When any records enters a Workflow, there are multiple Workflow Variables that can be created, manipulated, filled, and used to decide what to do during the different steps of the Workflow.
After some steps, it may be necessary to update one of these Workflow Variables to reflect a change in the behavior of the Workflow record. For example, after waiting for a click in an email, having received said click may necessitate updating the score of the match record, which at a later point can be used in a Condition node to decide which branch to go down to.
When you drag an Update Variable node into the Workflow, it will look like this:
The red animation (not shown in the picture above) shows that it still requires some input. Until that input is given, the Workflow will not be able to operate.
When you hover over the icon, a pencil icon will appear over the node. Clicking on the pencil icon will open the following screen:
Under ‘Name’, you will want to choose the Workflow Variable that you want to update. Choosing one of the Variables in here makes another field available if applicable, called ‘Field’, which contains a dropdown menu of all the fields available for updating. For example, when choosing the Match Variable, the Field dropdown will look like this:
Under ‘Method’ you get to choose what happens to the field in question by clicking the radio button that is in front of the option you want to use. If you don’t wish to perform a numerical increase or decrease, choose ‘set value’ to be able to set a new value for the selected field.
Finally, under ‘value’ you will set either the amount by which the selected field should be increased or decreased, or the value that the field should be set to when the Workflow gets to this Workflow node.
When completely filled out, the Update Variable window can look like this:
In the past, we have discussed the Jotform trigger for the Workflow, but there are some other ways of triggering a Workflow. Next week, we will discuss some of these other ways to start a Workflow off.