Automation Rules

Automation Rule  run one or more actions defined for a specific Main objects, tables or fields. It allows you to automate an action on change of an object.

Clicking Automation Rules on the Rules Setup menu displays the Automation Rules screen, illustrated below .

The following columns of information are displayed for each line on the Automation Rules list:

Fields Description
ID System generated ID for the Automation Rule.
 On Action Action to be taken when the Automation Rule is fired.
For Object The Object on which the action should be taken.
Name Name of the Automation Rule
Object Status  Status of the Object associated with the Automation Rule.
Rule Status  Status of the rule Active or inactive
  1. Click to refresh the Automation Rules list.
  2. Click New to create a new Automation Rule.
  3. Click Edit to modify an existing Automation Rule.
  4. Click More dropdown list to select and apply an Action to an existing Automation Rule.
  5. Click  to page through the Automation Rules list.
  6. Click to customize the view on this screen.

The following Automation Rule Types are available:

  • Roll Up: Summation of Sub Object’s field value is displayed in the Main Object’s fields. This rule works only on Integer type fields.
  • On Update: Table’s field value is updated so it can be saved or modified.
  • Linking Rule: Links a new Sub Object with an existing Main Object.
  • On Arrival: When a new record is created, then one or more Sub Objects are created.

New Automation Rule

Clicking New on the Automation Rules screen displays the Automation Rule Wizard – Step 1 screen, shown below. The Automation Rule Wizard is a three-step process that allows you to quickly generate a new Automation Rule within Sf CRM. Follow the steps below to work with the Automation Rule Wizard – Step 1 screen.

 New Automation Rules

  1. Select the Rule Type for the new Automation Rule by making a Rule Name selection within the Select a function that you want to perform using this automation rule portion of the screen:
    • Select the Roll Up radio button to sum up all values for a Child Field and display that on the 
      Parent Record.
    • Select the On Update radio button to update a Child Record, Parent Record or both using a 
      Workflow Action.
    • Select the Linking Rule radio button to perform Record Linking.
    • Select the On Arrival radio button to trigger automatic Child Record Creation.
  2. If you selected the On Update radio button in Step 1, select the Update Current Object, Update Child Object or Update Both radio button to indicate what you want the new On Update Rule to
  3. Click Next to continue the process. The Automation Rule Wizard – Step 2 screen is displayed, as shown below.
  4. Click to exit this screen and start over from scratch.

 New record Screen

  1. Click on the dropdown list to the right of the Create rule for Object t field to select a Main Object .
    • Select the Field to modify from the Modify Field list and enter a value for the Field in the with value text field.
    • Select the Do you want to create additional condition? Yes radio button if you want to create an additional Condition for the Rule, if applicable. Click to the right of the Condition text box to display the Tables Name window, shown below.

Table name Accounts

  • Highlight a Field on the Fields list and click Fields to display the Where Condition window, shown below.

  • Type in a Keyword in the Keyword text field add it to the List of Keyword by clicking on . Conversely if you want to remove the keyword click on .
  • Check the Wildcard search checkbox. Select option to search the keyword by checking the radio button for Starting With, Ending With or Any Where.
  • Select search option by checking radio buttons for {None} , Or Items , And items.
  • Click Save to save all changes.
  • Click Cancel to exit the window without any changes.

6.  Click Add Another to add rules to another Object.

7.  Click Next to a open Automation Rule Wizard Step 3 Window.

8.  Click Back to go back to Automation Rule Wizard Step 1 Window.

  1. Enter a name for the Automation Rule in the Please enter a name for the Automation Rule text

In the Summary portion of the screen:

  1. Click on This automation rule is created for Account which will work for Status dropdown list to make a Status
  2. Click on for Action dropdown list to display the Actions, where you can assign an action other than All to the Automation Rule, if necessary, by highlighting the Action on the Actions
  3. Click the for on Change dropdown list to make a selection from the On Change list other than None that will cause the Rule to fire when such a change takes place.
  4. Click the where the parent object is dropdown list to display the Parent Objects list, to have the Rule trigger for only a specific Parent Object. This field can be left empty so that the Rule can be triggered independently of the Parent Object.
  5. Click Add Another to add another Rule.
  6. Click Back to go back to Automation Rule Wizard, Step 2 window.
  7. Click Finish to save the Rule to the system.
  1. Click Cancel to return to the start of the process without creating the Rule.