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I've a created a custom entity named Contract where there is a field named "Contract Expiry Date" and I've a business logic to notify business just before a week of contract expiry date and also on the same day of contract expiry through email. Could you please let me know if this possible to achieve it in system workflow?
Also, I would like to do the same by creating a task in the system to notify.
Yes, this is possible in system workflow. You can use of timeout step in workflow to check the dates(before a week and on "Expiry Date") for sending emails. Also, inside this condition you can create the tasks as well. Please see below screenshot for reference:
You could let your workflow waits to send email util 7 days before the Contract Expiry Date by Wait condition(but we need to set Process to Timeout),
then create a task record:
if you have any doubt about concepts and differences between wait condition and timeout, you could read article below:
You could also take these previous threads as reference:
Thanks for answering my questions.
I've created a workflow and set trigger point as create and change of Contract Expiry Date field. I would like to notify twice that is 7 and 1 days before the actual contract expiry date.
Could you please let me know if,
Those options are all available trigger points,
while there are other two types of workflow, they could be triggered manually without trigger point.
2. real-time workflow, it could be used for form fields validation like business rule, but it requires more system resources, while the background not.
You could insert another step after "7 days before the actual contract expiry date" step:
1. The Trigger point can be set only on Create and Change of Contract Expiry Date.
2. Yes, it's possible to notify twice through email before 7 and 1 day before as Clofly showed in screenshot below:
Here in 2nd step will replace the condition as timeout until 1 day before "Contract Expiry Date".
Thank you Clofly and Naveen for answering my questions pretty quickly.
I've one more question - I have three different field where I need to check expiry date in workflow. So, is it possible to have timeout check for more than one field in single workflow?
You should insert a check condition step inside timeout step:
and group your fields validation with AND:
As suggested, I've set two timeout conditions for 7 days before contract expiry date and on same of contract expiry date. However, the email is not sending out when there is a scenario like,
First I set current date which is on same day (trigger point is on Create) and the email is not going out as the workflow enters into waiting condition at 7 days timeout step and moving to another timeout step where I have mentioned for same day expiry date.
Looks like, I can have only one timeout step in a workflow which can either be 7 days or same day expire date. Also, for three different fields, I need to have different timeout steps for each field conditions check and that's not actually triggering correctly.
This is my conclusion that I should have a three different workflow for three different fields and can have only timeout condition in a workflow.
Could you please let me know if there is any other and good way?
I found that even we create a new workflow for "7 days before date" and the workflow will still execute if we set the expiry date within 7 days.
It seems that system might regards the contract record had passed the "7 days before date" point, so it wouldn't wait.
So the only normal scenario would be that the contract record expiry date was set to 7 days later than current date.
My thought is that you could still contains them inside one workflow due to the reason,
by adding 3 check condition stages for 3 fields, and include different timeout in each check condition stage,
then the workflow will only jump into one brance,
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