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What Is Workflow Rule?

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:

  1. First, select Setup > Workflow Rules.
  2. Then, go to New Rule.
  3. Then, select the object of this particular rule.
  4. Proceed by clicking Next.
  5. Then, provide a name and description for this particular rule.
  6. 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
  • Created
  1. Then, provide your criteria for this particular rule.
  2. 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:

  1. First, select a workflow rule.
  2. Then, go to the Immediate Workflow Actions area. There, choose Add Workflow Action.
  3. Lastly, provide an action.


A workflow rule is less complex. However, for a successful execution, you must learn and understand its intricacies.

Important considerations:

  • 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.

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