Working with WorkFlows: Event Type

April 2017    Tags: PracticeMaster, WorkFlows

When creating a WorkFlow, I’m not always sure what I should select for Event Type. How do I know what to choose?

When you’re creating a new WorkFlow, the Event Type determines when you want the WorkFlow to run. You can select one or more Event Types depending on when you want the WorkFlow to be triggered.

• When the Record Added check box is selected, the WorkFlow will run when a new record is added to the selected File. For example, let’s say you want a WorkFlow to create a fee record every time a new client is added in order to bill for the initial meeting. You would use an Event Type of Record Added because the WorkFlow is triggered when a new client is added.
• When the Record Changed check box is selected, the WorkFlow will run when an existing record in the selected File is changed. For example, let’s say you want a WorkFlow to run that starts an e-mail to a certain group in PracticeMaster every time you check the Inactive field of an existing client record. You would use an Event Type of Record Changed because the WorkFlow is triggered by a change to a client record.
• When the Record Deleted check box is selected, the WorkFlow will run when an existing record is deleted from the selected File. For example, let’s say that you want a notification sent to you when a record is deleted. You would use an Event Type of Record Deleted because the WorkFlow is triggered by a record deletion.
• When the User Activated check box is selected, the WorkFlow will be included in the WorkFlow group of the Quick Clicks pane for the selected File. This allows you to manually run the WorkFlow for selected records. For example, let’s say you have several costs that show an incorrect rate, and you want to change the rate for just those records. You would use an Event Type of User Activated because the WorkFlow should only run for records that you select manually. Note: WorkFlows that do not have the User Activated check box selected are not shown in the Quick Clicks pane.

Keep in mind that Event Types can work in tandem with a Filter or specified Fields to further narrow down what triggers the WorkFlow.

For more information on WorkFlows, refer to our new PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”