A workflow is an automation tool that saves time for the organisations by automating the various internal processes from manual to auto mode. It requires specific criteria to be met to trigger the automated actions. A workflow rule refers to the main container that will perform tasks based on the instructions. The instructions of the workflow rules can always be summed up to the “if/then” statement. For instance, If the person has covid symptoms then they should be staying home. In a nutshell, with the proper functioning of the workflows, the organization can eliminate the labour factor and get rid away from the necessity of keeping track of everything.
A workflow rule in salesforce can be broken down into two components i.e. Criteria & Actions. Criteria refer to the “if” part of a statement, i.e. it should be true for the record of the workflow rule so that associated actions can be executed. Actions refer to the “then” part of the statement i.e., what needs to be done when the criteria are fulfilled.
As seen in the above instance Criteria is to have covid symptoms and staying at home is the action. If the criteria are not met, then the action won't be executed. Therefore the workflow rules are interdependent. The below diagram will give you a glimpse of how the Workflow Rules ideally execute.
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Criteria: It refers to the if part of the “if/then” statement. In simple words, it should be true in the record of the workflow rule so that associated actions can be executed simultaneously. You can follow the steps mentioned below to set the criteria for the workflow
Actions: Action refers to the second part of the statement i.e “then”, what will happen if the statement is evaluated as true and needs actions. Following are the four different rules that actions allow in workforce rules.
Sending a message is the only action that can be solely executed with the help of the workflow rule when it is written. There is no way to achieve it. Workflow rules are used majorly for generating the task or to send the email alert. Immediate and time-dependent actions are the two types of action that are present in a workflow. Actions that are executed immediately on the creation and edition of the record are called Immediate actions. Time-dependent actions are those actions that will get executed within a certain duration of days but before a record is closed. After this period the workflow rules will re-evaluate the record to ensure that the criteria of the rule are met. If the record matches the criteria then the actions will be performed.
So you now know the basics of workflow rules in a salesforce. Let us learn how to create one!
Edit Rule: Enter the rule name.
Evaluation Criteria: Select the required evaluation criteria
Rule Criteria: Choose from the criteria that are met from the drop-down menu. From the field section, choose the field criteria required by you. You can explore various field types as per your wish.
Description: As the name implies this text box should have the subject.
Unique Name: This will appear spontaneously and will be similar to the description.
Email Template: This refers to the text that will be present in your email. You can create one or choose from the default options
Recipients: Now you will have to choose all those recipients to whom this mail should be sent. Don't forget to click on save once all the details are filled.
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To activate the workflow rules that are created by you follow the steps mentioned below
For the Time-dependent workflow actions
The feature of the workflow is only available in developer editions, enterprise, and unlimited. To enable the professional feature you can pay an additional amount. Since salesforce is established on a multitenant architecture, it has a few limitations which are as follows:
In every workflow, you can only have the following
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For both time-dependent and immediate actions in a workflow rule, it cannot be more than
The workflow time trigger, on an hourly basis limits for various editions, are:
The email limit of the workflow per day is:
Hope you have now understood the concept of workflow rules in Salesforce. Two major components i.e. criteria and actions, play an important role to define the rules. To enhance your skills further and make a career in salesforce you can join HKR training where you will receive hands-on training under expert guidance. In case of any queries, comment in the section below.
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Workflow Rules in Salesforce refer to business logic that automates actions depending on the criteria. The actions will only get executed when the criteria are met and vice versa.
No, the workflow rules cannot create records.
There are two types of workflow available in a salesforce