Overview
A workflow's Log Comment action can now tag the person who holds a role on the record, not only a fixed person. When you type @ in the comment message, the list offers the record's owner fields (Assigned To, Sales Rep, Admissions Rep, any other user field on the module, and the same fields on the record's parent such as "Account Name : (Organizations) Assigned To") together with the users and groups you could already pick.
You pick Assigned To once. Each time the workflow runs, the CRM looks at the Assigned To field on that record and tags whoever is in it. Two records with different owners notify two different people from the same workflow, and if the owner changes later, the next comment tags the new owner.
Who this is for: CRM administrators who build workflows, and the intake, admissions, and sales staff who receive comment notifications. Applies to every tenant, InsightsTx and AllevaCRM alike.
How to Set It Up
Go to Settings → CRM Settings → Automation → Workflows. Open a workflow on a module that has comments (Contacts, Leads, Organizations, Intake Opportunities, and others), or create one.
Add an action and choose Log Comment, or edit an existing Log Comment action.
In the Comment Message, type
@. Entries marked Owner field appear first, then users marked User and groups marked Group. Keep typing to narrow the list, for example@Assfor Assigned To.
Choose the owner field. It appears in the message as a blue @Assigned To token. You can add several tokens and mix them with fixed users or groups in the same message.
Save the action and activate the workflow. When you reopen the action the token still reads @Assigned To. It is never turned into a person's name at save time.
What Happens When the Workflow Runs
Each owner-field token becomes a tag for the person in that field on the record the workflow ran on. That person is notified exactly like any other tagged user: bell notification, plus email or text message if they have those turned on in their preferences.
If the field holds a team (group), the team is tagged and its members are notified, the same as tagging the team by hand.
The same token used twice in one message notifies the person once.
If the field is empty on the record, or the person in it has been deactivated, the comment still posts. The token shows as plain text such as "@Assigned To," so readers can see a tag was intended, and nobody is notified. Administrators can find the skipped tag in the Dazos Logger.
What Did Not Change
Workflows that tag a fixed user or group keep working exactly as before.
Workflows built with the earlier method (type "@," then insert an owner field with the "Add Field" picker) keep working. One difference: when that field holds a team, the whole team is now tagged; previously only the team's first member was.
The Comment Creator (who the comment is posted as) is unchanged.