Workflow status

A status represents the current state of a record. Statuses are similar to picklist values, with a special meaning in workflow. To define a new workflow status, you specify:

  • Status Name — The display name of the workflow status (required).
  • Integration Code — The integration code used in APIs.
  • Whether or not you want to automatically create a new corresponding workflow action to enable moving records into this new status. You can also provide a name for that new action (defaults to the status name).
  • Action Name — The display name of the workflow action.

  • This workflow is deployed — By default, the status is set to "deployed," indicating that the workflow status is active and can be selected and utilized within the user interface.

    When undeployed, the workflow status may be temporarily removed from the available options in the UI. While in the undeployed state, the workflow is not available in the user interface, but any existing records can still hold this status for historical purposes. See Deployed/Undeployed Workflow Status Behavior for more information.

    Note:
    • If any deployed workflow status is undeployed in an interlinked workflow, both the actions and statuses originating from desired status become unreachable, disrupting the workflow progression and dependencies.
    • When a status is undeployed in a record flow, it effectively disables the entire workflow associated with that status, preventing any progression or access to subsequent actions or statuses linked to it.
  • Workflow Process — For each workflow process associated with the object, the workflow actions that will be available when a record has that workflow status.

New Workflow Status

When you enable the Workflow attribute on an object, the system generates one default status named Created. You can change the name of this status if desired. You can then add other statuses as needed. Statuses can be assigned through workflow actions or explicitly by editing an object record. When editing an object record, statuses are presented in sequential order. You can define this order by clicking Reorder in the Workflow Statuses section of an object definition screen.

Deployed/Undeployed Workflow Status Behavior

This section provides a comprehensive understanding of the record flow and the behavior of various workflow statuses in various workflows and scenarios, including create record, edit record, triggers, workflow actions, and import.

    Create Record:

  • Deployed: In a deployed workflow status, record creation is available in conjunction with the given workflow status.

  • Undeployed: In an undeployed workflow status, record creation is not available in conjunction with the given workflow status.

    Note:

    • Workflows Covered for Create Record:

      • UI: ListView, RelatedListView, QuickCreate, RelatedListView(Create, QuickCreate)

      • API: createRecord (ServerSideApi and ClientSideApi). REST v2.0 displays the message "Field 'Workflow Status' must have a value."

    • Edit Record:

  • Deployed: In a deployed workflow status, record editing is available in conjunction with the given workflow status. When editing a record, the workflow status can be updated along with other changes.

  • Undeployed: In an undeployed workflow status, editing a record does not change the workflow status. For existing records, the undeployed workflow status remains persistent. If the status is modified, the undeployed status will not be available for further edits.

    Note:

    • Workflows Covered for Edit Record:

      • UI: Record edit page, Inline edit (List view, Record View, RelatedListView), Grid control, and Portal page.

      • API: updateRecord (ServerSideApi and ClientSideApi). REST v2.0 displays the message "Field 'Workflow Status' must have a value."

    • Triggers: Applicable for Update Field Value trigger only.

  • Deployed: In a deployed workflow status, the trigger updates the workflow status field value in the record.

  • UndeployedIn an undeployed workflow status, there is no change to the workflow status field value.

    • Workflow Actions: Applicable for Status Change only.

  • Deployed: In a deployed workflow, the status can be changed as part of a workflow action.

  • Undeployed: In an undeployed workflow, no action related to status change is performed.

    • Import (Create and Update):

  • Deployed: Imported records are created with the specified workflow status value.

  • Undeployed: In an undeployed workflow status, imported records are created without a value in the workflow status field.