In Salesforce, a workflow rule is the automation of standard and repetitive processes. It works in accordance with a pre-configured set of criteria, and offers support for all browsers.
Compared to other Salesforce automation tools (e.g. Visual Workflow, Approvals, and Process Builder), a Workflow’s execution style is relatively simple due to a rule. Once the conditions of an if/then statement (a single one) are met, actions will then be automated.
Understanding the Criteria
A workflow rule’s fundamental component is the criteria. This is the “if” component of an if/then statement. Therefore, this component must be true for the execution of automated actions.
To create criteria:
- First, select Setup > Workflow Rules.
- Then, go to New Rule.
- Then, select the object of this particular rule.
- Proceed by clicking Next.
- Then, provide a name and description for this particular rule.
- Next, evaluate this particular rule to select the applicable evaluation criteria. Among the choices are:
- Created, and every time that a record is edited
- Created, and every time that a record is edited to meet criteria
- Then, provide your criteria for this particular rule.
- Finally, choose Save & Next.
Defining the Actions
The actions are the other fundamental component of a workflow rule. They refer to the “then” component of an if/then statement. Therefore, they are the action to follow once the criteria is met.
To add actions:
- First, select a workflow rule.
- Then, go to the Immediate Workflow Actions area. There, choose Add Workflow Action.
- Lastly, provide an action.
A workflow rule is less complex. However, for a successful execution, you must learn and understand its intricacies.
- Every workflow rule applies to 1 object. Once this object is deleted, the workflow rule that applies to it is automatically deleted.
- Regardless of an object meeting criteria, a workflow rule is triggered whenever a standard object is re-parented.
- The order of execution for individual actions is not guaranteed. However, the execution of field update actions is a priority over other actions.