Yeeflow list workflows feature allows you to configure custom trigger-action workflows for a data list. A list workflow is a set of actions that are triggered by certain events or conditions on a data list. A list workflow can help you automate tasks such as sending notifications, updating fields, creating items, or running custom scripts.
In this user guide, we will show you how to create a list workflow for Yeeflow data list.
Setup
To start creating a list workflow, click on “More settings” button in the upper right corner of your data list. Then, from the pop-up menu list, select "List Settings" to open the list settings pop-up window from the right side.
Then find and click "Workflows" to open the list workflow settings window.
You can then click the "+" button to create a new list workflow.
Create new list workflow
When creating a new list workflow, you need to set the properties as below:
Name: the name of this list workflow.
Identifier: the unique ID of this list workflow.
Description: a short description about the purpose of this list workflow.
Trigger conditions: set the condition about when this list workflow will start to run.
Understanding the trigger conditions
Once the list workflow is created, it will be triggered when the conditions are meet. You can set the condition by selecting from the "When" drop down list:
Add Item - When creating a new item:
If this option is selected, when users create a new item in the data list, this condition will be matched.
From the below Data Conditions settings, choose whether if:
Any items: any new items will trigger this workflow,
or, Items when meet the conditions: only trigger this workflow when the pre-set conditions are meet. As an example, for a " Work Tasks" data list, you might want to trigger a list workflow only when the value of "Priority" field is set to High.
Edit Item - When an item is updated:
If this option is selected, when users modified an existing item and saved the changes, this condition will be matched.
- Field Conditions:
Any fields are updated: Select this option if you want to trigger this workflow whenever any changes made for an existing item,
When specific field is updated: Select this option to set one or multiple fields to be tracked. Only the values of those selected fields are changed, the workflow can be triggered. For example, with the below settings, only trigger this list workflow when "Priority", "Owner" or "Status" has been changed by the user.
- Data Conditions
Any items: any new items will trigger this workflow,
Items when meet the conditions: only trigger this workflow when the pre-set conditions are meet.
Date Field - Based on the date field conditions
If you want to trigger a workflow based on the specific date and time which is stored in one Date field, you can choose this option. For example, trigger a workflow 2 days before the start date of a task. The related settings will be as below:
At the time: check this option when you want the workflow to be started at a certain time of that day. For example, if you want to trigger the workflow at the date of 2 days ahead the Start Date, and the time at 10:00 AM. Then, you can set the time as below:
After the trigger condition is set properly, click the "OK" button at the bottom of this window to create this new workflow.
Set multiple trigger conditions
You can add multiple trigger conditions after the list workflow is created. To add new trigger conditions, click the "+ New Condition" button at the bottom:
For example, you might want to trigger this workflow when a new item is created and an existing item is updated.
For existing trigger conditions, you can click "Edit" button to update the settings,
Design your list workflow
From the list workflow settings window, click the "Open in Designer" button to open the workflow designer.
From the workflow designer, you can use the drag and drop actions to design your process:
