Choose when a workflow runs

Before you start

• The Automation page

Choose a trigger so a workflowWorkflowAn automation: trigger plus steps, run per module; also called "flow" on the home page.Open glossary ↗ starts at the right moment: when a purchase order is created, when it changes, when someone presses a button, or when another system calls. You set it in the workflow’s settings, and you can change it later.

Choose a trigger

1. Open Automation for the module.
2. For a new workflow, click New workflow. For an existing one, open its three dots and click Settings.
3. Under When should it run?, click the trigger you want.
4. Choose a Timing if the panel shows one. See Before the save or after.
5. Set an Order if other workflows share the trigger.
6. Click Save.

○ ○ ○Beezr

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The six triggers are tiles. The chosen one has a dark border.
Order and a line saying where this workflow runs among the others.
The webhook options appear only for From a webhook.
Also run on a schedule adds a clock. See Run a workflow on a schedule.

Which trigger should I use?

Trigger	Starts when	Use it to
A record is created	Someone saves a new record	Route a new request, set defaults, notify
A record is updated	Someone saves a change	React to a status change
Created or updated	Either of those	Keep one workflow for both, instead of two copies
A record is deleted	Someone deletes a record	Check or log a delete. A workflow set to run before the save can refuse it
Adhoc	A button or action on the record page runs it	Offer a manual action, such as Submit for Approval
From a webhook	Another system calls its address	Take in data from outside. See Start a workflow from another system

Adhoc and webhook workflows have no Timing setting, because no save starts them.

Tip from a Beezr Consultant

If a workflow should run when someone presses a button, make it Adhoc, then add a button or a record action in the Designer that runs it. A record trigger would also fire when nobody pressed anything.

How does Order work?

When several workflows share a trigger and a timing, Order decides who goes first. Lower numbers run first. The panel tells you the position, for example “Runs 1st of 3 workflows with this trigger.”

Give each workflow its own number when the order matters.

Workflows that run after the save run one after the other. If one fails, the next still runs. For workflows that run before the save, see Before the save or after.

What should I know before I change a trigger?

• Turned-off workflows do not start. The On switch in the panel and the switch in the list are the same setting.
• For a workflow that runs only on a clock, choose Adhoc and switch on Also run on a schedule. See Run a workflow on a schedule.
• Delete triggers follow the timing. A workflow set to run before the save acts before the record is removed and can refuse the delete. One set to run after the save starts once the record has gone.
• Changing the trigger changes which events start it, not its steps. Open the designer to check that the steps still make sense.