How to create a workflow in salesforce || Rajesh Chatterjee
Workflow Rules in Salesforce
In the previous article/video, we discussed how Salesforce can automate business processes and the automation tools provided by Salesforce. Let us learn more about the first automation tool- Workflow.
What is Workflow in Salesforce?
Workflow is a simple automation tool provided by Salesforce that works on ‘If this, then that’ logic. It has limited functionality compared to other automation tools. But it is the most popular Salesforce automation tool because of its simplicity and ease of use.
Features of workflow
It is simple and easy to set up and use.
It rarely breaks as it does not rely on heavy codes and has simple functionality.
It is easily scalable for organizations with large data.
It performs automation only once. If the criteria are satisfied, it performs the actions. If the criteria are not met, it does not perform the action.
It provides limited automation. It can automate only four functions- task creation and assigning, trigger email alert, update field and send an outbound message.
It cannot perform advanced automation.
How does Workflow work?
Workflow in Salesforce works on the ‘If this, then that’ logic. It has predetermined evaluation criteria, rule criteria and actions. Once the evaluation criteria are met, it checks the rule criteria. If the data meets the rule criteria, the set of actions are performed or else not.
Types of workflow in Salesforce
There are two types of workflows in Salesforce.
Immediate workflow
Immediate workflow is the workflow where actions are executed as soon the data entered meets the evaluation and rule criteria. It takes immediate actions.
Time dependent workflow
In time dependent workflow, the actions are executed at the specified time. It does not execute the actions immediately.
Actions performed by workflow
Workflow is a simple automation tool and can perform limited actions. The actions performed by workflow in Salesforce are-
Create a New Task
Workflow can automate the creation of new tasks when certain conditions are met and assign them to predefined users.
Send an email alert
Workflow automates and sends predefined emails to other internal and external users when predefined conditions are met.
Update a field
Workflow automatically updates a field in any object when certain predefined conditions are met.
Send an outbound message
Workflow can be used to automate sending outbound messages to specific URLs outside Salesforce.
Let us set up an immediate workflow in Salesforce to understand it better. We discussed a business requirement in the previous article/video. Let us automate that using workflow. Here is the requirement-
Whenever a lead is created or updated and has its city as New York-
A task must be created and assigned to the testing user.
The field lead source must be updated to Purchased lead.
An email alert must be sent to the lead.
An outbound message must be sent to the ERP system with the lead details.
Before setting up the workflow, let us create the email template to send an email alert.
How create an email template in Salesforce?
Go to Setup.
Search and click on classic email templates in the quick find.
You will see the default email templates provided by Salesforce. You can edit them or create new template.
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