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.
- 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 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.
Default permissions allow admins to view and edit all existing workflows.
Default permissions allow managers to edit workflows for users they manage.
1. Open the left navigation and click Workflows. Alternatively access workflows through the quick actions button > Create a Notification.
2. Click the + Create Workflow button.
3. Click Create on the Records Based Alert tile.
4. Complete the Create Workflow Form:
Required. The name will be displayed within Ambition and on records based alert notifications.
Description is visible on the manage workflows page and can be helpful to provide context on the behavior the workflow is recognizing.
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
Since Ambition receives records on a per-user basis, records based alerts will only operate on the "user" hierarchy level.
Select whether you wish to recognize record level achievements for:
- User > All = Every active Ambition user is eligible to be recognized with this alert.
- User > Within = 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 qorkflow meant to recognize a specific team or role. Ex. Users > Within > Sr. AEs.
- User > Custom = 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.
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.
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 mame? 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.
A single workflow can support multiple alerts.
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 "Send 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 "Send Email" actions.
|Send Email - Alert Options
|Send an email to myself
Workflow will be sent to the workflow creator's email address.
|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.
User > All = Every active Ambition user will be notified of the workflow via email.
Users > Within = You will be prompted to select one or more groups within Ambition. All users within the selected group(s) will be notified via email. Only members, and not managers, of the selected groups will be notified.
User > Custom - You will be prompted to manually select which specific users will be notified will be notified of the workflow via email.
|Send an email to the following (Custom Email Address)
An email will be sent to the input email address.
Use for any one/any group/distribution list who needs to receive workflow updates, but DOES NOT have an Ambition account.
ex. firstname.lastname@example.org or email@example.com
Pro Tip: Ensure that any distributions lists have the proper protocols adjusted to allow Ambition emails to be received.
|Send an email to whoever triggered the workflow
Workflow will be sent to the user's email who caused the workflow to fire. I.E the user who is found in the record's selected User Field in step 2.
Send Slack Message
View an example of a records based alert Slack message here.
|Slack - Alert Options
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 firstname.lastname@example.org for additional assistance.
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 email@example.com for additional assistance.
Send Microsoft Teams Message
View an example of a records based alert Microsoft Teams message here.
|MS Teams - Action Options
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 firstname.lastname@example.org for additional assistance.
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 email@example.com for additional assistance.
Send Webex Message
View an example of a records based Webex message here.
|Webex - Action Options
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 firstname.lastname@example.org for additional assistance.
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 email@example.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.
View an example of a records based alert TV notification here.
|Optional TV Selections
Determine the volume of the YouTube 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!
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.
A workflow specific anthem can optionally be used to override any user anthems.
|TV Alert - Alert Options
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 - Alert Options
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.