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.
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.
- This action helps to give an automated task to another user in the company.
- This helps to get rid of paper-task process.
- 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.
We have 2 companies providing Job Placements in the USA. One will provide placements for 3+ years experienced, and another for people with below 3 years of experience. Now, we need to transfer the candidates’ profile who are with below 3 years of experience to the partner company, and it should happen automatically when the form is filled, but not manually. And, the partner company’s application platform is in .Net. So, the data from Salesforce platform should get automatically updated to .Net platform.
Based on the above scenario, the above functionality can be easily performed through OBM in Workflow Rules (Actions) in Salesforce.
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This is the feature by which we can connect from the Salesforce platform to other external platforms like Java, .Net without any code.
This works as Workflow Rule action, so it will work when any record is created/updated.
Steps to create OBM in Workflow Rule - Actions:
Login to Salesforce → Setup → Build → Create → Workflow & Approvals → Workflow Rules → Edit the existing Workflow Rule → Workflow Actions → Edit → Select “New Outbound Message” → Fill in the details → Endpoint URL(This URL is provided by the dotNet developers) → Check “Send session ID” for sending the session ID to dotNet Platform → transfer the required fields that to be sent to dotNet application → Save → Done.
Obmfilldata - Gif
How to check whether the OBM has contacted the EndPoint URL or not?
Steps to proceed:
Log in to Salesforce → Setup → Monitor → Click on Outbound Messages.
OBM output- Gif
Note: If the dotNet platform developers ask for WSDL file, then click on the action created and download the file as shown in the below figure.
Evaluation Criteria Of Workflow Rule:
We have 3 Evaluation Criteria in Salesforce.
- Created, and every time it’s edited.
- Created, and any time it’s edited to subsequently meet criteria.
Explanation of the above 3 criteria:
- This will work only at creation if the record is matching the ‘Rule Criteria’.
- This will work a maximum one time per second.
- When a record is edited, this will not work.
#2 Created, and every time it’s edited
- This will work not only at creation but also while we are editing the records if the record is matching the ‘Rule Criteria’.
- This will run unlimited times, till we are going to make changes in the record (ANT FIELDS) and the condition is matching.
- IF THE CHANGE IS IRRELEVANT, and the condition is matching, still action will be taken.
#3 Created, and any time it’s edited to subsequently meet criteria
- This will not only work at creation but also while we are editing the records if the record is matching the ‘Rule Criteria’.
- If we edit the record and AFTER WE EDIT, IF IT STARTS MATCHING THE CONDITION, THEN ONLY an action will be taken.
In the next topic, we will discuss in detail about “Time-Dependent Workflow Rule - Action”. Keep following us for more info on Salesforce Administration.
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