Automating Processes with Custom Objects in Workflows
Introduction
You can now create powerful automations directly tied to your custom objects using workflows. This feature allows you to trigger a workflow based on specific events related to a custom object, such as when a record is created or updated. You can then build a sequence of actions that automatically manage your custom object data and integrate with other parts of your CRM.
Getting Started
To begin creating a workflow for a custom object, navigate to the main workflow page and select the option to create a new workflow. During the setup, you will choose the specific custom object you want the workflow to be based on, such as a "Property" or "Vehicle" object.
Available Triggers
Workflows for custom objects can be started by the following events:
- Custom Object Created: The workflow starts when a new record for the selected custom object is created.
- Custom Object Changed: The workflow starts when a field within an existing custom object record is modified.
- Inbound Webhook: The workflow can be triggered by an incoming webhook call that references the custom object.
Available Actions
Once a workflow is triggered, you can define a wide range of actions to be performed. Key actions that interact directly with custom objects include:
- Create Record: Create a new record for the custom object or an object associated with it.
- Update Record: Modify the data in the custom object record or an associated record.
- Clear Fields: Set the value of specific fields in the custom object or an associated record to empty.
- Add to Note: Append a note to the custom object record that is enrolled in the workflow.
You can also combine these with many other standard workflow actions, such as sending data via a webhook, updating a Google Sheet, using conditional logic, or formatting data.
Example Use Case: Real Estate Automation
Consider a real estate agency that uses a custom object named "Property" to manage listings. They can set up a workflow to handle the process when a property is sold.
Trigger: The workflow is configured to start when the "Status" field on a Property record is changed to "Sold".
Actions: The workflow then performs several automated steps:
- Update the record of the agent associated with the sold property to reflect the new sale.
- Add a new row to a Google Sheet to log the sale details for reporting.
- Clear temporary internal comment fields on the Property record that are no longer needed after the sale is complete.
Frequently Asked Questions
Can I send custom object data to external applications?
Yes. Using actions like the Custom Webhook, you can send data from your custom object records to other software platforms. This is useful for syncing data with external databases, inventory systems, or other business tools.
Do I need to set up my custom object before using it in a workflow?
Yes. You must first create the custom object and define its fields within your CRM before you can select it as the basis for a workflow trigger or action.