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Custom CRM Workflow

Luis Martinez

    Summary

    Companies often create numerous custom fields for different business purposes. However, sales representatives typically work with only specific fields depending on the situation. For instance, the data needed during the Presentation stage differs significantly from what's required in the Budget Agreement stage. The Custom Workflow feature displays only the relevant fields based on predefined rules. This helps users focus on the right information, speeds up data entry, and reduces errors.
    The custom workflow includes three functions:
    • Automatically display Key Field list based on specific field values.
    • Show or hide fields in one Key Field list based on a specific field value.
    • Open a custom look-up dialog, select an entry, and add it to a field in Details tab.
    Custom workflow is supported in Address Book and Opportunities Details tab. Deployment of workflows needs to be performed by Maximizer service team.

    Custom workflow for creating or editing entries

    Display Key Field list based on field values

    Customers create user-defined fields and assign them to different Key Field lists. They need to work with various lists depending on their business scenario. To make selection easier, customers can now create rules that automatically display specific Key Field lists based on field values. The appropriate list appears as soon as its conditions are met.
    In the example below, Key Field lists change based on the selected entry type.
    When no type is selected, no additional fields appear.
    Selecting "Company" in the Type field automatically displays the Company Key list.
    Selecting "Professional" in the Type field automatically switches to the Professional Key Field list.
    • Both basic fields and user-defined fields can be used to set up rules.
    • Customers can create rules using multiple fields. For example, they can set this rule: "If Type = Professional AND Categories = Accountant, display Accountants Key Field list."
    • Customers can control whether the Key Field list drop-down is enabled. If they do not want their users to change Key Field lists manually, they can disable the drop-down. Key Field lists will be displayed automatically based on rules.

    Show or hide fields in a Key Field list based on conditions

    Customers want their users to focus on entering accurate data by hiding irrelevant fields. They can set up rules to show or hide fields in a Key Field list based on conditions. For example, when "Accountant" is selected in the Professional Categories field, extra fields appear in the Professional Key Field list. These fields remain hidden if the field is blank, or a different value is selected.
    When Professional Categories field is blank, no extra fields appear.
    When Professional Categories field is set to Accountant, Firm and Certificate fields are displayed.
    Note: All fields must be added to the Key Field list first. Then use mini workflows to hide fields that don't meet the conditions.

    Opening a Custom Lookup Dialog from a Field

    Customers often need to look up specific entries. For example, they may want to find all accountants in their Address Book and add a selected name to a field in the Details tab. Using mini workflows, they can create a custom lookup dialog to search for entries and insert the selected name into a field.
    Before using the custom lookup dialog, complete these preparation steps:
    • Create an alphanumeric user-defined field and add it to the Key Field list.
    • Ensure data is retrievable through the API.
    • Map the lookup dialog columns to the data source fields.
    • Set a title for the lookup dialog.
    • Select which column's value will be added to the field.
    {
       "rules":[
          {
             "actions":[
                {
                   "cmd":"setCustomConfiguration",
                   "field":"Udf/$TYPEID(21)", -> The field where the look-up dialog will be opened.
                   "configuration":{
                      "title":"Search Accountants", -> Title of the look-up dialog
                      "url":"Maximizer | Powerful and Customizable CRM Software", -> API URL for retrieving data
                      "mapping":{ -> This section map the data source to the columns in the look-up dialog
                         "name":{ -> Name of the column
                            "field":"name", -> Name of the field in the data source
                            "title":"Name" -> Column header
                         },
                         "address":{
                            "field":"formatted_address",
                            "title":"Address"
                         },
                         "status":{
                            "field":"business_status",
                            "title":"Business Status"
                         },
                         "rating":{
                            "field":"rating",
                            "title":"Rating"
                         },
                         "ratingTotal":{
                            "field":"user_ratings_total",
                            "title":"User ratings total"
                         }
                      },
                      "dataField":"results",
                      "returnField":"name" -> Specify which column's value will be added into the field
                   }
                }
             ],
             "test":{
                "Type":{
                   "$EQ":"Company"
                }
             }
          }
       ]
    }
    Custom look-up dialog. Data will be retrieved through API URL. Each column needs to be mapped to a field in the data source. When an entry is selected, the value in Name column will be inserted into the field.
    Customers can look up Maximizer data. For example, create a look-up dialog which retrieves Address Book entries whose categories are Accountants. Customers can also create integrations to retrieve data from external data sources.

    Custom workflow for viewing entries

    The Custom Workflow feature also works with viewing Address Book entries and opportunities. When you open an entry, the system loads the relevant Key Field list based on your rules. For example, you can create rules to display different Key Field lists for different sales stages. If you move from the Presentation stage to the Proposal stage, the system automatically updates to show the Proposal stage's Key Field list.

    Process for creating and deploying mini workflow for customers

    Currently, there is no user interface for setting up conditions in the product. Customers must describe their requirements to Maximizer business partners or Maximizer Professional Services team. Maximizer service team will then implement and deploy the rules. If customers want to change the requirements, they need to follow the same procedures.

    Enhancement added in 2025 M6 release

    • You can now check the empty condition for multiple selection fields. In the previous release, this check only worked when the field was first loaded. If you added values and later removed them all, the empty condition would not be detected.
    • Set field styles based on rules. For example, you can now highlight a field with a background color to make it more visible when certain conditions are met.
    • Display custom messages for fields, including error messages or helpful hints for users entering values.
    • Support comparison operators. For example, you can set up a rule to check the "# of Seat" field - if the number exceeds 15, the Volume Discount field will be displayed.

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