Getting Started with SugarCRM Process Definitions
If you’re using SugarCRM you might not know about one of its most powerful tools, Process Definitions. Process Definitions let you automate business processes, whether it’s routing leads, managing approvals, or streamlining internal requests. Think of them as visual workflows that save time and reduce human error.
We’ll walk through what a Process Definition is, how to create one, and finish with a running example.
What is a process definition?
A Process Definition is a user-friendly way of creating automations in SugarCRM. It uses a drag-and-drop designer to connect different elements, like starting events, conditions, and tasks. The process begins when a record meets your defined criteria, and from there, Sugar takes care of the steps automatically.
Creating a process definition
Here’s a simple step-by-step outline:
1. Navigate to the process definitions module
- Head to the Process Definitions module.
- Click Create
- Fill in the Name and Select your Desired Target Module
- Make sure to keep the Status as Disabled until you have finished creating the Process
- Click Save and Design
2. Define the start event
- Drag a Start Event onto the canvas
- Define the Type of records you are wanting the process to trigger from e.g. New Records Only
- Set the Criteria for the Process to begin e.g. Lead Status is New
- Save the start event
3. Add elements
- Elements can be found on the top bar within the Builder for example, dragging in a wait event
4. Add actions or tasks
- You can create tasks, send notifications, update record fields, or request approvals.
5. Connect the flow
- Link each element in sequence to form the process path.
6. Save & validate
- Use the Validate button to check for potential issues
- Save and Validate to save your flow
- Once it’s ready, set the Process Definition to Enabled.
Example: auto-assign new leads
Let’s build a quick example:
Whenever a new Lead is created with the status of New, we want SugarCRM to automatically assign it to the Sales team and send them a notification.
Steps:
- Start event – Module: Leads, Applies to: New Records Only
- Criteria – Status is equal to New
- Action – Update the record: Assign the lead to “Sales Team.”
- Send message – Send an email notification to the team.
- End event – Workflow completes.
Now, every time a new lead comes in, your sales team will be notified instantly!
Why it matters
With Process Definitions, you’re not just automating repetitive steps, you’re creating consistency, accountability, and speed across your business. Even a simple workflow like lead assignment isn’t just about saving time, it can transform the way you work.
If you need more help with Sugar Process Definitions, please get in touch by emailing your account manager.
