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WORKFLOWS

6th March 2014

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 What you get after this session
 About Workflows in salesforce
 How to create and use workflow in salesforce

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 What is Work Flow?

Workflow is a term used to describe the tasks, procedural steps, organizations or people involved,
required input and output information, and tools needed for each step in a business process.

Each workflow rule consists of:

 Criteria that determine when Salesforce executes the workflow rule. Any change that causes a
record to match this criteria can trigger the workflow rule—even changes to hidden fields.
 Immediate actions to take when the workflow rule executes. For example, Salesforce can
automatically send an email that notifies the opportunity team when a new high-value
opportunity is created.
 Time-dependent actions that Salesforce queues when the workflow rule executes. 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 specified close date. When Salesforce triggers
a workflow rule that has time-dependent actions, you can use the workflow queue to monitor
and cancel pending actions.

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 Configure Your Organization's

You can configure your organization's workflow by creating workflow rules. Each workflow rule
consists of:

Criteria that cause the workflow rule to run.

Immediate actions that execute when a record matches the criteria.

Time-dependent actions that queue when a record matches the criteria, and execute according to
time triggers.

Workflow Actions:
• 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

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 Creating Workflow Rules

To create a new rule:

1. Select the object to which the workflow rule applies.
2. Configure the workflow rule setting and criteria.
3. Configure the workflow actions.
4. Activate the workflow rule.

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 Selecting the Object for Your Workflow Rule

1. From Setup, click Create | Workflow & Approvals | Workflow Rules.

2. On the workflow rules list page, click New Rule.
3. Choose an object to which you want this workflow rule to apply.
4. Click Next.

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 Configuring Rule Settings and Criteria

1. Enter a rule name.

2. Enter a description for the rule.
3. Set the evaluation criteria:

Evaluate the rule when a record is: Description

created Evaluate the rule criteria each time a record is created. If the
rule criteria is met, run the rule.

created, and every time it’s edited Evaluate the rule criteria each time a record is created or
updated. If the rule criteria is met, run the rule.

Note
You can't add time-dependent actions to the rule if you select this option.

created, and any time it’s edited to subsequently meet (Default) Evaluate the rule criteria each time a record is
criteria created or updated. For a new record, run the rule if the rule
criteria is met.
For an updated record, run the rule only if the record is
changed from not meeting the rule criteria to meeting the
rule criteria.
With this option, the rule can run multiple times per record,
but it won’t run when the record edits are unrelated to the
rule criteria.

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 Example

Suppose that for an opportunity record to meet the rule criteria, the opportunity
probability must be greater than 50%. If you create an opportunity with a
probability of 75%, the workflow rule runs. If you edit that opportunity by
changing the probability to 25%, the edit doesn’t cause the rule to run. If you then
edit that opportunity by changing the probability from 25% to 75%, the edit
causes the rule to run. With this last edit, the rule runs because the record is
changed from not meeting the rule criteria to meeting the rule criteria.

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 Configuring Rule Settings and Criteria

4. Enter your rule criteria:

 Choose criteria are met and select the filter criteria that a record must meet to trigger the
rule.
 Choose formula evaluates to true and enter a formula that returns a value of “True” or
“False.” Salesforcetriggers the rule if the formula returns “True.”
5. Click Save & Next.

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 Configuring Workflow Actions

1. To add an immediate workflow action, click Add Workflow Action in the Immediate Workflow Actions section
and select one of the following to associate with the rule.
 New Task
 New Email Alert
 New Field Update
 New Outbound Message
 Select Existing Action
2. To add a time-dependent workflow action, click Add Time Trigger in the Time-Dependent Workflow Actions
section and:
a) Specify a number of days or hours before or after a date relevant to the record, such as the date the record
was created or modified. If the workflow rule is in effect when this time occurs, the time trigger fires the
workflow action.
b) Click Save.

3. Configure additional immediate or time-dependent actions.

4. Click Done.

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 Activating a Workflow Rule

Salesforce doesn't trigger a workflow rule until you activate it. To activate a workflow rule,
click Activate on the workflow rule detail page. Click Deactivate to prevent a rule from triggering or if
you want to edit the time-dependent actions and time triggers associated with the rule.

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 Appendix

References:
Salesforce work Book :
http://www.salesforce.com/us/developer/docs/fundamentals/salesforce_creating_on_demand_apps.pdf

Workflows creation : www.youtube.com/watch?v=T4N3XDuBvo0

Video : www.youtube.com/watch?v=Y40dG1MqBHo

Workflows in salesforce: https://help.salesforce.com/HTViewHelpDoc?id=customize_wf.htm&language=en_US

https://help.salesforce.com/HTViewHelpDoc?id=workflow_rules_considerations.htm&language=en_US

Workflows example to practice: https://help.salesforce.com/HTViewHelpDoc?

id=workflow_examples.htm&language=en_US

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