how to use salesforce workflows

Add Workflow Criteria.

• From Setup, enter Workflow Rules in the Quick Find box, then select Workflow Rules.
• Click New Rule.
• Choose the object to which you want this workflow rule to apply.
• Click Next.
• Give the rule a name and description.
• Set the evaluation criteria.
  • Created – Evaluate the rule criteria each time a record is created. If the rule criteria is met, run the rule. Ignore all updates to existing records.
  • Created, and every time it’s edited – Evaluate the rule criteria each time a record is created or updated. If the rule criteria are met, run the rule.

Full Answer

What are Salesforce workflow rules?

Salesforce workflow rules do not only involve setting up an action that is related to the activity and has to be created as and when required. Choose the object to which you want this workflow rule to apply. Automatically: Assignment Rules can add records to a Queue when they are created, based on specific record criteria. ...

How to create workflow rules in Salesforce?

Workflow Rule Examples

• Follow Up Before a Contract Expires. ...
• Follow Up When a Platinum Contract Case Closes. ...
• Assign Credit Check for a New Customer. ...
• Notify Account Owner About New, High-Priority Cases. ...
• Set a Default Entitlement for Each New Case. ...
• Update Shipment Status If Shipment Is Delayed. ...
• Automatically Activate New Users. ...
• Notify Sales VP About Cases Filed for Top Accounts. ...

More items...

How to test time based workflow in Salesforce?

• Bug history related list
• Debug log
• Time-based workflow queue
• Activity history related list

Does Salesforce have workflow engine?

Visual Workflow is the workflow engine embedded in Salesforce. It is an excellent workflow solution that can automate any business process, not just sales for service. What it is not is a rules engine. It compares favorable to RunMyProcess. I don’t have experience with Appian so cannot pass judgement.

What is a workflow process in Salesforce?

What is a Workflow Rule in Salesforce? Workflow rules (or simply workflow) is an automation tool in Salesforce that offers time-saving solutions for making different internal processes of a company switch from manual work and for optimizing various procedures.

How do I access a workflow in Salesforce?

Navigate to Your Name > Setup > App Setup > Create > Workflow & Approval > Workflow Rules. Select “New Workflow Rule” and then select the object you want the rule to apply to.

How do I activate workflow in Salesforce?

To activate a workflow rule, click Activate on the workflow rule detail page. Click Deactivate to prevent a rule from triggering or if you want to edit the time-dependent actions and time triggers that are associated with the rule. You can deactivate a workflow rule at any time.

What actions can be performed using workflows?

There are four different Rule Actions allowed in Workflow Rules:Create a Task.Send an Email Alert.Send an Outbound Message.Update a Record.

What is workflow with example?

A workflows is how you get work done. It's the sequence of tasks from start to finish: The process. Here's a simple example of a workflow where multiple people are involved: A freelancer creates an invoice and sends it to their client.

What is the difference between workflow and process builder?

In Workflow, if you put multiple actions on criteria, there is no way to predict or control which action will happen first. However, with Process Builder, you are able to control the multiple actions set to criteria and what order you want them to take place in.

What is workflow rules and briefly?

Workflow lets you automate standard internal procedures and processes to save time across your org. A workflow rule is the main container for a set of workflow instructions. These instructions can always be summed up in an if/then statement. For Example: If you have symptoms of Coronavirus then stay at home.

How do I create a task in workflow?

Creating Workflow Tasks Workflow tasks assign a new task to a user, role, or record owner. For example, automatically assign follow-up tasks to a support representative one week after a case is updated. To get started with workflow tasks, from Setup, enter Tasks in the Quick Find box, then select Tasks.

What is the difference between flow and workflow in Salesforce?

A flow is an application that automates a business process by collecting data and doing something in your Salesforce org or an external system. Unlike workflow rules, which always execute behind the scenes, flows can provide screens to guide users through your business process. Flows aren't tied to any one object.

What is difference between workflow and trigger in Salesforce?

The Salesforce professionals make the use of specific tools and rules for the execution of the actions. The workflow only works after the actions are successfully done. The usage of the triggers lies when there is a need to update the particular record or insert a new field after and before the action has taken place.

How many types of workflows are there in Salesforce?

There are two Workflow types availble. Workflow rule fires immediately when the workflow criteria is met, and the associated actions (email alert/field update etc.,) will take place immediatlely.

How to create a workflow in a wiki?

All you have to do is... 1. Click “Setup” in the “Admin User” dropdown menu located in the upper right hand corner of your screen. 2. Find “Create” in the large menu on the left of your screen. Another dropdown menu will appear where you can select “Workflow and Approvals” and then “Workflow Rules.”.

How has Salesforce changed the world?

Salesforce has changed the way businesses operate in the modern world. Their digital CRM tools have drastically reduced manual, tedious work and enabled organizations to simplify their business processes and make their work more efficient.

What are the limitations of Salesforce?

For instance, each time trigger or immediate action can only include 10 of each: email alerts, tasks, field updates, and outbound messages.

What is evaluation criteria in Salesforce?

The evaluation criteria allows you to set a rule for how often Salesforce will evaluate someone’s qualifications for meeting the workflow. If you set it to only option 1, then Salesforce will only trigger the action after a record’s initial creation. This means updating its status will not trigger an action.

What are the two types of triggers in Salesforce?

Salesforce offers users two different types: immediate actions or ones on time triggers. The immediate actions happen in real time as soon as the criteria is met and are often used for quick turnaround or internal communications.

Which option works better, option 2 or option 3?

Option 2 works a bit more smoothly. You can edit an existing record to match the criteria. You might change the status from lead to customer, and this criteria-meeting edit will trigger the action. Option 3 works well for highly specific workflows.

Can you use Lightning in Salesforce?

If you’re using Salesforce Lightning, the option to use Lightning flows is at your fingertips. They empower any business to create and extend the power of process automation to any customer or employee experience.

How to activate workflow rule?

Activate Workflow Rule. Make sure to Active a workflow Rule before start unit testing. To activate a workflow rule, click Activate on the workflow rule detail page. Click Deactivate to prevent a rule from triggering or if you want to edit the time-dependent actions and time triggers that are associated with the rule.

What is workflow rule?

A workflow rule is the main container for a set of workflow instructions. These instructions can always be summed up in an if/then statement. For Example: If you have symptoms of Coronavirus then stay at home. Workflow rules can be broken into two main components. Criteria: the “if” part of the “if/then” statement.

What does "deactivated" mean in workflow?

The rule is deactivated but has pending actions in the workflow queue. Specify the number of days or hours before or after a date that’s relevant to the record, such as the date the record was created. If the workflow rule is still active and valid when this time occurs, the time trigger fires the workflow action.

What are the two parts of a workflow rule?

Workflow rules can be broken into two main components. Criteria: the “if” part of the “if/then” statement. In other words, what must be true of the record for the workflow rule to execute the associated actions. Actions: the “then” part of the “if/then” statement. In other words, what to do when the record meets the criteria.

When does a workflow rule execute a time dependent action?

Time-dependent actions are executed at a specific time, such as 10 days before a record’s close date. When that specific time passes, the workflow rule re-evaluates the record to make sure that it still meets the rule criteria. If the record does, the workflow rule executes those actions.

Can you add time dependent actions to a workflow?

Save your changes. You cannot add time-dependent actions to the rule When you select ‘created, and every time it’s edited’ option during the workflow creation, In workflow Criteria, You can use merge fields for directly related objects in workflow rule formulas. Happy Learning. Stay home and Stay Safe.

Can you delete a workflow rule?

You can’t delete a workflow rule that has pending actions in the workflow queue. Wait until pending actions are processed, or use the workflow queue to cancel the pending actions.

Workflow Rules Contain Mainly Two Components

Criteria: It is the most important part as it only decides whether workflow will execute or not; as in a condition ‘if’ part of an “if/then” statement. This means it should be true to perform any action related to workflow.

Create a Workflow Rule

It is available in Lightning Experience and as well as Salesforce Classic.

What is workflow task?

Workflow tasks assign a new task to a user, role, or record owner. For example, automatically assign follow-up tasks to a support representative one week after a case is updated.

How to configure workflow rules?

To configure a workflow rule with scheduled actions, add time triggers and associate actions with them. The associated actions are time-dependent, executing according to the time trigger when a record matches the workflow rule criteria. You can add time triggers to a workflow rule if all of the following are true:

What type of record can you associate with a workflow?

The type of record you choose determines the rules that you can associate with the workflow task. Workflow tasks can only be associated with workflow rules or approval processes for the same type of record: contact, account, lead, and so on. If you assign a workflow task to an opportunity team role containing more than one person, ...

How is approval different from workflow?

Approval processes are different from workflow rules in that users must submit a record for approval whereas workflow rules fire when their conditions are met. Each approval process specifies the steps necessary for a record to be approved and who must approve it at each step.

What is flow trigger?

A flow trigger is a workflow action that launches a flow. With flow triggers, you can automate complex business processes—create flows to perform logic, and have events trigger the flows via workflow rules—without writing code. For example, your flow looks up and assigns the relevant entitlement for a case.

How to replace a field with a blank value?

To replace a field’s value with a blank value, make sure the field is not required. Before deleting a field update, check if any workflow rules or approval processes use it.

Can you use flow triggers in workflow?

Flow triggers are available only for workflow rules. You can’t use them as actions elsewhere, for example, in approval processes. Flow triggers are available on most—but not all—objects that are supported by workflow rules. Only active, autolaunched flows can be launched by flow triggers.