about “Record Level Security In Salesforce”.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.
- Select Existing Action — Reuse the existing actions.
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.
Time-Dependent Workflow Actions:
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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:
Log in 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
How to use the Time-Dependent Workflow Rule - Action:
The same steps we follow as to how we have added the actions in the workflow.
Log in 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 “Approval Process In Salesforce”. Keep following us for more info on Salesforce Administration.
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