Workflow Rules in Salesforce
Workflow in Salesforce is basically a container or business logic engine which automates certain actions based on particular criteria. If the criteria is true, the actions get executed. When it is false, the record will get saved but no action will get executed.
Here are the topics which we are going to discuss in this section:
Before we get into more depths, let me elaborate a little more about what exactly Workflow rules in Salesforce are.
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This is the basic structure of a Workflow Rules in Salesforce:
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Components of Workflow in Salesforce
Workflow rules in Salesforce can be broken down into two main components:
- Criteria: Criteria is any condition you are supposed to put in order to test a record. For example, if you’re from a technical background, what the if condition does in an if/then condition is what criteria means in the workflow.
- Actions: Actions occur after the record meets the criteria. Again, what the then condition does in the if/then condition is what action means in the workflow.
There are two types of actions present for workflow in Salesforce:
- Immediate Actions: Actions that get executed immediately when the record is created or edited
- Time-dependent Actions: Actions that get executed after a certain duration of time, such as 10 days before a records’ close date. After a certain time period, the workflow rules in salesforce will re-evaluate the record just to make sure that the rule criteria are met. If the record meets the criteria, the aligned actions will be executed.
The following steps occur whenever you create or edit a record:
- The criteria of a particular workflow rule active on that object gets evaluated.
- If the criteria stands:
- True: The actions associated with the particular workflow rule get executed.
- False: The records get saved without executing any action.
So, basically, workflow rules in Salesforce can be used to automate the actions based on some criteria. They can trigger an action when a record is created or edited.
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We can send out a source message to the target system. This can be used to keep the target systems in sync with Salesforce. Now, you must be wondering what the evaluation criteria is for the workflow rule. Let’s discuss this.
Basically, there are three evaluation criteria:
Created: Whenever a record is created and the criteria matches the record, the action is executed.
Created and edited it: Whenever a record is created, the action will be executed. Also, whenever any record is updated, the action will again be executed.
Created and every time it’s edited to subsequently meet the criteria:
- Whenever a record is created and it stands true to the criteria, the action will be performed. Now, if the record is edited and it doesn’t meet the criteria, the action will not be performed.
- The created record doesn’t meet the criteria, and it is now edited or updated. It will be evaluated again, and if it meets the criteria, the action will be performed. Otherwise, it won’t be performed
Workflow rules in Salesforce, can have n number of actions at a time. The following actions can be triggered using workflow rules in Salesforce:
- Assigning a task to someone
- Doing a field update
- Sending out an email
- Sending an outbound message
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How to Configure Workflow Rule Criteria?
Once you login to your Salesforce account, you will see the following screen:
Step 1: You’ll see a menu on the left side of the screen. Scroll down to find Process Automation. Find Workflow Rules in that menu as shown below and click on it.
Step 2: Now, click on New Rule to create a new workflow rule as shown in the image below.
Step 3: You need to select an object now. Here, we are selecting Lead as the object. You can choose any object from the drop-down menu.
Step 4: In this step, you will configure the Workflow Rule. To do so, you need to enter the following details:
Edit Rule: Enter the Rule Name
Evaluation Criteria: Choose the required Evaluation Criteria
Rule Criteria: Select the required option from the first drop-down menu. Here, we are selecting criteria are met. In the Field section, select the required field criteria. Explore different options according to your wish
Next, hit Save & Next
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Step 5: In this step, you will need to add a Workflow Action. Select the action from the drop-down option. Here, we are selecting the New Email Alert option. After selecting, click on Done.
Step 6: In this step, you will be creating an Email Alert. To do so, you need to fill the following details:
Description: This textbox must contain what the Email subject should say
Unique Name: This is will appear automatically similar to your description
Email Template: An Email Template is the text which will be present in the email. You can create an email template on your own, or you can choose from the default options. You can do so by clicking on the magnifying icon beside the textbox. Here, we have selected the first option
Recipients: Select the recipients to whom the mail has to be sent
After filling all details, click on Save.
Step 7: Next, on the following screen, click on Done to save the existing progress.
Step 8: Click on Activate. This will activate the workflow rule.
Step 9: Click on the + button and select Lead or the object name you created from the list.
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Step 10: Click on New to create a record.
Step 11: After you click on New from the previous step, the following screen will appear. Enter all necessary details and click on Save.
After saving, the following confirmation of the data will be displayed.
And a confirmation mail will be sent to you.
For Time-Dependent Workflow Actions:
Step 12: Now, we will try to add the Time Trigger. For that, go to your Workflow Rule page and click on Edit
After that, Deactivate the workflow rule and click on Edit
Then, click on Add Time Tigger
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Step 13: Select the number of days, months, or years you want the action to be done in and click on Save.
Now, the trigger has been created. Add the preferred workflow action. Here, let’s select New Email Alert.
Step 14: Create the email alert as created before.
Step 15: Click on Activate
Your Workflow Rule is created successfully!
As we come to an end of this session on Workflow in Salesforce, I hope you have a complete set of information on what actually Workflow in Salesforce is and how to use it. In the next session of this tutorial, we’ll be covering Process Builder.