7.4.1 Create Workflows

With workflows, you are able to automate standard processes of your company. Workflows consist of an object to which the workflow rule applies, criteria that trigger the workflow and the workflow action itself, e.g. creating a task or sending an email notification.


Create Workflow Rule

To create new workflow rules, follow these steps:

  1. Go to your User Setup.
  2. Open Workflow Rules under App Setup / Create / Workflow & Approvals.
  3. Click the New Rule button.

Select Object

The first step of creating a new workflow rule asks you to select the object the workflow rule applies to. Choose a value from the pick-list (1) and click Next (2).

Configure Workflow Rule

During the second step, you configure the workflow rule. Enter a rule name and specify when the rule is to be applied. The Evaluation Criteria defines when the rule shall be evaluated. For further information on which option to choose, click the Info button. You will then be directed to a Help Page provided by Salesforce.com. 
As a next step, set rule criteria which trigger the workflow (1). Click Save & Next if you have completed the rule configuration (2).

Specify Workflow Actions

The last step consists of specifying the workflow actions taken when the rules apply.
You can choose between immediate workflow actions and time-dependent workflow actions. These require different configurations:

  1. When adding immediate workflow actions, you only have to define the action itself, e.g. an email alert. Select an action and proceed with entering the action's details. Proceed the action's configuration and click Save.
  2. For time-dependent workflow action, set a time trigger first. Then you are able to specify the workflow action.
  3. In any case, complete the workflow rule creation with clicking the Done button.

Please note: For email alerts, you need an email template. Please create an appropriate email template before configuring the workflow actions.

Default Workflow Rules in the ADvendio Package

With the ADvendio Package we deliver a set of Workflow Rules, which either help with ADvendio related processes or are used as examples for how you can utilize these, to automate and support your data management. Some rules are also created, but not set to Active, if you want to use these, you will need to activate them in Setup. Here is a list of all predefined Rules and their purpose:

Workflow Rule NameObjectRelated FeaturePurposeActive as default
Activate Media Campaign for BillingMedia CampaignBilling & Accounting - PreInvoice GenerationEnable a Media Campaign for PreInvoice Generation, once it's probability reached 100%(tick)
Deactivate Media Campaign for BillingMedia CampaignBilling & Accounting - PreInvoice GenerationDisables a Media Campaign for PreInvoice Generation, once it's probability is lowered from 100%(tick)
Deactivate Campaign Item for BillingCampaign ItemBilling & Accounting - CancellationOnce a Campaign Item is cancelled, no more new PreInvoices will be generated for it(error) - from version 2.125
Now handled as part of cancellation process.
Distribution-Unit = Amount for Fixed pricesCampaign ItemBilling & Accounting - CalculationConfigures how the Amounts of linear distributed Items will be divided amongst the runtime/invoices(tick)
ExcludeCheckAvailabilityWithAdTypesCampaign ItemCheck Availability for AdServer and Exclusive ProductsConfigures your Campaign Item to either use Check Availability from AdServer or Check Availability for Exclusive Products(tick)
Invoice /w temporary Key createdInvoice ItemBilling & Accounting
(tick)
Invoice /w temporary Key createdInvoice Billing & Accounting
(tick)
MMAutoPopulatePublicationDateAdvertising MaterialSales & Order - Advertising MaterialNot in use anymore(error)
MMSendNotificationAfterAdApprovalByClientAdvertising MaterialSales & Order - Advertising MaterialSet a certain status for your Advertising Material after it has been approved(tick)
MMSendNotificationAfterAdRejectionByClientAdvertising MaterialSales & Order - Advertising MaterialSet a certain status for your Advertising Material after it has been rejected(tick)
MMSendNotificationAfterScriptApprovalByClientAdvertising MaterialSales & Order - Advertising MaterialSet a certain status for your Advertising Material after it has been approved(tick)
MMSendNotificationAfterScriptRejectionByClientAdvertising MaterialSales & Order - Advertising MaterialSet a certain status for your Advertising Material after it has been rejected(tick)
Reset AvailabilityCampaign ItemAdServer Gateway - Check AvailabilityResets the availability numbers from the AdServer Gateway, (tick)
Reset_LinearDistributionCampaign ItemBilling & Accounting - CalculationSets Campaign Items to non-linear if you've manually entered Delivery Data(tick)
Set CPM PriceCampaign ItemSales & Order / Billing & Accounting - Item CalculationMarks a Campaign Item as CPM price (Sales Price per 1.000 units)(tick)
Set Delivery AutoImportInvoice ItemBilling & Accounting - Invoice based on Delivery DataConfigures Invoice Items based on AdServer connected items to automatically update the Delivery Numbers during a Billing Run.(tick)
Set Document Type to CancellationMedia CampaignSales & Order - Quote PDFSets the document type for the Quote PDF, based on a certain Media Campaign Stage(error)
Set Document Type to Order ConfirmationMedia CampaignSales & Order - Quote PDFSets the document type for the Quote PDF, based on a certain Media Campaign Stage(error)
Set Document Type to ProposalMedia CampaignSales & Order - Quote PDFSets the document type for the Quote PDF, based on a certain Media Campaign Stage(error)
Set Invoice NumberInvoiceBilling & Accounting - Billing RunAutomatically generates an Invoice Number.(tick)
Set PreInvoice NumberInvoiceBilling & Accounting - PreInvoice GenerationAutomatically generates a number for your Pre Invoice(tick)
Set_LinearDistributionCampaign ItemBilling & Accounting - CalculationMarks certain Campaign Items (for example Fixed Price / CPD, CPW, CPMo) as linear and not delivery data based. (tick)
Synchronize AdServer ID Status (active)AdServer IDAdServer Gateway - Transfer InventorySynchs the Active Checkbox with the AdServer Status Field - can support you to mark inactive IDs in your ADvendio(error)
Synchronize AdServer ID Status (inactive)AdServer IDAdServer Gateway - Transfer InventorySynchs the Active Checkbox with the AdServer Status Field - can support you to mark inactive IDs in your ADvendio(error)
VatIdConcatenateCountryPrefixAndVatNumberAccountBilling & Accounting - Vat Calculation
(tick)
VatIdUpdateFlagOnVatOrCountryPrefixChangeAccountBilling & Accounting - Vat Calculation
(tick)