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03

Using Saved Searches in Conditions

Advanced Conditional Logic with Saved Searches

🎯 Learning Objectives

Upon completion of this module, you will be able to:

Saved Searches as Conditions

Saved searches can be used as additional conditions when executing workflows, actions, and transitions—both for scheduled and event-based processing.

Key Requirements

⚠️ Performance Warning

Even basic saved search criteria can impact workflow processing performance, particularly when large numbers of records are returned. Use caution when adding saved search conditions.

Configuration Locations

Event-Based Workflow Initiation

Select saved search from the Saved Search Condition dropdown in the workflow's Event Definitions section. The saved search criteria is evaluated in addition to any Visual Builder conditions.

Scheduled Workflow Initiation

Select saved search from the Saved Search Filter dropdown in the Scheduled section. During each scheduler event, the workflow initiates on each record returned by the search.

Action Conditions

Scenario Behavior
Saved search selected, Visual Builder conditions defined Both are AND'd together—both must be true
No saved search, Visual Builder conditions defined Action executes based on Visual Builder conditions only
Saved search selected, no Visual Builder conditions Saved search becomes exclusive condition

⚠️ Client Triggers Limitation

Saved searches used in action conditions configured on client triggers will be ignored. Saved searches only work with server triggers.

Transition Conditions

When using saved searches in transition configurations:

TRANSITION ON Saved Search Result
Server Trigger Selected Transition executes when trigger fires AND search criteria is true
Blank Selected Only saved search criteria used to execute transition
None None Executes based on other configured conditions

Accessing Sublist Data

SuiteFlow does not directly support access to record sublist data in action/transition conditions. However, saved searches do allow access to most record sublists.

How It Works

📋 Alternative Methods

For direct sublist field access and updates, use:

  • Sublist Action Groups (covered in Fundamentals)
  • Workflow Action Scripts (covered in Module 7)

Best Practices

Performance Optimization

  1. Limit saved search usage to event-based workflow initiation when possible
  2. Configure saved search conditions as early as possible (e.g., workflow initiation vs. individual actions)—evaluated once instead of multiple times
  3. Create appropriate criteria that only initiates workflows on records requiring processing

✅ Optimization Strategy

Rather than using saved searches on multiple individual actions, use a single saved search at workflow initiation level. This ensures the search is evaluated only once per record.

Saved Search Requirements

Summary: When to Use Saved Searches

Use Case Recommendation
Scheduled workflow initiation ✅ Required—provides records to process
Complex conditions beyond Visual Builder ✅ Good use—enables advanced logic
Accessing sublist data indirectly ✅ Good use—returns boolean for conditions
Multiple actions needing same condition ⚠️ Use at initiation level instead
High-volume record processing ⚠️ Use cautiously—monitor performance
Client trigger conditions ❌ Not supported—will be ignored

🌟 Key Takeaways

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