How Do I Create a Records Based Alert?

Last updated: November 5, 2026

A Records Based Alert Workflow sends a notification each time a record matches the filters you set, such as every new closed won opportunity over $100,000. The alert can include details from the record itself, such as the account name and amount, and can be sent to multiple places including your email inbox, Slack, Zoom, Microsoft Teams, and Ambition TVs.

Use the steps below to create a Records Based Alert for your team in mere minutes.

Required permissions:

  • The Workflows: Create or Workflows: All Access permission is required to create a Records Based Alert.

Access the Workflow Creation Page

  1. Navigate to Hub --> Workflows.

  2. Click Create Workflow. The Create New Workflow page will appear.

  3. Click Create on the Records Based Alert tile.

  4. Enter a name for the Records Based Alert in the Workflow Name field. If desired, enter a short summary of what the Workflow tracks in the Description field.

  5. Leave the Active Status toggle set to Active so the Workflow will run once it's created. If you turn the toggle off, then the Workflow will be paused and will not send out notifications.

Determine Which Records Will Trigger the Alert

  1. Click on Add Metric Record Settings.

  2. Choose a Hierarchy Level and a Filter to select which employees the Alert applies to. Records Based Alerts can only monitor records for individuals, not Groups.

  3. Choose the Object that the records are coming from. If you're using a non-Salesforce integration's records, pick that integration's name from the Object drop-down menu instead.

  4. Use the User Field and Date Field to pick which unique employee identifier and date, respectively, affect when the Workflow fires.

  5. Click on Add Filter to set parameters for when the Records Based Alert goes out. For each filter, pick a value for the Field, Operator, and Value.

  6. If you added more than one filter, enter Filter Logic to combine them with AND, OR, and parentheses, such as 1 AND (2 OR 3).

Create Your Alert Message

  1. Click Add Actions to go to the final step.

  2. Enter the Alert's message body in the Message text box.

  3. Click Add Field Value if you want to dynamically add a value from one of the record's fields, such as an Account Name or Deal Value.

  4. Click on Add Entity Field if you want the name of the person who triggered the Workflow to appear in the message body.

  5. Optional: Add images and GIFs to the message body. Images and GIFs only appear in email notifications

Choose Where the Alert Is Sent

  1. Click on Add Actions to select where the Metric Based Alerts will be sent.

  2. Click on the desired channel card and then follow the steps below:

    1. Email: Select who will receive the email, such as Send an email to myself or Send an email to a user or multiple users.

    2. Slack Message or Zoom Message: Choose Channel or User, then select one.

    3. Microsoft Teams Message: Choose Channel or User, then select the Team and Channel, or the User.

    4. Webex Message: Choose Space or User, then select one.

    5. TV Alert: Select the TVs under Which TVs?

  3. Optional: Repeat Steps 1. -2 for every place where you want the Workflow notification to appear.

  4. Click on Create Workflow. You'll then see a message saying that the Workflow was successfully created.

The Slack Message, Microsoft Teams Message, Webex Message, and Zoom Message tiles will only appear when that app is connected to Ambition.

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