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What are Salesforce Workflow Rules? How to Create Workflow Rules?


To automate business processes, one can create a workflow in Salesforce. A number of rules can be created for certain processes like sending an email, for task creation, field update, and blog posting. Salesforce rules can be useful for various tasks that may include sending a reminder or follow up prospects that can help in setting up the accurate sales projections and reports that can be used by upper-level executives.

Salesforce provides the feature to create workflow rules Salesforce and program tasks that may include simple drop-down menus and flowcharts. In this blog, we will discuss what is the workflow in salesforce, its rules and the process that is followed to create these rules.

What are Workflows in Salesforce?

What is the workflow in Salesforce? Several activities are involved in the Salesforce application that may include and involve some action that is to be triggered when the event occurs. Without any technical assistance and knowledge, the Salesforce administrator or the user can create the rules that are also known as workflows. Even the coders with minimum development experience can easily use these tools that can help them in initializing the processes.

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Salesforce workflow rules do not only involve setting up an action that is related to the activity and has to be created as and when required. These processes usually save time and effort even for high-value employees. Here we will discuss the complete process to create the workflow rules and the process that is adopted by Salesforce to create the rules. Usually, workflows have two components that can help the salespeople in getting the information about the quantity, type, and results that are expected from a scenario. These two components are listed below:

  • Criteria: The rule has the “if” part that is basically associated with the rule and must be true in order to take the action with the associated expression.
  • Actions: Another part is “then” part of the if/else statement, it involves the actions that are to be taken when a condition is met.

Throughout the sales cycle and workflow configurations, a salesperson will run the workflow when the criteria are met. The below-listed glossary is used with the  workflow in salesforce:

  • Action Group: All actions that lie the same criteria and may have multiple immediate or scheduled actions fall under this group.
  • Action Timing: The action timing and triggering are linked to workflow rules and the actions scheduled for the process builder. The rules are fired at the pre-set time and when the criterion is met.
  • Chatter: Chatter is a social intranet network that is accessible only by the members of the team account. Chatter is provided for file sharing, discussion, and collaboration. Through Chatter dashboard users can also take actions just in one click and take surveys, approve update requests and store and update FAQ and company onboarding material.
  • Evaluation Criteria: This is a must for the workflow rule creation and is associated with the action triggering and the action is triggered when this criterion is met. It can be evaluated and created in below-listed three cases:
    • When a record is created or edited to meet the rule criterion
    • When a record is created
    • When the formula evaluated to true
  • Field: Fields are part of rule criteria and can select a particular category of Salesforce data. /it comes to the base object for evaluation and includes data like customers, opportunities, etc.

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Read: How to Create Visualforce Page in Salesforce

How to Create Salesforce Workflow Rules?

Now that we have an idea about what is workflow in Salesforce, let us dig deeper into how to create workflow rules salesforce. Workflow in Salesforce creation is a great way that can help in business process automation. With its two important components, you can create workflow for Salesforce. Below-listed steps are to be followed to create the Workflow rules:

  • Go to Your Name then Setup > App Setup> Create > Workflow & Approval > Workflow Rules
  • Now select “New Workflow Rule” here select the object to which you want to apply the rule
  • Give a name to your rule and provide a description to this rule like for the rule of Email alert give it a name like “Act-On Lead Score Email Alert” thus will be executed when the email will reach
  • Now select the evaluation criteria for your rule. There you will have to select one from below-listed criteria Created: The action will be taken at the time of lead creation/n/*
    • Created and Every Time When it is edited: In this case, the rule is applied only when the lead is created, is means that the updated to existing leads are ignored. It is not applied as the rules have to be applied to the existing records
    • Created and every time it’s being edited to meet a criterion: In this option, the rule is to be run when the criterion is met. Like if the rule score is above 50 the rule is to be run every time in such case an email is being sent even after the action is being taken
    • Created and every time the rule is edited to meet any criteria, the rule is fired when the criterion is met or the new record is being created. If a new record is to be created.
  • Now set the rule criteria and like we have chosen the field: Act-On Lead Score, Operator: greater or equal and Value: 50. Here you can add the filter logic

In this way, you can add the rules for a workflow. Now you can set the workflow actions. These actions are triggered when the criterion is met. You can find the Workflow Action section on your page, now click on Edit and add workflow action, here some actions are pre-specified. free salesforce demo

Final Words

Here, we have described the ways in which the rules are created and these workflow rules salesforce can be made easily by both technical and non-technical professionals. Here, the rules can be specified by anyone and are applied as per the criterion that is specified by the rule definition.

Read: What is the Collection in Salesforce? (2020 updated)

After creating the rule, you can activate it, there you can find the rule with the name that you have given to it on the landing page. On the left-hand side, there will be a criterion to edit, delete, or activate it. Congratulations, the workflow in Salesforce has been created successfully!

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