Manage Custom Processes

Introduction

Custom Processes are an integral part of Automation on the platform. With Processes, you can design specialized, automated actions that match your organization's workflows, without manual intervention.

You can use a Process to:

Change or update data automatically
Send targeted notifications
Trigger scripts to perform complex tasks
Prevent records from being created or edited if criteria are not met

Notifications and Processes are linked. A Process is required to execute and deliver notifications on the platform.

🔗 Learn how to set up Notifications, here.

Key Terminologies

Term (A–Z)	Definition
Action	A task that the Process executes once triggered. Examples include sending notifications, updating fields, running scripts, or sending exceptions.
Criteria	Conditions that must be met for the Process to run. Multiple criteria are combined using AND logic.
Field	A specific data point in the Object that the Process can read or update.
Notification Template	A pre-configured email or push alert that can be executed by a Process.
Object	The entity the Process works on (e.g., Account, Bank Account, Portfolio, Transaction, Order).
Process	An automated workflow that triggers actions based on criteria and triggers. Processes are required to execute Notification Templates.
Recipient	The user, department, role or client who will receive notifications triggered by the Process.
Script	A set of instructions executed by a Process for advanced actions, such as creating related objects or performing complex calculations.
Trigger	An event or timing that starts the Process. Examples: Pre-Create, Post-Create, Pre-Update, Post-Update, Create/Update.

👉 New to some terms? Check out our full Platform Glossary for more.

Permissions Requirement

Platform Name	Permission Level
Processes	View, Modify, Create

If you do not see the System Setting option, please contact your Business Admin to grant you the required permission.

🔗 Click here to view more about profile configuration.

Understanding the Process Structure

Every Process you create has a defined structure that tells the platform when to run it, what conditions to check and which actions to perform. Here’s a step-by-step guide on how to set up a process.

Go to User Profile Settings and click on System Settings.

Find and select Processes tab.
Click the + icon located on the right side of the Processes page.

A form opens. Fill in all the required fields(*).

Not all platform objects are available to build Processes. If you do not see the object you need, please submit a request to Support to have the required object delivered.

Platform Rule for Positions:
Position Processes require a Notification to exist first. The platform checks for an existing Notification with the same Object Type and Process and blocks duplicates.

It is recommended to avoid using Pre-Create and Pre-Update actions in day-to-day processes. In most cases, these Pre-Actions are intended for system processes added to the platform by the development team.

The expression in the Date field is in UTC, so make sure to adjust the Hours value accordingly.

Use a cron expression to schedule the process based on the Date field. For example, 0 00 * * * this process runs every day at 12:00 AM (midnight).

Here’s how to use cron expressions:

* means “every”.
Example: * * * * * → run every minute.

, means a list of specific values.
Example: 0,30 * * * * → runs at minute 0 and 30.

- means a range.
Example: 9-17 * * * * → runs every hour from 9 to 17.

/n means “every n units”.
Example: */10 * * * * → runs every 10 minutes.

Detailed Field Description here:

Sr No.	Field	Description
1	Object Name(*)	The type of record the Process will work on. Here’s the list: Account Bank account Transaction Mandate Portfolio Order Fee Instrument Position Lead
2	Workflow Name(*)	A unique name for your Process so you can identify it later.
3	Description	A detailed note/summary for the process.
4	Trigger(s)	The event(s) that start the Process (e.g., when a record is created, updated or at a scheduled time). Learn more on Trigger Types.
4A		Select the relevant action from the dropdown during setup.
4B		Set the date or recurring schedule using configuration.
5	Criteria	Use Add Group or Add Setting to define your filter conditions. If you set multiple criteria, all must be met (AND condition) for the process to run. Criteria use an AND logic between multiple conditions. Example: Field Status = "Approved" AND Field Amount > 1000. Learn more on Criteria Options.
6	Action(*)	The tasks the Process will perform. Learn more on Action Types.

If the Process uses an Email Notification, make sure the Email Template is also active.
If the Process uses a Script, ensure it is available and configured.

Trigger Types

To execute the process it is necessary to select an Action or time when process has to be started. Triggers decide when your Process will run.

When Object Name is set to Position, the Execute Based On Action trigger is not available.

Check the table below to understand more:

Trigger	When It Happens	Extra Configuration / Notes
Create	Triggers when the details of a new item are created.	Ideal for actions you want to happen right after a record is added.
Pre-Create	Triggers before the details of a new item are created.	Can be used with Send Exception to stop record creation if criteria are not met.
Update	Triggers when the details of an existing item are updated.	Useful for follow-up actions such as sending notifications or updating related data.
Pre-Update	Triggers before the details of an existing item are updated.	You can specify which fields must change to trigger the Process.
Create or Update	Triggers when the details of an item are created or updated.	Applies regardless of whether the record is new or modified.
Pre-Create or Pre-Update	Triggers before the details of an item are created or updated.	Often used for validation checks before saving changes.

Criteria Options

It defines the conditions a record must meet to trigger the process, based on text, numbers, other fields or empty values.

For Date-type system fields, turning ‘ON’ the Custom Date toggle will show only the operators available for customization.

Check the table below to understand more:

Criteria Option	Description
Contains	Field value includes the specified text.
Not Contains	Field value does not include the specified text.
Prev Contains	Previous field value included the specified text.
Prev Not Contains	Previous field value did not include the specified text.
Equals	Field value matches the specified value exactly.
Not Equal	Field value does not match the specified value.
Starts With	Field value begins with the specified text.
Ends With	Field value ends with the specified text.
Equals Field	Field value matches another field’s value.
Not Equal Field	Field value does not match another field’s value.
Is Null	Field is empty or has no value.
Is Not Null	Field contains any value.
Greater Than	Field value is greater than the specified value.
Greater Than Or Equal	Field value is greater than or equal to the specified value.
Less Than	Field value is less than the specified value.
Less Than Or Equal	Field value is less than or equal to the specified value.
Between	Field value falls between two specified values.
Greater Than Field	Field value is greater than another field’s value.
Greater Than Or Equal Field	Field value is greater than or equal to another field’s value.
Less Than Field	Field value is less than another field’s value.
Less Than Or Equal Field	Field value is less than or equal to another field’s value.
Between Fields	Field value falls between the values of two other fields.

Action Types

Once your Process is triggered and all criteria match, the selected actions are executed in the order they appear.

Notifications for Position:

For the Position object, Actions work differently. You can select Notification under Actions only if a Notification Template already exists for the Position object type.

If no Notification exists for Position:

The Notification Action will not appear or cannot be selected.
As a result, you cannot build a Position Process that sends notifications until you create the corresponding Notification first.

Check the table below to understand more:

Action	What It Does	Extra Setup Required?
Notification	Sends an email notification.	Yes – Notification Template must be configured and active. Notifications alone do not run; they must be linked to a Process.
Field Update	Changes the value of a field in the selected Object.	No – but you can only update fields in the same Object, not related Objects.
Exception	Stops record creation or update if criteria are met (used with Pre-Create/Pre-Update).	Yes – An exception text message is mandatory to input.
Script	Executes a predefined script for complex actions (e.g., creating related objects, advanced logic).	Yes – Contact the Reluna Support Team.

Click Save to store the configuration and your Process must be Active for it to work.

Or, once created, you can toggle ‘Off’ to Deactivate it.

Why Your Process Might Not Be Working

If your Process is not running as expected, check the following:

✅ The Process is Active.

✅ The correct Trigger is selected.

✅ Execution Based on Date is filled in as a cron expression.

✅ The record(s) match all criteria exactly as defined.

✅ For Notification actions, the Notification Template is active.

✅ For Script actions, the script is available and correctly linked.

If all checks are correct and the Process still isn’t working, contact Reluna Support.