Use Insurance Policies and Related Contacts in Workflow Conditions (CRM)

Workflow conditions can now filter on fields from Insurance Policies and Related Contacts — two panels that live directly on the Account record. You can add as many conditions from either module as you like, mix them in a single workflow, and save confidently knowing they will reload correctly every time.

Contents

You will need:

Access requirements: The Workflows module is available to users with the Administrator role or any role that includes the Settings permission. Standard agent users cannot edit workflows unless their role has been explicitly granted access.

⚠️ Note: If you do not see Settings in the top navigation, contact your Dazos administrator to verify your role permissions.

From the CRM, navigate to Settings (top navigation) → Workflows.

You will see the list of all workflows. To edit an existing one, click its name. To create a new one, click Add Workflow and complete the basic setup (name, target module, trigger event) before reaching the Conditions section.

💡 Tip: Workflows that filter on Insurance Policies or Related Contacts must target the Accounts module. Conditions from these panels are not available on other module workflows.

Inside the workflow editor, scroll to the Conditions section. Above the condition rows you will find a dropdown labelled Related Modules.

Click the Related Modules dropdown and select the module(s) you want to filter on:

You can select both at the same time. Once selected, their fields become available in the Field dropdown on each condition row.

💡 Tip: The Related Modules selector also controls which field groups appear in the Field dropdown. If you do not select a module here, its fields will not be listed when you go to add a condition row.

With the relevant modules selected, click Add Condition to add a new condition row. For each condition row, fill in three fields:

Repeat for as many conditions as you need. You can mix Insurance Policies and Related Contacts conditions freely in the same workflow — add one from each, or several from either, in any order.

To remove a condition row, click the × icon on the right side of that row.

⚠️ Important: Each condition you add is evaluated independently against every child record attached to the Account. The workflow will trigger if any child record (any single Insurance Policy row, or any single Related Contact row) matches the condition. For example, if an Account has three Insurance Policies and one of them has Health Plan ID = 34324, the condition is satisfied even if the other two policies have different IDs.

When a workflow runs against an Account, each related-module condition works like this:

This "any match" approach means:

Example scenario: You create a workflow that sends a follow-up task when an Account has an Insurance Policy with Status = Active AND a Related Contact with Relationship = Spouse. The workflow will fire on any Account that has at least one active policy and at least one related contact flagged as a spouse — regardless of how many total policies or contacts are on the record.

When you are finished adding conditions:

💡 Tip: If a condition row shows a blank field or appears to reset after saving, try refreshing the page. If the issue persists, contact Dazos support with the workflow ID visible in the page URL.

Q: I selected "Insurance Policies" in the Related Modules dropdown but I do not see any Insurance Policies fields in the Field dropdown.

Make sure you clicked the Related Modules selector and the module name is highlighted/selected — it is a multi-select control. You may need to click Apply or trigger a change event for the fields to load. If fields still do not appear, try saving the workflow and reopening it.

Q: Can I add multiple conditions from Insurance Policies in the same workflow?

Yes. You can add as many condition rows as you need from Insurance Policies, Related Contacts, or a mix of both. There is no limit on the number of condition rows per workflow.

Q: Will conditions from Related Contacts and Insurance Policies work together in the same workflow?

Yes. You can combine conditions from both panels in any combination. Each is evaluated independently using "any match" logic against its respective panel data.

Q: What happens if an Account has no Insurance Policies or no Related Contacts?

If an Account has no records in the relevant panel, the condition cannot be satisfied and the workflow will not trigger for that Account. The system does not treat "no records" as a match.

Q: Can I use AND / OR grouping with related-module conditions?

Yes. The workflow builder supports grouping conditions into AND and OR groups. Related-module conditions participate in grouping the same way as standard field conditions. Add conditions to a group, then switch the group connector between AND and OR as needed.

Q: I saved the workflow but when I reopen it, one of the condition rows shows a different field than I selected.

This was a known issue that has been resolved in the current version. If you continue to see this behavior after the fix has been deployed to your instance, contact Dazos support and reference ticket CRM-2954.

Q: Are these conditions available for workflows on modules other than Accounts?

Not currently. Insurance Policies and Related Contacts are panels specific to the Account record, so their fields are only available as conditions on Account-targeted workflows.

Q: Can I copy or duplicate a workflow that uses these conditions?

The standard workflow copy function will carry over the condition configuration, including any Insurance Policies or Related Contacts conditions. After copying, open the duplicate and verify the Related Modules dropdown and all condition rows are populated correctly before activating it.

If you run into issues: