Configuring Tasks in Workflow Rules

Automation By Workflow Rule

WFR is an automated mechanism in Salesforce by which, when a record is created or edited, we can perform 4 types of actions and make our business automated, without writing any code.

What we can do with Workflow Rule?

• We can create a task for someone.
• We can send an automated email.
• We can update the database by updating any field.
• We can send OBM to the external platform.

What is Workflow?

Workflow automates the following types of actions based on your organization's processes:

• Field Updates — Update the value of a field on a record.
• Email Alerts — Send an email to one or more recipients you specify.
• Tasks — Assign a new task to a user, role, or record owner.
• Outbound Messages — Send a secure, configurable API message (in XML format) to a designated listener.

For example, the workflow can:

• Assign follow-up tasks to a support representative one week after a case is updated.
• Send sales management an email alert when a sales representative qualifies for a large deal.
• Change the Owner field on a contract three days before it expires.
• Trigger an outbound API message to an external HR system to initiate the reimbursement process for an approved expense report.

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Each workflow rule consists of:

• Criteria that causes the workflow rule to run.
• Immediate actions that get executed when a record matches the criteria. For example, Salesforce can automatically send an email that notifies the account team when a new high-value opportunity is created.
• Time-dependent actions that queue when a record matches the criteria, and execute according to time triggers. For example, Salesforce can automatically send an email reminder to the account team if a high-value opportunity is still open ten days before the close date.

Task Creation:

1. This action helps to give an automated task to another user in the company.
2. This helps to get rid of paper-task process.
3. The receiver can update the task with status, which manager can easily check using a related list.

Let us discuss in detail with a sample business scenario for Workflow Rule - Task understanding.

Business Scenario: The business user (Naukri Job Forms) collects the original documents for processing the job placement of the candidate in the USA. Now, if the candidate does not match the requirements, we have to return his documents.

How to enable if “Tasks” is not available in the “Add Workflow Action” list?

Steps to enable “Tasks” - Add Workflow Action:

Click on “Object Definition Page”(Eg: Naukri Job Forms) → Edit → In - Optional Features(section) → check “Allow Activities” → Save

Steps to create Workflow Rule on “Tasks” - Actions:

Log in to Salesforce → Setup → Build → Create → Workflow & Approvals → Workflow Rules → Edit the existing Workflow Rule → Workflow Actions → Edit → Add Workflow Action → New Task → Fill in the Fields{Status - Not started, Assigned To - Select the user name(eg: user salesforce), Priority - High, Subject - specify the business scenario, Due Date - Rule Trigger date -  Plus - Input(eg: 10 days)} Comments if required → Save → Done.

Task creation

How to view “Task” on the home screen of the “User Salesforce” if not available in the list for selection?

The process by which the user can provide access to the User Salesforce:

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Steps to provide access to Task:

Log in to Salesforce →  In “Universal Search Bar” type “Home page Layouts” → Edit → In select wide Components to show(section) check “Tasks” → Next → Save.

If still, the user is not able to have access for “Tasks” in the list, ensure that the “Page Layout Assignment” has “DE Default” profile access to the User Salesforce.

Task output

How To Update the Task Status by the User Salesforce?

For the above requirement, we need to make changes in the Page Layout such that the User Salesforce can change the status of the Task to In-progress/Completed.

Steps to include:

Log in to Salesforce → Object → Edit Page Layout → Select “Related Lists” from section 1 → You need to type “Activity” in the Quick Find Next to it → 2 options will be available(Activity History & Open Activities) → Now Drag & Drop them in the “Related Lists” section → Click on “Save”.

Now, login into Salesforce Org with user credentials for which the work is assigned and check and update the work status. Now, after updating the work, it will automatically get updated to the person who has created the task & assigned.

Task history

In the next topic, we will discuss in detail about “Configuring OBM(Out Bound Message) in Workflow Rules”. Keep following us for more info on Salesforce Administration.

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