Initiating Workflows
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      Configuring a Workflow Trigger

      This article provides an overview of workflow triggers and how to set them up.

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         Estimated Read Time: 4 minutes

      Sections in this article:

      For background information, see Kanban Workflow Engine - An Introduction.

      What is a Workflow Trigger?

      Workflow triggers are a powerful tool to automatically initiate a Workflow process. They are used to decide when a Workflow starts.

      As standard, you can create a trigger from a number of data points including:

      • Vendor Portal Self-Registration
      • Vendor Portal Invitation
      • Contract End Date
      • Contract Notice Period Date
      • File Expiry Date
      • Contract Type
      • Contract Approval
      • Contract Status
      • Contract RAG Status
      • Vendor Name
      • Contract Category
      • Contract Entity
      • Contract Team
      • Vendor Type
      • Vendor Approval
      • Vendor Status
      • Vendor RAG Status

      It is also possible to create triggers based on Custom Data fields, including the following field types:

      • Dropdown
      • Multi-pick dropwdown
      • Yes/No
      • Date
      • Integer

      For example, on a Contract Renewal workflow, you could create triggers with a condition of 'Contract End Date is less than 90 days' to ensure the workflow only starts when those conditions are met.

      Create a Workflow Trigger

      Note: To complete these steps, users must have the  Workflow Administrator permission, or be assigned as a Local Workflow Administrator.

      To add a trigger to a workflow:

      1. From the navigation menu, click Workflows.
      2. Expand the 3 dots on the relevant workflow, then select Workflow Triggers.
      3. Click Add Trigger.
      4. Enter a name, then click Create.
      5. Edit the trigger by clicking the Pencil icon next to each setting:
        1. Trigger Name
        2. Trigger Status:
          1. Live: The trigger is active. When the conditions are met, a card is automatically created on the workflow.
          2. Pipeline: The trigger is NOT active, but still saved against the Workflow. When the conditions are met, a card is not created on the workflow.
        3. Apply transitions on card creation:
          1. Yes: The card will be treated as submitted upon card creation, and therefore, any transitions that are based on card submission will take effect.
          2. No: The card will remain in the Workflow Start Phase, and the transition will not take effect until the card is manually submitted by the End User.

      Note:

      • Multiple triggers can be added to a Workflow.
      • Each individual trigger operates on AND boolean logic. If you require OR logic, it's recommended to create a separate trigger.

      If a workflow trigger is set to Pipeline, the following banner will display on the workflow kanban board:

      Set Trigger Conditions

      Once you've created a trigger, you need to define conditions that specify the exact criteria for activation.

      1. To set your Workflow Trigger conditions, click + ADD.
      2. Select the field that will trigger the workflow. For example, the Contract End Date field.
      3. Complete the additional fields as required. The fields available will depend on the field type you selected.
        1. Select the Trigger Condition's operator. For example, Less than, more than, equal to, etc.
        2. Select the data. For example, select the number of days if you selected a date-related field.
      4. Click Create. Repeat these steps if the trigger requires multiple conditions.
      In this example, the trigger will occur when a Contracts End Date is due in less than or equal to 90 days.