Adding and Removing Collaborators Using Workflow

You can automatically add or remove collaborators in BoldSales using workflow rules for Tasks and Sales Documents. This guide explains how to create the workflow rule, optionally set conditions, and configure instant actions to add or remove collaborators.

Create a workflow rule

1. Click Setup in the left sidebar menu.
2. In the Setup drawer, navigate to Process Management > Workflow Rules, or Automation > Workflow Rules. Alternatively, use the search bar in the drawer and type Workflow Rules.
   
3. Click button.
4. Enter a name and description for the workflow rule by clicking at the top-left (optional).
5. Under Trigger module, select Tasks, or Sales Documents (Quote, Contract, Invoice, etc.)
6. Choose a Trigger type, such as:
   • Record created
   • Record edited
   • Record created/edited
   • Date/time

Configure conditions (optional)

Conditions allow the workflow to run only when specific criteria are met.

1. Click Add Condition.
2. Choose the field, operator, and value.
3. Add additional conditions if required.
4. Click Next when done.

Note: If you don’t add conditions, the workflow will run whenever the selected trigger occurs. For more information on triggers and conditions, refer to Understanding triggers and conditions

Define actions

After setting the trigger and conditions, configure what the workflow should execute.

Instant actions vs. Delayed actions behavior
When configuring actions in a workflow rule, Instant actions and Delayed actions are mutually exclusive for the same action type.

• If you add an action under Instant actions (for example, Add collaborator or Remove collaborator), that same action will not be available to select under Delayed actions.
• Similarly, actions configured under Delayed actions cannot be added again as Instant actions within the same workflow rule.

However, you can choose either option based on your requirement:

• Use Instant actions to execute the action immediately when the workflow is triggered.
• Use Delayed actions to schedule the action to run after a specified time instead of executing it instantly.

Note: When you select Add collaborators or Remove collaborators in either Instant actions or Delayed actions, the other action becomes unavailable for selection across both action types.

For more information on instant and delayed actions, visit Instant actions and delayed actions

Manage collaborators for Tasks and Sales Documents

You can configure workflows to automatically add or remove collaborators for pipelines, tasks and sales documents when the workflow is triggered.

Add collaborators

For Pipelines

1. Under Instant Actions, select Add collaborators from the dropdown menu.
2. In the Add collaborators section, search for the users you want to add and enable the checkbox next to their names.

The selected users are automatically added as collaborators to the pipeline record when the workflow is triggered.

For Tasks

1. Under Instant Actions, select Add collaborators from the dropdown menu.
2. In the Add collaborators section, search for the users you want to add and enable the checkbox next to their names.

The selected users are automatically added as collaborators to the task when the workflow is triggered.

For Sales Documents

1. Under Instant Actions, select Add collaborators > In linked pipeline record from the dropdown menu.
2. In the Add collaborators section, search for the users you want to add and enable the checkbox next to their names.

The selected users are added as collaborators to the linked sales document when the workflow is triggered.

The image below shows how to define an action to add collaborators.

Remove collaborators

From Pipelines

1. Under Instant Actions, select Remove collaborators from the dropdown menu.
2. In the Remove collaborators section, search for the users you want to remove and enable the checkbox next to their names.

The selected users are automatically removed from the pipeline record when the workflow is triggered.

From Tasks

1. Under Instant Actions, select Remove collaborators from the dropdown menu.
2. In the Remove collaborators section, search for the users you want to remove and enable the checkbox next to their names.

The selected users are automatically removed from the task when the workflow is triggered.

From Sales Documents

1. Under Instant Actions, select Remove collaborators > In linked pipeline record from the dropdown menu.
2. In the Remove collaborators section, search for the users you want to remove and enable the checkbox next to their names.

The selected users are removed from the linked sales document when the workflow is triggered.

The image below shows how to define an action to remove collaborators.

Save the workflow

1. Review all triggers, conditions, and actions.
2. Click to save the workflow rule.
3. Make sure the workflow status is