Salesforce Workflow Rules Explained

One of the high-quality benchmarks for any business is keeping all tasks well organized and synchronized. Workflows are an integral part of Salesforce’s functionality, making it a potent tool for managing client interactions. A workflow is a series of automated actions triggered by certain events or conditions, such as when a new record is created, or a field is updated. Organizations that keep all processes streamlined tend to get more success than those that don’t.

Daily routines of all the employees are part of that bigger goal to keep things well organized. Nowadays, businesses leverage technology to automate those daily routine tasks to achieve work efficiency as well as to save the precious time of the employees so that they can be deployed to work on more important things.

What is Workflow in Salesforce?

Workflows are used to standardize processes and eliminate repetitive tasks, improving efficiency and accuracy. A Workflow in Salesforce is a sequence of automated steps that certain events or actions can trigger. These automated steps can include field updates, email alerts, task creation, and outbound messages, among other things.

For example, Workflow can be used in Salesforce in the case of a company that offers a variety of products for sale online. Let’s say that the firm is interested in alerting customers by email whenever a new product is introduced to stock. Instead of having to manually send an email to every customer every time a new product is added, the company can use Workflow to automate the process.

Salesforce offers a bunch of automation tools that can be beneficial for any business like:

• Process Builder
• Workflow Rules
• Flow
• Approval Process

In this post, we will learn about Workflow Rules in detail. We will first look at the difference between Workflow and Workflow Rules, how Workflow Rules work, their components, usage, and come to their limitations. Moving forward, we will also demonstrate how to create a Workflow Rule.

Difference between Workflow and Workflow Rules in Salesforce

Salesforce workflows and workflow rules are essential tools that can help automate business processes, saving time and increasing productivity. In spite of their similarities, there are also notable contrasts between the two.

When a record is created in Salesforce or an existing one is updated, a workflow is initiated. These activities can be as straightforward as sending an email or making a new to-do list item, or as involved as performing a series of complex procedures. Workflows can be customized to meet various business needs, from lead management to case resolution.

On the other hand, a Salesforce workflow rule is a specific workflow type used to automate updates to fields or the creation of new records based on specific criteria. A change triggers workflow rules to a record or group of records, and they are designed to automatically update fields or create new records in response to certain conditions being met. For example, a workflow rule could automatically create a task when a new lead is added to the system.

While workflows and workflow rules may seem similar at first glance, the main difference lies in their focus. Workflows are broader in scope and can be used to automate a wide range of business processes, while workflow rules are more narrowly focused on specific field updates or record creation.

Now let’s uncover various components of a Workflow Rule.

Types of Workflow Rules in Salesforce

One of the powerful features of Salesforce is its Workflow Rules, which allow users to automate certain business processes. Here are the different types of Workflow Rules in Salesforce and their unique features.

Rule Criteria: Rule Criteria is the most basic type of Workflow Rule in Salesforce. It allows users to specify conditions that, when met, will trigger a specific action. For example, if a new lead is created with a certain type of industry, a notification email can be sent to the sales team. Rule Criteria are versatile and can be used for many business processes.

Time-Based Workflow: Time-Based Workflow is a type of Workflow Rule that triggers an action based on a specific time frame. For example, if a lead is not contacted within 24 hours of creation, the sales team can send a reminder email. Time-Based Workflow can also schedule follow-up calls, send renewal reminders, and more.

Approval Workflow: Approval Workflow is a Workflow Rule that allows users to set up an approval process for specific records or objects. For example, suppose a salesperson creates a new opportunity with a value above a certain threshold. In that case, an approval process can be triggered to get approval from their manager before moving forward. Approval Workflow can be customized to fit the specific needs of a business, including multi-level approval processes and complex approval criteria.

Outbound Message Workflow: Outbound Message Workflow is a Workflow Rule that sends data to an external system when a record is created or updated. For example, if a new lead is created in Salesforce, an outbound message can be sent to an external marketing automation system to trigger a specific marketing campaign. Outbound Message Workflow can also send data to accounting, order management systems, and more.

Field Update Workflow: Field Update Workflow is a Workflow Rule that automatically updates a specific field on a record when certain conditions are met. Field Update Workflow is useful for automating data entry and ensuring data consistency across records. For example, if a lead is converted to an opportunity, a Field Update Workflow can be triggered to update the Opportunity Stage field to “Prospecting.”

How to Use Workflow Rules?

Salesforce Workflow Rules are a powerful feature that can help businesses automate their processes, saving time and increasing efficiency. Here are some examples of how Workflow Rules can be used in Salesforce:

Lead Routing: Suppose you have a large sales team and want to ensure that each lead is routed to the appropriate salesperson. You can set up a Workflow Rule to automatically assign leads to the salesperson based on criteria like region or product interest. For example, if a lead is created with an industry of “Healthcare,” the Workflow Rule can be set to assign the lead to a salesperson specializing in healthcare sales.

Follow-up Tasks: Sales teams often struggle with following up on leads promptly. You can use Workflow Rules to create follow-up tasks for salespeople to ensure no lead falls through the cracks. For example, a Workflow Rule can be set up to create a follow-up task for a salesperson if a lead has not been contacted within a certain time frame.

Automated Email Alerts: Salesforce Workflow Rules can also automate email alerts to notify stakeholders of important updates or events. For example, if an opportunity is closed, a Workflow Rule can be set up to send an email to the salesperson, their manager, and the customer success team to notify them of the sale.

Lead Scoring: Lead scoring is assigning a value to a lead based on its characteristics and behavior. Workflow Rules can automatically update the lead score based on criteria like job title, industry, and website behavior. For example, if a lead visits your pricing page, the Workflow Rule can be set up to increase their lead score, indicating that they are more interested in purchasing your product.

Reminder Emails: Salesforce Workflow Rules can be used to send reminder emails to customers or internal stakeholders. For example, if a customer has an upcoming contract renewal, a Workflow Rule can be set up to send them a reminder email with the contract details and renewal date. Similarly, a Workflow Rule can be set up if a task is overdue to send a reminder email to the responsible team member.

Workflow Rule Components

There are 2 major components in a Workflow Rule.

1. Criteria

Criteria are certain conditions that you need to add to the Workflow Rule to test records. An example of criteria is the If/then statement. Like, If condition x is met, then perform y action.

2. Action

What we discussed earlier in the criteria about the statement is action. When certain criteria are met, then perform an action.

There are two types of actions in a Workflow Rule,

• “Immediate Action” triggers just after certain criteria are met.
• Time-Dependent Action triggers after a certain duration of time as per you set. You can either perform the action before or after a certain time duration. For example, you can send automated email series to your users at specific time intervals.

After you set the criteria, whenever you add/edit any record, the criteria get evaluated for that particular object record. If the evaluation is True, then the action is triggered in the Workflow Rule. And if the evaluation is False, the record gets saved, and there is no processing further.

So, this is how Workflow Rules automate the process. It helps to trigger subsequent actions in the Workflow Rule. You can set evaluation criteria as per the business requirement. For example, you can set evaluation criteria like if the record is created, then action x is triggered, if the record is edited, then action y is triggered, etc.

You can also put other actions in the Workflow Rule, like sending an email or assigning Tasks to teammates. 

Workflow Actions in Salesforce

Workflow Actions allow businesses to create automated rules that execute specific actions based on certain trigger events. In simpler terms, Workflow Actions in Salesforce allow you to define a set of actions that need to be performed when a certain event occurs. 

For example, you can create a workflow rule that sends an email notification to the sales team whenever a new lead is created. Or you can create a rule that automatically updates the status of an opportunity when a certain milestone is achieved.

The possibilities with Workflow Actions are endless. You can use them to automate repetitive tasks, streamline your business processes, and save time and resources. By defining rules and actions triggered by specific events, you can ensure that your business runs smoothly and efficiently.

But the real beauty of Workflow Actions in Salesforce is their flexibility. You can create custom actions that are tailored to your specific business needs. 

Now we will see various use cases of Workflow Rules.

Use Cases of Workflow Rules

Creating a Salesforce Workflow entirely depends on the business requirement. So, conditions can be very vast. In the same way, there are a number of probabilities while creating a Workflow and setting up Workflow Rules. Still, we will try to understand the use cases of workflow rules with the help of 4 broad actions in any business process. Those actions are:

1. Create a Task
2. Update a Field
3. Send an Email Alert
4. Send Outbound Message

1. Create a Task

For any business, creating and assigning tasks automatically to any team member can be very helpful and time-saving. For example, assume that any customer came to the shop to purchase something. Once he completes the purchase, his transaction status will be changed to paid. That paid status can be used as a Workflow Rule trigger that can create a Task and assign it automatically to the warehouse staff to create the package and make it ready for shipping.

2. Update a Field

Updating the fields in the database is one of the most common use cases of Workflow Rules to make it automated. Here you can create Workforce Rules to overwrite the existing data in the field with new data.

Let’s understand it with an example of an e-commerce store. Assume if any customer has not paid the amount after the purchase, his payment status in the database can be overdue.

You can set Workflow Rule in this case to add some criteria like timeline and dates. So that if the customer does not make payment by that date and time, the Workflow Rule will trigger, and automatically, the payment field will be updated from overdue to delayed in the database.

3. Send an Email Alert

Email automation is one of the most popular use cases of Workflow Rules. It makes business processes efficient by sending automated email alerts. The same task can take days if it is performed manually.

Assume that you are running a subscription-based business. In such a business, the most important thing is retaining the existing customers after the end of their current subscription period. You can use Workflow Rules to keep a watch towards the end of the subscription date.

So when the subscription end date is near, Workflow Rule can trigger a reminder email to the subscriber to renew their subscription. You can also include any discount offers in that same email to lure the subscriber to renew the subscription.

Another use case where Workflow Rules can be effective is to automatically send emails to their employees on various occasions like their birthdays or wedding anniversaries.

4. Send an Outbound Message

Organizations can use Workflow Rules to send an outbound message out of Salesforce to any other external system to notify them about any modifications to the database.

Let’s assume that some organization is using Salesforce for business operation and using Active campaign or any other email marketing tool like Mailchimp for their email marketing and Lead generation tasks. And both Salesforce and Mailchimp are using common data from the client.

So, you can use Workflow Rules to keep Salesforce and Mailchimp in sync. When you make any changes in client data with Salesforce, you can create a Workflow Rule to automatically notify Mailchimp with an outbound message.

Now that you have understood the use cases of the Workflow Rules, let’s explore how you can create them with the help of various elements.

Elements that Form Salesforce Workflow

A Workflow Rule consists of the following elements.

• Object: This is the basic element where workflow starts. It can be any Salesforce object like a Product, Order, or User.
• Evaluation Criteria: The action will be triggered if those criteria are met during the evaluation.
• Workflow Rule Criteria: These are certain conditions that must be met to trigger the event 
• Action: When certain rule criteria are met, the defined actions are performed.
• Receipt of Action: You can make it optional, or if you need confirmation, you can set a recipient of action upon completion for your reference.

As mentioned earlier, you can either set immediate action or a time-dependent action as per the business requirement. 

Limitations of Salesforce Workflow and Workflow Rules

• As of now, only 4 actions are available. You can select any of these 4 actions in the Workflow Rule. So, you can not automate any tasks in the workflow as of now. For example, you can make changes to the record in the workflow, but you can not update sub-records within that parent record. You need a Process Builder to do that.
• Also, the workflow rule can be tied to only one object as of now. You will be required to set up more than one rule even if you need it on a similar object.
• Workflow Rules have certain limitations to avoid overburdening the object. So there are restrictions on the number of actions, triggers, and active Workflow Rules (a maximum of 500 actions in one hour) in a particular duration. These numbers and limitations depend on your Salesforce license and the version you are using.
• In the same way, these restrictions also apply to the number of automated emails you can send within 24 hours. Here you need to know that if sending your automated email exceeds your upper limit, Salesforce disposes of the remaining emails. The automated emails start after 24 hours.
• The last but very important one is that you should have good knowledge of Workflow Rules before you create them. It is quite normal to have various conflicting rules in a complicated large Salesforce org. But, if any two Workflow Rules contradict each other, the whole workflow won’t function properly. Furthermore, if one Workflow Rule field update updates the field to a value that triggers another Workflow Rule which sets it to the earlier one, then there can be a recursive loop. So, you need to have a proper working knowledge of that before you create workflow rules and workflow.

How to Retire Workflow Rules in Salesforce?

Retiring Workflow Rules in Salesforce is a simple process that can be accomplished in just a few easy steps. Here’s a step-by-step guide on how to retire a Workflow Rule in Salesforce:

Step 1: Navigate to the Workflow Rules Page: Log in to your Salesforce account and navigate to the Workflow Rules page. This can typically be found by clicking on the Setup gear icon in the top right-hand corner of the screen, then selecting “Workflow Rules” under the “Process Automation” section.

Step 2: Select the Rule to Retire: Once on the Workflow Rules page, select the rule you want to retire from the list of active rules.

Step 3: Edit the Rule: With the rule selected, click the “Edit” button to access the rule details.

Step 4: Deactivate the Rule: Scroll down to the bottom of the page and click the “Deactivate” button. This will effectively retire the rule and prevent it from triggering future actions.

Step 5: Assess the Impact: Before retiring the rule, it’s important to assess the impact that retiring it will have on your business processes. Review the rule and consider whether any other dependent processes or automation need to be updated due to retiring the rule.

Step 6: Communicate the Change: If retiring the rule will impact other teams or stakeholders, communicate the change and ensure that everyone is aware of the change’s impact on their processes.

Retiring a Workflow Rule in Salesforce is a simple process, but taking the time to assess the impact of retiring the rule and ensure that all relevant parties are aware of the change.

Workflow Rules vs Process Builder

Salesforce offers two main tools for automating business processes: workflow rules and process builder. Both tools aim to reduce manual effort and streamline workflows, but they differ in their capabilities and complexity.

Workflow rules automate actions based on user-defined criteria, triggering record creation, update, or deletion and actions like field updates, email alerts, or outbound messages. For instance, you can use workflow rules to send customers an email automatically when their order is marked as shipped.

Process builder is more powerful and flexible, enabling the creation of complex, multi-step processes with advanced logic. Like workflow rules, process builder can trigger events, but it can also create tasks, post to Chatter, or update related records. Moreover, it allows the automation of entire business processes from start to finish, spanning multiple objects.

Summing Up

We hope you have now understood how useful Workflow Rules are and how crucial they can be to automating a business process. You can automate many manual tasks. The possibilities are endless. You can automate your email delivery, assigning tasks, and data updation with the help of using various Workflow Rules.

So, that’s it about Salesforce Workflow Rules. If you think you need to discuss with the experts, join the saasguru Slack community for free and get a chance to interact with industry experts and seasoned Salesforce professionals.

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Frequently Asked Questions (FAQs)

1. Does Salesforce have a workflow? 

Yes, Salesforce provides a Workflow feature. It is a tool for automation that allows you to set up automated actions, such as sending an email, updating a field, or creating a task, that is triggered when records meet certain conditions.

2. What are Workflow rules in Salesforce? 

Workflow rules in Salesforce are the automated processes that are triggered when a record meets certain defined criteria. The workflow rule identifies what kinds of record changes or additions will trigger the automation. For instance, you could create a Workflow rule that triggers an action like sending an email or updating a field whenever a new record is added or when specific changes are made to an existing record.

3. How many types of Workflow rules are in Salesforce? 

There are four types of actions in a workflow rule in Salesforce:

1. Email Alert: Sends an email to one or more recipients you specify.
2. Task: Assigns a new task to a user, role, or record owner.
3. Field Update: Updates the value of a field automatically.
4. Outbound Messages: Sends a secure, configurable API message (in XML format) to a designated listener.

4. How to use Workflow rules in Salesforce? 

Workflow rules can be set up by following these steps in Salesforce:

• Go to Setup in Salesforce.
• In the Quick Find box, type “Workflow Rules” and select it.
• Click on the ‘New Rule’ button.
• Select the object to apply the rule to.
• Define the rule criteria (i.e., the conditions the record should meet).
• Define the immediate or time-dependent actions that should happen when a record meets the criteria.
• Once the workflow rule is set up, it needs to be activated.

5. When are Workflow rules evaluated in Salesforce? 

Workflow rules are evaluated in Salesforce when records are created or when records are edited and meet the specified criteria. There are three options for rule evaluation criteria:

• “Created”: Evaluates the rule when a record is created.
• “Created, and every time it’s edited”: Evaluates the rule when a record is created, and every time a record is edited.
• “Created, and any time it’s edited to subsequently meet criteria”: Evaluates the rule when a record is created and any time the record is edited to meet the criteria.

6. Can Workflow rules create records? 

While workflow rules themselves cannot create records, Salesforce does provide tools that can, such as Process Builder. Process Builder is a more powerful automation tool that can create records, including tasks. It goes beyond the capabilities of workflow rules, but it’s important to note that it doesn’t support outbound messages, a feature available in workflow rules. Therefore, depending on your specific use case, you may want to utilize either workflow rules or Process Builder to meet your requirements best.