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Optimizing Workflows in SugarCRM

Workflow Management can be easily created within SugarCRM. It’s purpose is to streamline processes used in your organization. This will help standardize business processes across departments of the company, create custom business processes based on the specific needs of the company and define alerts, triggers and actions ensuring follow through.

Using Sugar templates (that are fully customizable) administrators can create processes based on existing Sugar objects. You may define alerts, actions and triggers to keep up with customer demands.

To setup Workflows, you’ll have to start with the configuration process to make sure certain items are set up properly for workflows. This includes: email settings for alerts, advance time elapses and scheduler for time elapsed workflows.

Email Settings for alerts will ensure the alert will trigger properly, the advance time elapse will help configure a specific time interval that may not be already available and scheduler sets up the job to enable time elapsed work flow.


Start by checking your email settings. This can be accessed in the system configuration area under Admin. Find the Email area and click Email Settings. Make sure that outgoing mail is correct (mail server, the username and password) to make sure when a workflow is triggered, the appropriate recipient will receive it.

To create a workflow, find “Scheduler” under the System area. From here you can select a job that comes pre-made with Sugar (click on the icon after the check box to Edit the workflow).  You may create your own scheduler by clicking the “Create Scheduler” button in the tabs and filling out all the necessary details.

You can change time intervals and change certain switches from the Drop Down Editor (found under “Developer Tools”). Be sure to save your changes.

From here, you can then start with automating your business process. Start with workflow definition – add conditions, alerts and actions, when it should execute, from which module and what records will it be applied to.

Conditions will identify field changes in record to trigger a workflow using target and related module triggers or fields and values you can set up.

Alerts and Actions gives you two type of operations when a workflow is triggered. An alert will trigger an email to notify chosen contacts and an action will generate records based on targets and related modules or fields and values you set up for the workflow.

To manage or edit an existing workflow, select Workflow Management in the Developer Tools area in the Admin page.

To create an email alert template you may choose from the existing templates or create your own.<!> Select the Create button to access templates.