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, workflow can:
Each workflow rule consists of:
Let us discuss in detail with a sample business scenario for the creation of Workflow Rule on Email Alert.
Business Scenario: Need to send Email alert along with message for the form filler that, if the candidate is having less than 3 years of experience, the candidates placement will be delayed.
Setup → Administer → Communication Templates → Classic Email Templates → New Template → Text → Email Template Information (section) → Fill the details → Save.
Sample Content in Email Template:
Thanks for applying in our company.
As of now, we don’t have any vacancy for your experience.
As you have less than 3 years of experience, there will be a delay in offering you a job.
Note: We can customize the email body with required fields in specific positions also. For this, we need to follow another process - Merge Fields.
Following the above Email Template: Steps to create Merge Fields in the Email Template are as follows:
Select the field Type(required object) → Select Field → We can visualise the auto created merge value for the field selected in the below mentioned “Copy Merge Field Value” → Copy the value from the box and paste in the “Email Body” where required.
Steps to create Workflow Rule on “Email Alert”:
Login to Salesforce → Setup → Build → Create → Workflow & Approvals → Workflow Rules → Edit the existing Workflow Rule → Workflow Actions → Edit → Add Workflow Action → New Email Alert → Fill in the required fields → Email Template(created email template - Placement Notification USA Template) → Select the Recipient Type(Email Field) → Candidate’s Email → We can add Email to Outsider’s in the below mentioned box(Maximum 5 Emails are allowed) → Select the Current User’s email address → Save → Click on Done(Immediate Workflow Actions).
Steps to Identify - Email Sent or Not:
Setup → Logs → Email Log Files → Click on “Request Email Log” → Select the data range(From & To for the Log Report) → Delivery Notifications → Include the Email ID for which the Report is to be send → Submit Request.
Note: A mail is sent to the Email id Requested for Report. From there, we can download the report.
In the next topic, we will discuss in-detail about “Configuring Tasks in Workflow Rules”. Keep following us for more info on Salesforce Administration.
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