Understanding Triggers and Conditions

Workflow rules help automate processes by using triggers, conditions to determine when and how records are updated.

This article explains how workflow rules function in BoldSales including when a workflow runs, how conditions are applied across different modules.

Note for non-admin users: If you don’t have access to configure or manage Workflow Rules, contact your BoldSales administrator to request the required permission.

Note for administrators: For managing permissions, refer to Managing User Permissions (Permission Set)

Accessing workflow rules

Go to Setup > Process Management > Workflow Rules or Setup > Automation > Workflow Rules from the left sidebar menu.
Alternatively, use the search bar in Setup and type Workflow Rules and select from the results.

What a workflow contains

A workflow consists of key components that determine when it runs and how it behaves.

Trigger module – The module where the workflow will run.
Trigger type – The event that starts the workflow.
Condition (optional) – A rule that must be met for the workflow to continue.
Actions – What the workflow performs. (Refer to Instant actions and delayed actions for more information about Actions).

A trigger defines when the workflow should run.

Available trigger modules

A trigger module is the module where the workflow will run. The modules listed below are the available options you can select as the trigger module.

Contacts
Companies
Pipelines (select a specific pipeline)
Tasks
Events
Sales documents (select the specific sales document)
Emails

Trigger types

The trigger type determines the event that activates the workflow.

The available trigger types depend on the selected Trigger module. All modules except the Email module have the same trigger types.

Record created: The workflow runs when a new record is created.
Record created/edited: The workflow runs when a record is created or when an existing record is edited.
Record edited: The workflow runs only when an existing record is edited.
Date/time: The workflow runs based on a specific date or time field in the record.

Email-specific trigger types
When Emails is selected as the trigger module, only email-based trigger types are shown.

Inbound email: The workflow runs when an email is received in BoldSales.
Outbound email: The workflow runs when an email is sent from BoldSales.

Types of occurrences
If the trigger type is Record created/edited or Record edited, an Occurrence option appears. This determines how often the workflow should run when the record meets the trigger conditions.

Only the first time: The workflow runs only the first time the conditions are met.
Every time: The workflow runs every time the record meets the conditions.

Date/time trigger fields
The following table lists the date/time fields available for the Date/time trigger type, along with a brief description of what each field represents.

Date/time field	Description
Closed on	The actual date and time when the record was marked as closed.
Closing date	The expected date when the record (such as a deal) is planned to close.
Created on	The date and time when the record was created.
Current stage modified on	The date and time when the current stage of the record was last changed.
Date of birth	The contact’s date of birth stored in the record.
Due date	The date and time by which a task or activity is expected to be completed.
End date	The date and time when an activity or process is scheduled to end.
Expiry date	The date and time after which the record (such as a quote) is no longer valid.
Last activity on	The date and time of the most recent activity associated with the record.
Last assigned on	The date and time when the record was last assigned to a user.
Last conversation on	The date and time of the most recent conversation.
Last email received on	The date and time when the last inbound email was received.
Last email sent on	The date and time when the most recent source information was captured.
Last inbound conversation on	The date and time of the most recent inbound conversation.
Last incoming call on	The date and time when the last incoming call was logged.
Last outbound conversation on	The date and time of the most recent outbound conversation.
Last outgoing call on	The date and time when the last outgoing call was logged.
Latest source date	The date and time when the most recent source information was captured.
Modified on	The date and time when the record was last updated.
Start date	The date and time when an activity or process is scheduled to begin.
Upcoming activity on	The scheduled date and time of the next upcoming activity.

Important Notes

The date/time fields vary based on the selected trigger module.
Execution options depend on the chosen field.
Fields like Due date, Start time, etc., support both before and after triggers.
Fields like Created on or completed on support only after triggers.

Conditions

Conditions allow you define the specific criteria a record must meet for the workflow to run. If no conditions are added, the rule will apply directly to all created records in the selected module and trigger type.

The fields available when adding a condition depend on the selected trigger module. You can also click Add group to organize your conditions into different groups.

Each group supports one of two matching options:

Match all – Every condition in the group must be true for the workflow to run.
Match any – At least one condition in the group must be true.

Note: You can add the same field in different condition groups, but you cannot use the same field more than once inside a single group.

If you create multiple condition groups, you can choose how they relate to each other using a logical operator either And or Or. By default, it is set to And.

And – All groups must be true.
Or – Any one group can be true.

Note: Only one operator (either And or Or) can be used across all groups. Mixing both operators in the same workflow is not supported.

Conditions help control when the workflow should run. Instead of running for every record, conditions ensure the workflow executes only when specific criteria are met.

You can add one or more conditions based on fields such as deal stage, source, name, owner role, or any other relevant field in the selected trigger module.

Scenario 1: Add a pipeline record only for high‑value deals

Use case:
You want to automatically add a pipeline record only when a deal is valuable, so the sales team can prioritize it.

Example requirement:
Add a pipeline record when a deal is created and the deal value is greater than $10,000

How it works:

Trigger module: Pipelines (specific pipeline)
Trigger type: Record created
Condition:
- Amount is greater than 10000

Result:
The workflow adds a pipeline record only for high‑value deals, while smaller deals are ignored. It avoids unnecessary pipeline records and keeps the pipeline focused on important opportunities.

Scenario 2: Assign a contact owner based on ownership availability

Use case:
You want to ensure that every new contact is immediately assigned to an owner so no contact remains unattended.

Example requirement:
Update the contact owner when a contact is created and the Owner field is empty

How it works:

Trigger module: Contacts
Trigger type: Record created
Conditions:
- Owner is empty

Result:
The workflow automatically assigns the contact to a predefined user or role (such as a default sales owner) when the contact is created without an owner. It prevents unassigned contacts, ensures accountability, and helps sales teams follow up with new contacts promptly.

Condition operators in workflow rules

Operator	Description
Is	Checks if the field value exactly matches the specified value.
Is not	Checks if the field value does not match the specified value.
Greater than	Checks if the field value is greater than the specified value.
Greater than or equal	Checks if the field value is greater than or equal to the specified value.
Less than	Checks if the field value is less than the specified value.
Less than or equal	Checks if the field value is less than or equal to the specified value.
Is empty	Checks if the field has no value.
Is not empty	Checks if the field contains any value.
Contains	Checks if the field value contains the specified text.
Not contains	Checks if the field value does not contain the specified text.
Begins with	Checks if the field value starts with the specified text.
Ends with	Checks if the field value ends with the specified text.
Not begins with	Checks if the field value does not start with the specified text.
Not ends with	Checks if the field value does not end with the specified text.
In	Checks if the field value matches any value from a selected list.
Not in	Checks if the field value does not match any value from a selected list.
Between	Checks if the field value falls within a specified range.
Not between	Checks if the field value falls outside a specified range.
In the last	Checks if the date falls within a past time period (for example, last 7 days).
In the next	Checks if the date falls within an upcoming time period (for example, next 30 days).
Was exactly	Checks if the field previously had an exact value.
Due in	Checks if a date-based field is due within a specified time period.
Is after	Checks if the date is after the specified date.
Is before	Checks if the date is before the specified date.
Is more than	Checks if the date is more than a specified number of days ago (e.g., more than 3 days ago).
Is less than	Checks if the date is less than a specified number of days ago (e.g., less than 3 days ago).

The image below shows some of the condition operators available.

Note: The available operators depend on the type of field selected.

Frequently asked questions (FAQs)

Can I use multiple triggers in one workflow rule?

No, each workflow rule supports only one trigger, but multiple conditions can be added.

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