | Select the users you want to send this notification to. |
| Recipients Expr | Allows you to specify the recipients using an expression. For example, you could configure this field so that a notification about a work order is sent to the user the work order assigned to. |
| Subject | Enter the subject line you want to use for the notification. |
| Body |
Enter the body you want to use for the notification. You can format the text using HTML and include Fiix-specific variables (such as work order IDs) using “<ma>” commands. Tip: To see a list of the supported commands, press CTRL+Shift. |
Once you’ve configured the notification, you can check what it will look like by clicking the Preview button:
Update a field
Before you begin
- This activity cannot be used with the Every X seconds trigger because it relies on a specific record triggering the workflow.
- This activity’s settings aren’t displayed until after you configure a trigger. If you configure the trigger and they’re still not displayed, try closing the workflow and reopening it.
The Update a selected field value within a defined object activity allows you to automatically update the value of a field. For example, you could use this activity to automatically reopen a work order (by changing their status back to open) if it’s missing completion notes.
This activity has the following settings:
| Setting | Description |
|---|---|
| Field |
Select the field you want to change. For example if you were changing a work order’s status to “open”, this is where you would select the work order status field (called “Work Order Status Id”) The options listed in this drop-down list depend on the trigger you configured. For example, if the workflow is triggered by a change to a work order field, this list will only display work order fields. |
| Value | Select the value you want to change the field to. In the example of changing a work order’s status to “open”, this is where you would select the “open” status. |
Send a report
The Generate and send a selected report activity allows you to send a report (from the Reports feature) to the users you specify.
This activity has the following settings:
| Setting | Description |
|---|---|
| Recipients | Select the users you want to send the report to. |
| Report |
Select the report you want to send. Once you’ve selected a report, additional options (site, users, time period, etc.) will be displayed that are specific to that report. To learn more about what each report is used for, see the Report library. |
Perform different activities based on an if/else condition
The Run separate activities based on an if/else condition activity allows you to set up an if/else condition and then perform different activities depending on whether or not the condition is met. For example, you could use this activity to reopen work orders that are missing completion details.
This activity has the following settings:
| Setting | Description |
|---|---|
| Condition |
Enter the necessary code to define your condition (i.e. what the workflow looks for to determine which activities to run). For example, to have the workflow check if the work order doesn’t have any labor hours logged, you would enter: rec.dblTimeSpentHours is null |
| Execute these activities when the condition is true |
Click the + button at the bottom of this section to add the activities that the workflow performs when the condition is met. For example, if the condition was a work order not having labor hours, these are the activities that would run if the work order doesn’t have labor hours logged. If you don’t want the workflow to run any activities when the condition is met, you don’t need to add activities in this section. |
| Execute these activities when the condition is not true |
Click the + button at the bottom of this section to add the activities that the workflow performs when the condition isn’t met. For example, if the condition was a work order not having labor hours, these are the activities that would run if the work order has labor hours logged. If you don’t want the workflow to run any activities when the condition isn’t met, you don’t need to add activities in this section. |
For more detailed instructions on setting up this type of activity, see Add a condition activity to a workflow.
Loop through multiple records
The Loop through a list of records and perform Common Activities against those records activity allows you to go through a list of records and perform the same action for all of them. For example, you could use this activity to check the status of all the tasks in a work order.
This activity has the following settings:
| Setting | Description |
|---|---|
| Variable name | Enter a variable name for this loop. This is how you’ll refer to it in other expressions (such as an if/else condition). |
| Iterable expression |
Enter the necessary code to specify which records you want the workflow to loop through. For example, to loop through the tasks on a work order, you would enter: rec.findRelatedRecords('tblWorkOrderTask', 'intWorkOrderID')
|
| Activities | Click the + button at the bottom of this section to add the activities that the workflow performs on all the records that it loops through. For example, you could add a condition activity that would check whether the tasks the workflow looped through have labor hours logged against them. |
For more detailed instructions on setting up this type of activity, see Add a loop activity to a workflow.
Integrate with external systems
This activity has been replaced with our API. To learn more, see our API Reference.