Update information to linked entity



This workflow gives the possibility to update information beyond the saved entity.
For example,

  1. when the potential is saved, the account information is updated and saved with new information.
  2. Information from the Account is copied to the contact like the street address

Needed function to proceed with this new feature:



There is own task to be run after conditions are met called “Run Entity Formulas”

Run Formulas For listing gives all field that is related to the entity and each module needs its own workflow, for example, if the won potential changes the account type to Customer that is the first workflow, and if it also updates the contact class to Customer that is the second workflow.

Optional Pre Formula text area gives the possibility to assign variables that can be used as conditions to run the dynamic formulas. For example, give a variable that the account type is changed to the customer only when a workflow variable called ‘wf_won’ is run.

{assign var='wf_won' value=1}

Note! This will trigger all active on saved -type dynamic field formulas.


Dynamic field formulas

Updating field values: When updating field information to the needed value, the normal process of writing dynamic field formulas applies.

{if $wf_won==1}customer{else}{$accounttype}{/if}

In this case, it only changes the type to the customer when workflow on potential stated in Pre formula is triggering the formula.

Copying field values: If information should be copied from another entity to another then field formulas are written like this {$rel_fieldname}. For example, the Account street address should be copied to the contact when the entity is saved. Select mailing street as the target field to run formulas to.

{if $rel_bill_street}{$rel_bill_street}{else}{$mailingstreet}{/if}

In this case, it checks that it is run via workflow and uses the field information from the relation that is selected in the workflow, and other cases, it keeps the contact mailing address.



Account and Contact cannot be triggered when using the Activity multi-relations fields on top of the activity view. Go-around: contact and account custom fields can be triggered.

If updating information on a row-based module (Invoice, Sales order, Purchase order, or Quote) the row formulas are not run.

Field name variants; there is a punch of field names that are different when running the formulas on the front (saving the entity manually) and running the formulas on the background (like this case!). If you wish for the formula to work in both cases then variables need to be added to the formulas.

Learn more about variants here: Field name variants Legacy vs REST/CRM2

This won’t update the workflows of the updated entity therefore only 1-to-1 relations are possible to automate with this feature.


Creating Activities for a User with automation
Scheduling Target Group Activities
Automatically Updating Email Campaigns
Update information to linked entity
Combined Shape