Understand report workflows
Report workflows are associated with action items in Zoho Creator reports. Action item could be defined as an alternative to the exiting system actions, which include edit, delete, duplicate, and view record. Zoho Creator enables you to interact with your report using these actions. But when you are faced with a peculiar scenario that needs an action that has a logic that differs from the existing supply of actions, the predefined action item provides you with a solution.
Adding an action item requires you to create a workflow that defines the principle and logic that composes that intended action. This action is made available as a button in the header of your report or record or as a menu along with the other system actions. Clicking this button or menu takes effect on the report or record, applying the logic that you have already configured. Based on this logic, the exclusive action is executed giving you the required result.
Let's assume, you have an employee management application that has employee related information. In a report that maintains travel requests, the details include the name, designation, and department of the employee who initiated the request, the manager who approves the request, destination, period of travel, the customer/partner/vendor who the employee will meet, and the travel desk that facilitates the journey. Let's say there is action item called Notify All in the report. On completing the arrangements for the travel, the travel desk person will have to provide intimation to the concerned employee and the manager. The predefined menu item encapsulates a workflow that triggers email notifications to the concerned parties with details of the travel date and the complete schedule for the travel. When the travel desk person clicks the Notify All button, the intimation email gets sent to the employee, the manager, and the customer.