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Workflow Rules In Salesforce

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Workflow Rules 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.

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

Business Scenario:

In the Naukri Job Form, the person who has applied for a job shift to the USA should have a minimum of 3 years of work experience. The job placement process will be delayed for persons who do not have the required experience. This scenario should be like an Alert message while entering the job application in the Naukri Job Form.

Scope of Workflow Rule in the real-time project:

  • To automate business
  • To make automatic data change
  • To give automatic notification
  • Schedule some automatic task
  • Do integration without code

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What is Workflow?

Workflow automates the following types of actions based on your organization's processes:

  • Tasks—Assign a new task to a user, role, or record owner.
  • Email Alerts—Send an email to one or more recipients you specify.
  • Field Updates—Update the value of a field on a record.
  • 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.

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Steps to create Workflow Rule:

Navigation Path:

Setup → Build → Create → Workflow & Approvals → Click on Workflow Rules → continue → New.

Step1: We need to select the required “Object” on which the Workflow Rule should be applicable, and press Next button.

Step2: In this step, we need to provide the necessary name for the Workflow Rule, and add a description. In the next section, Evaluation Criteria, we have 3 options in which we select “Created”. In the next section, Rule Criteria, we will select on which conditions the rule should be applied for the Workflow Rule to be activated.

Step3: In this step, the rule is created and next, the action should be created on desired field selection. We have 4 options in which we select “New Field Update”, for the above business scenario. From this screen, you will be redirected to Field update edit screen in which we need to fill all the necessary data for the alert message to be displayed.

Fill in the details:

Name & description and select the Field to update(eg: Alert Status), in the next section → Specify new field value → select the option “use a formula to set the new value”, and enter the required message and Save and then Done.

Step4: After creating the Workflow rule, it should be activated.

WFR creation

Now, let us look for the changes occurring by Workflow Rule created, for this creates a new record in the “Object” (Naukri Job Forms).

Output:

Output image

In the next topic, we will discuss in detail about “Configuring Email alert in Workflow Rules”. Keep following us for more info on Salesforce Administration.

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Arogyalokesh
About The Author

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.


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