What Changed
When you build a workflow on the CallLogs module and add a “Create Task” or “Create Event” action, the “Assigned To” field offers special options to automatically assign the task or event to a user from the parent record — for example, the Sales Rep or Closing Agent of the Account or Contact the CallLog is linked to.
Before this change, those options were fixed. Renaming “Sales Rep” to “BD Rep” in the Layout Editor had no effect on the dropdown label. New owner-type fields added to parent modules never appeared as options.
After this change, the options are fully dynamic:
• Labels always reflect whatever name is currently saved in the Layout Editor.
• New owner-type (user) fields added to 2 or more parent modules (Accounts, Contacts, Leads, Staffs) appear automatically.
• No developer involvement is required for either of the above.
Section 1 — Setting Up a CallLogs Workflow with a Dynamic Assigned-To Token
Step 1: Open Workflows
1. Log in to the CRM as an Administrator.
2. Click the top navigation menu and go to Settings → Workflows.
3. You will see a list of all existing workflows.
Step 2: Create or Open a CallLogs Workflow
4. To create a new workflow, click Add Workflow.
5. Set the Source Module to CallLogs.
6. Set your trigger and conditions (for example: On Save, On Create).
7. To edit an existing workflow, find one where Source Module = CallLogs and click its name.
Step 3: Add a Create Task or Create Event Action
8. Scroll to the Actions section of the workflow.
9. Click Add Action.
10. Select Create Task or Create Event from the action type dropdown.
11. The action configuration panel will open.
Step 4: Choose a Dynamic Parent Token in the Assigned To Field
12. In the action panel, find the Assigned To field.
13. Click the dropdown arrow next to it.
14. Scroll past the standard user list. You will see special options at the bottom labeled “Parent Record …” for example: • Parent Record Sales Rep
• Parent Record Closing Agent
• Parent Record Assisting Team Member
• Any custom owner-type fields present on 2 or more parent modules will also appear here. 15. Select the option you want. The label always matches what is currently saved in the Layout Editor.
Step 5: Save the Action and Workflow
16. Click Save on the action panel.
17. Click Save on the workflow page.
18. The workflow is now live and will use the selected parent token when it fires.
Section 2 — Renaming a Parent Field and Seeing It Reflected in the Dropdown
If you rename an owner-type field on a parent module (for example, changing “Sales Rep” to “BD Rep”), the workflow dropdown will automatically show the new label the next time it is opened — no code change needed.
Step 1: Open Layout Editor
19. Go to Settings → Studio (or Layout Editor depending on your CRM version).
20. Open the module you want to edit, for example Accounts.
Step 2: Rename the Field
21. Find the Sales Rep field in the field list.
22. Click Edit on that field.
23. Change the Field Label to PU Rep.
24. Save the change.
Step 3: Repeat on at Least One Other Parent Module
25. Go back to Layout Editor and open another parent module, for example Contacts.
26. Find the same field and rename it to PU Rep.
27. Save.
⚠️ The rename must be applied on at least 2 of the 4 parent modules (Accounts, Contacts, Leads, Staffs) for the updated label to appear in the workflow dropdown.
Step 4: Confirm the Change in the Workflow
28. Go back to Workflows and open your CallLogs workflow.
29. Open the Create Task or Create Event action.
30. Open the Assigned To dropdown.
31. You will now see “Parent Record PU Rep”. The old label “Parent Record Sales Rep” will no longer appear.
Section 3 — Adding a New Custom Owner Field and Using It in a Workflow
If you create a new owner-type (user) field on parent modules, it will appear automatically in the workflow Assigned To dropdown — no developer involvement needed.
Step 1: Add the Field to a Parent Module
32. Go to Settings → Studio and select Accounts.
33. Go to Fields and click Add Field.
34. Set the field type to Owner (user-type).
35. Set the Field Label to Case Manager (or whatever name you choose).
36. Save the field and add it to the module layout if you want it visible on records.
Step 2: Add the Same Field to at Least One More Parent Module
37. Go back to Studio and open Contacts (or Leads or Staffs).
38. Add a new Owner-type field with the exact same label.
39. Save.
⚠️ The label must be identical in spelling and capitalisation across both modules. “Case Manager” and “case manager” are treated as two different fields and neither will appear.
Step 3: Confirm It Appears in the Workflow
40. Go to Workflows and open or create a CallLogs workflow.
41. Open a Create Task or Create Event action.
42. Open the Assigned To dropdown.
43. The new option “Parent Record Case Manager” will appear automatically.
Step 4: Use the New Token
44. Select Parent Record Case Manager.
45. Save the action and the workflow.
46. When the workflow fires on a CallLog, the task or event will be assigned to whoever is set as Case Manager on the linked parent record.
Section 4 — How the Assignment Is Resolved at Runtime
When a CallLogs workflow fires and creates a Task or Event using a Parent Record token, the system resolves the assignment as follows:
47. It identifies which module the CallLog is linked to (Account, Contact, Lead, or Staff).
48. It reads the value of the matching owner-type field from that parent record.
49. It assigns the created Task or Event to the user stored in that field.
Examples:
• Assigned To = Parent Record Sales Rep, CallLog linked to an Account → Task assigned to the Account’s Sales Rep.
• Assigned To = Parent Record Sales Rep, CallLog linked to a Contact → Task assigned to the Contact’s Sales Rep.
• Assigned To = Parent Record Sales Rep, CallLog linked to a Lead → Task assigned to the Lead’s Sales Rep.
⚠️ If the owner field on the parent record is empty, the task or event is still created successfully it will simply have the value of Assigned To of related Call Log module
Section 5 — Important Notes for Administrators
The “At Least 2 Modules” Rule
An owner-type field only appears as a parent token if its label exists on 2 or more of the 4 parent modules. Fields on only one module are excluded because the system cannot determine at workflow design time which parent module will be in use at runtime.
Label Matching Is Exact
Labels are matched character-for-character including capitalisation. Always use the same label text across all parent modules to ensure the token appears.
Only CallLogs Workflows Are Affected
This change applies only to workflows where the source module is CallLogs. Workflows on Potentials, Accounts, or any other module continue to work exactly as before.
Existing Workflows Keep Working
Any workflow already saved with a Parent Record token will continue to resolve correctly, as long as the underlying field still exists in the database.
Disabled or Hidden Fields Do Not Appear
Owner-type fields that have been deactivated or hidden via the Layout Editor will not appear as parent tokens in the Assigned To dropdown.