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Time Dependent Workflow Rule - Action

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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 automated email.
  • We can update the database by updating any field.
  • We can send OBM to external platform.
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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.
  • Select Existing Action — Reuse the existing actions.

For example, 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:

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

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

Time Dependent Workflow Actions:

There are some cases in real-time projects where we don’t want to execute the task instantly. We want, that to happen after 1 hour, 10 hours, 10 days etc,. In such cases, time dependent action helps.

Note: This works only in hours or days format. Not minutes. Before performing the action we need to Deactivate the rule.

Time Trigger: To convey Salesforce after how many hours or days we want this work to happen.

Rule Trigger Date: The moment when the condition matches.

Steps to create Time Dependent  Workflow Rule - Action:

Login to Salesforce → Setup → Build → Create → Workflow & Approvals → Workflow Rules → Edit the existing Workflow Rule → Time Dependent Workflow Actions → Add Time Trigger → Workflow Time Trigger Edit → Click on Add Time Trigger → Input (Number, days, before/after, Rule Trigger date) → Save.

Time trigger - Image

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How to use the Time Dependent  Workflow Rule - Action:

The same steps we follow as how we have added the actions in the workflow.

Login to Salesforce → Setup → Build → Create → Workflow & Approvals → Workflow Rules → Edit the existing Workflow Rule → Time Dependent Workflow Actions → Add Time Trigger → Workflow Time Trigger Edit → Workflow Actions → Edit → Select “Select Existing actions” → Fill in the details(Email Alert / Field update / Task / Outbound Message) → Save → Done.

Exsisitingtask - Gif

Note: Do not forget to activate the Workflow Rule again.

In the next topic, we will discuss in-detail about “”. Keep following us for more info on Salesforce Administration.

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About Author

Arogyalokesh

Arogyalokesh takes complex technical ideas and distills them into user-friendly visuals to improve digital marketing campaigns for companies. He is a Content Writer at Mindmajix spreading nuggets of content related to Technology. Proceeded to work in a fast upscale environment, assuring client delight in content writings.


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