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Creating a New Lead Alert in SugarCRM Workflows

by Katie Liesmann on September 23, 2016

5 minute read

The advanced workflow tool in SugarCRM, known as Process Author, enables admins to automate the processes within their organizations. This is the first blog post in our series: Creating Workflows in SugarCRM.

One of the workflows commonly built by our customers is an automatic new lead alert. This workflow makes sure sales reps are aware of new leads and enables them to respond in a timely manner. To create the workflow, login to your SugarCRM admin account and follow these steps.

Step 1: Create an Email Template

Before setting foot in Process Author, you need to create the email you want to be sent out to users when a new lead is created. Consider what you want the email to say, how you want it to look, and what information from your CRM should be included.

First, navigate to the Process Email Templates module. Once there, you will view a list of existing email templates in a list view, like below. Click on “Create” in the top right hand corner to begin building a new email template.

Process Email Templates module

A drawer window will open where you can enter the name, target Module, assigned-to user, and description. Once you’ve completed these fields, click “Save” to begin drafting the email template.

Target Module

Once you click “Save” you will see an empty email template. Fill in the subject line, and then click the gear buttons either in the toolbar or next to the subject line to add in dynamic fields from the field selector. 

Required subject screenshot
From the field selector, check the boxes next to the fields you want to include in the email template. Common fields to include would be first name, last name, account name, assigned to the user, and a link to the CRM record.

Title checkbox

Once you click the blue “done” button the fields will be inserted into the email body.

 Email body

Now add the plain text you want to be included in the body of the email

. Plain text in email body

Once you are satisfied with your email template, click the blue “Save” button. Now your email template should be ready to use in a workflow (also known as a Process Definition).  

Step 2: Create a Process Definition

This is the basic workflow we are building.

 Create a Process Definition

To create a new workflow, navigate to the module called Process Definitions. Click the blue “Create” button to begin the process. 

Create a new workflow

A drawer window will open up where you can enter basic information about the workflow. Start by giving it a name.

Name workflow

Next, choose the target Module. The target Module is the type of record you want to trigger the workflow. In this case, your target Module is Leads.

Target Module

Next, make sure the workflow is disabled. This prevents the workflow from triggering before you are done building it.

Disable workflow

Click “Save & Design”.

Save & Design

Now you will see a blank design canvas.

 Blank design canvas

You will need to add three elements to the design canvas to build this workflow. Add a start event, a send message event, and an end event. Simply click on the events in the toolbar and drag them to the design canvas.

. Send Mesage

Once you have the three events added, you can begin connecting them. Hover over the event until you see the crosshairs symbol, then click and drag to connect the two events.

Connect two events

Once all three events are connected, right click on each event and adjust the settings. This is where you will define criteria for the workflow to run and the specific actions that will be triggered. Right click on the start event and select “settings”.


Right-click on the start event and select “Settings”. A pop-up window will open. Under the “Applies to” drop-down, select the option for “New Records Only”, since we want the workflow to trigger only when a new Lead is created.

 New Records Only selection

Next, right-click on the send email event and verify that under the action being taken is “Send Message”.

Send Message

Next, select “settings” under the same menu.

 Setting selection

From settings, select the email template that we created in step one.

. Select email template

Next, indicate who you want the email alert to be sent to. Usually, you will want to alert the person it is assigned to. To do this, click on the "To" field, select “User”, and then click the bottom right drop down to select “is assigned to the record”

.Select assigned to the record

Click “Save”. Now you are done building the process definition.

Step 3: Activate & Test

The last step is to activate and test the workflow. Go back to go back to the list view of Process Definitions and edit the workflow you just created. Modify the workflow to be active. After it’s active, test the workflow by creating a new lead and assigning it to yourself. You should receive an email within a few minutes to the email address in your user profile, which would confirm your workflow is working.

For those who need more help, W-Systems offers services to create workflows or SugarCRM training to teach you how to build advanced workflows. Reach out to us here for more information.

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