Salesforce Workflow

Workflow – gives the ability to automatically:

  • Create and send email alerts
  • Create and assign tasks
  • Update field values to specific values or based on formulas
  • Create and send outbound API messages
  • Create and execute time-dependent actions

Workflow consist of:

  • Workflow Rule – trigger criteria evaluated when record is created, when created/updated OR when created/updated and did not previously meet trigger criteria.
  • Workflow Task – Task assigned to designated users to follow-up and respond to Business Conditions in Workflow Rules. Assigned to user, role, record creator, record owner, sales team role or account team. Workflow tasks can be reported on and re-used within the same object. Tasks can be immediate or time dependent.
A single task cannot be assigned to multiple users in Salesforce.
  • Workflow Email Alert – emails generated by a workflow rule whenever specific Business Actions trigger the rule. Not tracked in activity history. Can be reused within same object. Alerts can be immediate or time-dependent.
  • Workflow field updates – allow to automatically change the value of a field to a value you specify. Depending on the type of field you can: apply specific value, make value blank, calculate a value based on a formula you create.
  • Workflow outbound message – send secure config API message to designated listener

Time dependent workflow – executes time-sensitive action before or after any date on the record. Performs a series of actions at various points in time and then uses the workflow queue to manage all pending actions.

Time Triggers – are time value relevant to the record and are used to initiate a time-dependent action. The following are time-dependent actions:

  1. Any of the 5 actions are triggered with associated time-triggers.
  2. queued whenever a rule is triggered
  3. can be reused in additional workflow rules as long as the object is the same
  4. removed from the workflow queue if the corresponding record no longer meets the rule trigger criteria.
  5. are dynamically updated in workflow queue if corresponding record fields is updated.

Time based workflow queue – gives the ability to monitor time-based workflow by viewing pending workflows in the queue.

Updating of parent record from child record – update a field on a parent by creating a field update action for a workflow rule created on a child record.




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