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.
Workflow automates the following types of actions based on your organization's processes:
For example, the workflow can:
Each workflow rule consists of:
Task Creation:
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.
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.
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
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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Arogyalokesh is a Technical Content Writer and manages content creation on various IT platforms at Mindmajix. He is dedicated to creating useful and engaging content on Salesforce, Blockchain, Docker, SQL Server, Tangle, Jira, and few other technologies. Get in touch with him on LinkedIn and Twitter.