How do I create a records based alert workflow?
Last updated: February 2, 2026
Records Based Alert Workflow
What is a records based alert?
A records based alert analyzes activity and provides rich alerts that can customized with any object or filter logic to keep your entire team in the know.
Examples:
Notify our team channel every time a sales rep wins a new deal, and provide the company name and deal amount.
Send an alert to the executive Slack/Microsoft Teams/Webex/Zoom channel in real time when a sales reps creates a new opportunity with an expected value over $100,000, displaying the company name and expected dollar amount.
Create a Records Based Alert Workflow
Users with "Workflows: All Access" or "Workflows: Create" permission will be able to create workflows.
Creators will be able to edit and delete workflows they create.
Users with "Workflows: All Access" permission will be able to edit and delete all workflows. Users with "Workflows: Edit" permission will be able to edit all workflows or edit workflows that users they manage created depending on the level of access.
1. Open the left navigation and click Workflows.
2. Click the + Create Workflow button.
3. Click Create on the Records Based Alert tile.
4. Complete the Create Workflow Form:
Details
Workflow Name
The name will be displayed within Ambition and on records based alert notifications.
Description
Optional. Description is visible on the manage workflows page and can be helpful to provide context on the behavior the workflow is recognizing.
Active Status
Active = the records based alert workflow will run on the set recurrence scheduled.
Inactive = the records based alert workflow will be disabled and no alerts will be provided. Inactive workflows are not deleted and can be set back to active at the appropriate time.
Metric Record Settings
Hierarchy Level
Since Ambition receives records on a per-user basis, records based alerts will only operate on the "employees" hierarchy level.
Select whether you wish to recognize record level achievements for:
Select all employees = Every active Ambition user is eligible to be recognized with this alert.
Select employees within specific groups = You will be prompted to select one of more groups within Ambition which are eligible to be recognized for this alert. Perfect for creating a workflow meant to recognize a specific team or role. Ex. Users > Within > Sr. AEs.
Select specific employees = You will be prompted to manually select which specific users are eligible to be recognized with this alert.
Object, User, and Date Field selections will tell Ambition where to look for applicable records and who should be recognized.
Object - Scan behavior across a selected integration or particular Salesforce Object.
User Field* - Select the record's user field which you wish to recognize.
Date Field** - Select the record's date field to monitor.
*Note: Ambition will not fire workflows for users who are not in Ambition.
**Note: If the date field on the specific record is in the past, Ambition will not activate a workflow to prevent updated records from being recognized multiple times. Records with a date field in the future will activate a workflow when the record is received by Ambition.
Filters
After selecting the Object and Fields, click the Add Filter button to include any needed filters to determine the criteria needed for the workflow to fire.
Incorporate AND/OR logic as needed in the filter logic text field.
Ambition automatically appends an "Is Deleted" = "False" filter to workflows scanning Salesforce records to ensure no deleted record is recognized.
Messages (optional)
Optionally include a message to provide more context about the workflow, include additional encouragement and images, or dynamically incorporate record level details.
Add Field Value
Based on the earlier Object selection, you can incorporate record level details into your message.
The choices presented in the "Add Field Value" dropdown are entirely dependent on the data sent to Ambition, and choices will be limited to fields used in metric logic for non-Salesforce integrations.
↳ Note for Salesforce: Is there a field you'd like to use in a message that's not shown here like opportunity, account, or lead name? Check out out to add meta fields to your workflows!
Add Entity Value
The workflow message can be dynamically populated with the user's name who is found in the respective user field selected above.
Insert Image
Images or GIFs will appear in workflows delivered to emails.
Insert an image or GIF by pasting the source link. The alternative description will appear if the image/GIF cannot load or if the user incorporates a screen reader.
Actions
A single workflow can support multiple actions.
Ex. A workflow can be sent to both an email address and a Slack channel.
View an example of a records based alert email here.
A single email will be sent to everyone selected in the same "Email" action creating a CC, reply-all behavior within the workflow email alert.
To create a BCC behavior within the workflow email alert, enable multiple "Email" actions.
Email - Alert Options | Alert Description |
Send an email to myself | Workflow will be sent to the workflow creator's email address. |
Send an email to whoever triggered the workflow (dynamic) | Workflow will be sent to the user's email who caused the workflow to fire (the user who is found in the record's selected User Field in step 2.) |
Send an email to the manager of whoever triggered the workflow (dynamic) | Workflow email will be sent to the manager of the user who caused the workflow to fire (the user who is found in the record's selected User Field in step 2.) |
Send an email to a user or multiple users | Workflow will be sent to the selected user's email address. Additional hierarchy options will appear to allow you to designate which group(s) of Ambition users you want to receive the email alert. Learn more about hierarchy options here. Select all employees = Every active Ambition user will be notified of the workflow by email. Select employees within specific groups = You will be prompted to select one or more groups within Ambition. All users within the selected group(s) will be notified by email. Only members, and not managers, of the selected groups will be notified. Select specific employees = You will be prompted to manually select which specific users will be notified of the workflow by email. |
Send an email to the following (Custom Email Address) | An email will be sent to the input email address. Use for anyone/any group/distribution list who needs to receive workflow updates, but DOES NOT have an Ambition account. ex. salesteam@yourcompany.com or vpsales@yourcompany.com. Pro Tip: Ensure that any distributions lists have the proper protocols adjusted to allow Ambition emails to be received. If an Ambition user has unsubscribed from record based alert workflow emails, they will still receive an email notification if their email is input as a custom email address. |
Slack Message
View an example of a records based alert Slack message here.
Slack Message - Alert Options | Alert Description |
Channel | Workflow will be sent to the selected Slack channel. If your organization has selected the "Public Access" authorization option within the Ambition > Slack Integration, you will be able to select any public channel from the "Which Slack Channel" drop down menu. Additionally, any private channels that the Ambition Slackbot has been explicitly invited to will appear here. Learn how to add Ambition to private channels here. If your organization has selected the "Invite Only" authorization option within the Ambition > Slack Integration, you will only be able to select channels that have explicitly invited the Ambition Slackbot. Learn how to add Ambition to Slack channels here. Unable to find a newly created Slack channel? Click the "reload" button or reach out to gethelp@ambition.com for additional assistance. |
User | Workflow will be sent to the selected Slack user through a direct message. Search for active Slack users by name. Unable to find a newly created Slack user? Click the "reload" button or reach out to gethelp@ambition.com for additional assistance. |
Microsoft Teams Message
View an example of a records based alert Microsoft Teams message here.
Microsoft Teams Message - Action Options | Action Description |
Channel | Workflow will be sent to the selected Microsoft Teams channel. Before workflows can be sent, the Ambition app will need to be added to the appropriate teams and channels. Steps to add Ambition here. Unable to find a newly added Microsoft Teams channel? Click the "reload" button or reach out to gethelp@ambition.com for additional assistance. |
User | Workflow will be sent to the selected Microsoft Teams user through a direct message. Search for active Microsoft Team users by name. Unable to find a newly created Microsoft Teams user? Click the "reload" button or reach out to gethelp@ambition.com for additional assistance. |
Webex Message
View an example of a records based Webex message here.
Webex Message - Action Options | Action Description |
Space | Workflow will be sent to the selected Webex space. Before workflows can be sent, the authorizing user will need to be added to the respective Webex space. Within a space, click the "People" tab and then "+Add people" to add the authorizing user. Unable to find a newly added Webex space or a space where the authorizing user was just added? Click the "reload" button or reach out to gethelp@ambition.com for additional assistance. |
User | Workflow will be sent to the selected Webex user through a direct message. Search for active Webex users by name. All users who have an Ambition account will be shown in the user dropdown, but only users who have a Webex account can receive direct messages. If you select a user who does not have a Webex account, an error of "unknown Webex email address - 'user's email address'" will appear upon saving the workflow. Unable to find a newly created Webex user? Click the "reload" button or reach out to gethelp@ambition.com for additional assistance. Since messages will be delivered through the authorizing user and Webex will not allow you to direct message yourself, the authorizing user will not be able to receive a workflow alert through a Webex direct message. |
Zoom Message
View an example of a records based Zoom message here.
Zoom Message - Action Options | Action Description |
Channel | Workflow will be sent to the selected public Zoom channel. Unable to find a newly created Zoom channel? Click the "reload" button or reach out to gethelp@ambition.com for additional assistance. |
User | Workflow will be sent to the selected Zoom user through a direct chat. Search for active Zoom users by name. Unable to find a newly created Zoom user? Click the "reload" button or reach out to gethelp@ambition.com for additional assistance. |
TV Alert
View an example of a records based alert TV notification here.
Optional TV Selections | Selection Behavior |
Anthem Volume | Determine the volume of the YouTube or Vimeo video (not the TV's volume). You can set the intro/anthem volume so that specific workflows are louder than others. Take public recognition to the next level by getting everybody's attention! The choice is yours! |
Intro Sound | Each workflow has a five-second "introduction" before the anthem starts playing where workflow details are displayed front-and-center. You can set an optional audio clip (like a gong) to play during this introduction. |
Anthem Override | A workflow specific anthem can optionally be used to override any user or group anthems. Input a shareable URL from either YouTube or Vimeo. |
TV Alert - Alert Options | Alert Description |
Which TVs? | Workflow will be sent to the respective Ambition TV(s) selected. Search for and select the specific Ambition TVs you want the workflow to appear on. |
Log
Log - Alert Options | Alert Description |
Log | Send workflow to internal log for troubleshooting purposes. Logs can be viewed under the "Jobs" tab in the manage workflow view. (Workflows: All Access permission required) You will be able to see the workflow name and the time the workflow ran to ensure that your workflow logic is performing as expected before sharing the workflow with end users.  |
5. Click Create Workflow.
