WorkFlows can take advantage of filtering to ensure they only run when they’re intended to. Filters are used to limit the records you want to display or select and can be used to limit the records shown in PracticeMaster files, Report Writer, Word Document Assembly, Outlook Synchronization, and WorkFlows. Filters can be simple comparisons, or advanced expressions capable of complex functionality.
Let’s take a look at the Filter Editor, and then a few scenarios where you might want to add a filter to your WorkFlows. To add a filter to your WorkFlow, open your WorkFlow via Maintenance | WorkFlows. In the WorkFlow Definition window, select Filtered Records, and click the Filter button.
In the Filter Editor, you can click New Row to add a simple row, or click New Advanced Row to create a more complex filter.
Below are a few scenarios where filtering the records that run the WorkFlow can help prevent the WorkFlow from running too often.
Whenever we add a new Contact, our WorkFlow to create a new client record always triggers. However, we only need it to run when the contact has a Contact Category of “Client”.
To create a filter so the WorkFlow only triggers for a Contact Category of “Client”
I have a WorkFlow that starts a fee record when we save a Document Management record. However, we don’t need fees to be created for documents with a DocType of “LTTR”.
To create a filter so the WorkFlow won’t trigger for a DocType of “LTTR”
Our firm has a WorkFlow that recreates calendar records every time they’re deleted to prevent employees from accidentally deleting other people’s appointments. However, we do not want it to run when employees delete their own records.
This is a slightly more complicated scenario, but we can add an Advanced Row to compare the User ID assigned to the Calendar record with the User ID that is currently logged in by utilizing the UserID$ function. The UserID$ function always specifies the User ID logged into the software.
To create a filter so that employees can delete their own calendar records
For more information on filter expressions, including using them in WorkFlows, take a look at Knowledge Base Article R11493, “All About Expressions.”
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