Manage Related Records in Workflow Designer

This topic will walk you through how to add a related record question to your launch form. This includes how to make the related record question optional and add a field assignment.

Related records enable you to connect workflows to one another. You can only connect an in progress workflow to a completed workflow record. You cannot connect two active workflows together.

Use Case
WonderWeb Inc. needs their counterparty to sign an NDA before they send out their MSA. They link the two contracts together using related records to ensure they have a fully signed and archived NDA before they launch their MSA.

Related Record Permissions

If you are making adjustments to related records in Workflow Designer and you are not and admin, you may have limited permissions to view record types. Reach out to your account administrator to verify that you have access to all record types.

Workflow requesters can only view record types they have permission to see. Permissions for record type access may be granted from the groups' admin page. There are two reasons why a user may see “No results found”:

1. The user does not have permission to view the choices set for possible related records.
2. The user is searching for a record that they have filtered out.

Add a Related Record to Your Launch Form

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Create tab.
2. Scroll to the bottom of the form and click Add question to form.
3. Select Related Records. A new question is added to the launch form.
4. Click Select Field and add a custom field tag. This field is not tagged anywhere in the document, and only the name is editable in the Fields and Conditions panel.
5. Customize the question with how you would like it to appear in your launch form.
6. In the Record Type field, you have two options:
   • If you want your users to have a certain type of record to choose from, select the record type. For example, if your workflow type is an MSA, an NDA may be the only related record required.
   • If you want your users to be able to search for all record types that they have permission to view, leave the field blank.
7. If you want to make your related record question optional, select a condition that does not require users to complete one workflow prior to launching the next. To do so:
   1. Click Add question to form and select Multiple Choice. A new question is added to the launch form.
   2. Add a question title such as: “Does this workflow have a related record?”
   3. Click Select Field. Type “Related Record” and create a new field.
   4. In the Fields and Conditions panel, click the plus sign > Condition.
   5. Create a condition named “if Related Record is Yes”. Define IF the Related Record field IS Yes.
   6. Locate your record type question, and select the new condition for the Select Field field. The record type question will only display if your user answers yes to the related record question.

Add a Field Assignment

After you input your related record question, you can add a field assignment. Field assignments pull information from the related record and inputs it directly into your new launch form.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Create tab.
2. Click on your related record question, and then click Add Field Assignment.
3. In the Fields From Related Record field, select the field you want to pull from the existing record.
4. In the Fields in This Template field, select which field you would like to pull the data into. The field types that exist in your template must match the field types from the related record. For example, if you pull an email field from the record, the template field must also be an email field type. Any metadata you want to pass into the workflow as a field assignment needs to appear as a question on the launch form.