Salesforce automation Workflows help to automate the processes in your organization and can be used to do a myriad of tasks. Examples include: updating of fields, sending of alerts to internal users or external individuals, assigning of tasks to users, etc.
How do I set up a Workflow?
The first step is creating the Salesforce automation Workflow Rule. You’ll need to name your rule, choose when the rule is executed and enter any associated filter criteria.
1) Name the Workflow rule
2) Evaluation Criteria – When will this rule execute?
- Option #1 - When a record is created or when a record is edited and now meets the specified rule criteria.
- Option #2 - Only when a record is created.
- Option #3 - Every time a record is created or edited.
3) Rule Criteria – Field Filtering*
- Example: Opportunity Stage = “Closed Won”
- Example: Lead Status = “Qualified”
* You may also specify Filter Logic (Exp: 1 AND 2 must be true, 1 OR 2 must be true, etc.)
Defining a Workflow Action
Once you have the Workflow rule created, you need to tell the rule what action to perform. Before you do this, make sure to consider when you want the action to take place. There are two options available:
1) Immediate Workflow Actions – As soon as the Workflow rule executes the action should also execute.
2) Time-Dependant Workflow Actions – The action under the Workflow rule should be delayed.
- If this is selected, you will need to set a Time Trigger.
Picking an action - There are four basic actions that a Workflow Rule can perform for you:
1) New Task – This can be helpful in Lead assignment. Example: when a new Lead is entered into the system via a Web-to-Lead form the Workflow rule would create a task requiring the Lead Owner to follow up with the Lead.
2) New Email Alert – This can be helpful in Case management. Example: when a customer has entered in a support request the Workflow rule could send a message back to the customer acknowledging receipt of the request. Email Alerts can also be sent to internal Salesforce Users, Public Groups, Roles, etc.
3) New Field Update – This could also be used in Case management. Example: If a case has gone longer than X days, the Status field on the Case could be updated to “HOT”. This could be paired with an Email Alert to a supervisor, a reminder to the Case Owner or even a new Task assignment.
4) New Outbound Message – This functionality will need to be enabled by your organization’s administrator. Outbound messaging allows you to send information about a record to a Web-Service (URL).
So I’m done, right?
Not quite! You must make sure to activate your workflow rule after setting up the actions. Once you have activated the Workflow rule, make sure to test each scenario to confirm the desired results are achieved.