Creating Actions

Learning Team

Overview

Actions are configured within process tasks and task templates to automate work upon completion of workflow steps. This article provides step-by-step instructions for creating actions and details all available configuration options for each action type.

For an overview of what actions are and when to use different action types, see our Understanding Action Types article. For more information about creating multi-step and single-step workflows, please consult our Creating Processes and Creating and Using Task Templates articles.

Creating an Action
Available Inputs for Each Action Type

Creating an Action

Actions are added to Process Tasks and Task Templates using the following steps:

Click the Actions heading located beneath the Task Outcomes heading on the Process Task overview page.
Click the New button located on the right-hand side.

Please note: You can also create new process actions using the caret button next to the hyperlinked Process Action heading. This article guides users through the list view process and provides a clearer view of the actions built into it.
Enter the name of the action in the Name field.
From the drop-down menu within the From Outcome field, select the outcome that should trigger this action when selected upon task completion.
Select the action to occur when the task is completed with the specified outcome from the Action Type field drop-down menu.
Once the action is specified, complete the appropriate fields to direct it to the specific value (e.g., selecting a task, process, service, service stage, or client stage).
Click Save to finalize the action.

Available Inputs for Each Action Type

Below are the available configuration options for each action type, organized by function. These fields appear on-screen once you’ve selected an action type from the Action Type picklist.

Workflow Management Actions

These actions control the flow and progression of your workflows.

Action Type	Field	Description
Create New task in this Process	Create Task	Select which task should be created in the current process.
Start a New Process	Launch Process	Select which process should be started.
Set Process Stage for this Process	Process Stage	Select the stage to set for the current process.

Service and Client Management Actions

These actions manage service records, client stages, and deals.

Action Type	Field	Description
Create a New Service	Service Type	Select the type of service to create.
Create a New Service	Service Stage	Select the initial stage for the new service.
Set Service Stage for Related Service	Service Stage	Select the stage to set for the related service.
Set Client Stage for Related Client	Client Stage	Select the stage to set for the related client.
Create a New Service and a New Process	Launch Process	Select which process should be started.
	Service Type	Select the type of service to create.
	Service Stage	Select the initial stage for the new service.
Create a Deal	Service Type	Select the service type for the deal.
Create a Deal	Deal Stage	Select the initial stage for the deal.

Communication Actions

These actions handle notifications and email communications.

Action Type	Field	Description
Send an Email	Email Template	Specify the Record ID for the Lightning Email Template you wish to send.
	Show Additional Message	If checked, then the Additional Message section appears when the user previews the email before sending it. Check this box if the Email Template contains an Additional Message string.
	Allow Users to Remove Email Addresses	If checked, then when previewing the email in the Mark as Complete action, the user will be able to remove predefined recipients.
	Cc Recipients	Enter any Cc recipients.
	Bcc Recipients	Enter any Bcc recipients.
	To-Person Type	Specify the individuals and contacts you wish to include in the To field, based on their relationship type.
	To-Team Member Role	Specify the servicing team members you wish to include in the To field by role.
	To-Team Member Business Role	Specify the servicing team members you wish to include in the To field, based on their business role.
	Cc-Person Type	Specify the individuals and contacts you wish to include in the Cc field, based on their relationship type.
	Cc-Team Member Role	Specify the servicing team members you wish to include in the Bcc field by role.
	Bcc-Team Member Business Role	Specify the servicing team members you wish to include in the Bcc field by their business role.
Send a Notification	Notification Message	Enter the message to send in the notification.
	Role	Specify the servicing team members you wish to notify, based on their role.
	Business Role	Specify the servicing team members you wish to notify, based on their business role.
	Public Group	If the people you wish to notify aren’t members of the servicing team, create a Public Group in Salesforce Setup to include them.
Post to Noticeboard	Alert Level	Select the alert level for the post.
	Post	Enter the message to post on the noticeboard.
	Archive Date Interval	Set the number of days after the post is created that you want it to appear. After that, it will be archived automatically.

Record Creation Actions

These actions create new records in your system, including events, entities, relationships, and documents.

Action Type	Field	Description
Create an Event	Subject	Enter the subject for the event.
	Event Type	Select the type of event.
	Description	Enter a description for the event.
	Name	On the event record, Name captures the people (individuals and contacts) associated with the record. Choose the types of people related to the key entity that you want to associate with the event.
	Attendees (Role)	Specify the servicing team members you wish to include as event attendees, based on their role.
	Attendees (Business Role)	Specify the servicing team members you wish to include as event attendees, based on their business role.
Create an Asset/Liability	Asset/Liability	Select if you would like the record created by this action type to be an asset record or a liability record.
	Name	Enter the name for the asset or liability.
	Category	Select the category.
	Stage	Select the initial stage.
	Under Advice	Indicate whether this asset or liability is under advice.
Create a Person	Person Type	Contacts are created only if the workflow’s related entity is a household or an organization. If the related entity is an individual, then the person created will also be an individual, regardless of the selection made here.
	Household/ Organization Member	If checked, the Primary Entity value for the newly created individual will be prefilled with the workflow’s related entity, and a relationship record will be created linking the person to that entity.
	Member Type	Select the member type.
Create a Client Entity	Client Entity Type	Select the type of client entity to create.
	Parent Entity Location	Specify how the workflow engine will locate the parent entity you’re creating this record for. If the active form is used to locate this record and a different option is selected here, the form takes precedence.
	Parent Entity Field	Optionally specify the field path from the workflow step to the parent entity you’re creating a record for using Salesforce formula syntax, e.g. practifi__Related_Asset_Liability__r.practifi__Client__c. If blank, the workflow will use its own entity lookup fields to find an entity.
Create a Reference Document	Document Name	Enter the name for the reference document.
	Document Type	Select the document type.
	Description	Enter a description for the document.
	Entity/Person Location	Specify how the workflow engine will locate the entity or person record for which you’re creating a record. If the active form is used to locate this record and a different option is selected here, the form takes precedence.
	Entity/Person Action	Which action is the entity or person created by?
	Entity/Person Field	Optionally specify the field path from the workflow step to the entity or person you’re creating a record for using Salesforce formula syntax, e.g. practifi__Related_Entity__r.practifi__Spouse__c. If blank, the workflow will refer to its own lookup fields to find either an entity or a person, in that order.
	Store in Lookup Field	Optionally specify the field path from the workflow step (task) to a lookup field of the same object, using Salesforce formula syntax. When this record is created, its value will be stored in the named lookup field.
Create an Asset/Liability Role	Asset/Liability Location	Specify how the workflow engine will locate the asset or liability record you're creating a record for. If the active form is used to locate this record and a different option is selected here, the form takes precedence.
	Asset/Liability Action	Which action is the asset or liability created by?
	Asset/Liability Field	Optionally specify the field path from the workflow step to the asset or liability you're creating a record for using Salesforce formula syntax, e.g. practifi__Related_Entity__r.practifi__Primary_Asset__c. If blank, then the workflow will refer to its own Asset/Liability lookup fields to find the record.
	Entity/Person Location	Specify how the workflow engine will locate the entity or person record you're creating a record for. If the active form is used to locate this record and a different option is selected here, the form takes precedence.
	Entity/Person Action	Which action is the entity or person created by?
	Entity/Person Field	Optionally specify the field path from the workflow step to the entity or person you’re creating a record for using Salesforce formula syntax, e.g. practifi__Related_Entity__r.practifi__Spouse__c. If blank, the workflow will refer to its own lookup fields to find either an entity or a person, in that order.
	Role	Select the role for this asset/liability relationship.
Create a Relationship	From Location	Specify how the workflow engine will locate the entity or person you’re assigning as the From party in this relationship. If the active form is used to locate this record and a different option is selected here, the form takes precedence.
	From Action	Which action is the entity or person created by?
	From Field	Optionally specify the field path from the workflow step to the entity or person you're defining as the From party using Salesforce formula syntax, e.g. practifi__Related_Entity__r.practifi__Spouse__c. If blank, the workflow will refer to its own lookup fields to find either an entity or a person, in that order.
	Relationship Type	Only external relationships are supported by this action type, not household or organizational members.
	To Location	Specify how the workflow engine will locate the entity or person you’re assigning as the To party in this relationship. If the active form is used to locate this record and a different option is selected here, the form takes precedence.
	To Action	Which action is the entity or person created by?
	To Field	Optionally specify the field path from the workflow step to the entity or person you’re defining as the To party using Salesforce formula syntax, e.g. practifi__Related_Entity__r.practifi__Spouse__c. If blank, the workflow will refer to its own lookup fields to find either an entity or a person, in that order.
Create a Record	Target Object	Specify the object where the new record should be created.
Create a Record	Target Method	Used to specify whether the lookup value determining which record is the related one lives on the process or on the task, or both. This action type requires an active form to work. Once created, the Action Field Values area can be used to pre-fill values on the record. To relate the record created to other records related to the workflow task, specify Related Record as the Lookup Value Type when creating an Action Field Value.
Save to Related Record	Target Object	Specifies which object the related record exists within.
Save to Related Record	Target Method	Used to specify whether the lookup value determining which record is the related one lives on the process or on the task, or both. Available values: Process only, Task only, Process first then Task, Task first then Process. Please note: Task template cannot include Processes in their Target Method.

Integration Actions

These actions are specific to third-party integrations.

Action Type	Field	Description
Create Envestnet Proposal	(Envestnet-specific fields)	Creates a proposal record to be sent to Envestnet. This option is specific to the Envestnet data integration.
Promote Envestnet Proposal to IGO	(Envestnet-specific fields)	Promotes an Envestnet proposal to a status of In Good Order. This option is specific to the Envestnet data integration.