A very common feature that VTiger users inquire frequently about is, can we set workflows to send an email, update a field, create record, create event etc. upon deletion of a record. Unfortunately, VTiger do not provide this feature by default. That is why, we at VTExperts provide a customized solution for this problem. For example, a user (e.g. administrator) of a VTiger CRM systemwants to get notified through mail when any other user of the CRM system deletes a record. By default, this feature is not supported by VTiger CRM and hence this task cannot be performed on default VTiger configurations.
This customization gives you a new option to Trigger Workflow on Record Deletion
Practical Example for further explanation of this customization and how to use it
An Admin user wants to get notified through Email whenever a contact is deleted
Now, we will set the workflow, which will send a notification (in the form of email) whenever a record (Contact) is deleted
1. Basic Information
Provide the basic information regarding the workflow, like Name, Description etc
2. Workflow Trigger
Here select the Contact Deleted (Record Deleted) option., as the workflow which we are designing should trigger on record deletion
3. Workflow Condition
The Condition that we are going to configure in this workflow is to trigger action (sending email as a notification) on deletion, only if Send Notification is set to Yes
You can apply any condition you want here. Even if you do not specify any condition still the workflow will run and send an email.
4. Workflow Actions
In Workflow actions, set send an email.
Configure the Email body
And finally save the workflow
Demonstration How this Workflow will work
For demonstration we will delete a contact, which will trigger the workflow that we set-up previously and an email will be sent to the configured email address
First, we set the Send Notifications to Yes. This will be used in workflow condition.
Then Delete the contact. so the workflow can trigger
Once, we deleted the contact, workflow will trigger on deletion of a record. Workflow condition i.e. Send Notifications is set to “Yes” is also fulfilled. So, the workflow will send an email to the specified email address that we configured in the workflow