While working as a Salesforce Admin in a company that uses Salesforce to manage customer support cases, when a new high-priority case is created in Salesforce, we want to immediately notify an external system, such as a third-party ticketing tool or an internal application.
Using Workflow with Outbound Message, Salesforce can automatically send case details such as Case ID, Priority, Status, and Customer Name to the external system in real-time.
This helps your support team quickly take action without needing someone to update both systems manually.
In this Salesforce tutorial, we will learn about workflow rules and outbound messages in Salesforce and see how to send outbound message using workflow in Salesforce.
The following are the topics that we will cover in this Salesforce tutorial:
- What is an Outbound Message in Salesforce?
- Send Outbound Messages Using Workflow in Salesforce.
What is an Outbound Message in Salesforce?
In Salesforce, Outbound Messages are used to integrate with third parties with no coding required. As an administrator, we define an outbound message that can be used in workflow approval processes.
The outbound message is defined as an activity that can send data to endpoints or external services in the form of Extensible Markup Language (XML). It is an instant workflow action that transfers data to third-party or external services in the form of a Simple Object Access Protocol.
This outbound message will be sent to a web service endpoint, which will be coded by a third-party developer, not a Salesforce administrator. In return, the acknowledgment will be sent to Salesforce.
Send Outbound Message Using Workflow in Salesforce
Outbound messages will send Simple Object Access Protocol (SOAP) messages to the specified endpoint. Now, let’s see how to send outbound message using Workflow in Salesforce.
- Log in to Salesforce Org. -> Go to Setup. -> Home Tab. -> Quick Find Box. -> Search for Workflow Rules and click on it.
- Click on New Rule to create a new one.
- You can create this automation in Flow Builder as well. We are going to create a Workflow Rule for that. Click on the Continue with Workflow Rule button.
- Select an object on which you want to create a rule. In our example, I have selected the Contact Object.
- Then, enter the Rule Name and select Evaluation Criteria. I have chosen, ‘created, and every time it’s edited‘.
- After evaluating the criteria, add the Rule Criteria. We select to run this rule, which is the formula that evaluates to true.
- Now, enter the formula inside the formula editor. First, select the function. I have chosen the ISCHANGED() Function and Insert Field. Then, click on the “Save and Next“ option.
- After clicking the “Save and Next” option, the Edit Rule Email Change page will be displayed. Here, we need to add a workflow action as a New Outbound Message.
- After clicking the New Outbound Message option, enter the Name of Action, and the Unique Name will automatically populate.
- After that, fill in the Endpoint URL (copy the endpoint URL from https://pipedream.com/ and paste it into the Endpoint field), then select the contact fields to which you want to send the data.
- First, select the fields from the available options and enter them into the designated fields. After filling out all the information, click on the Save button.
- After that, click on the Done button.
- After clicking on the Done option, activate the workflow rule by clicking on the Activate button.
- After activating the Email change workflow rule, the Outbound message workflow rule is created successfully.
This is how we can send the outbound message through the EndpointURL to the API.
Conclusion
Overall, the outbound message in Salesforce is a helpful tool for sending important data as Extensible Markup Language to endpoints or external services. We have learned what an outbound message is in Salesforce and discussed how to send one using workflow in Salesforce.
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I am Bijay Kumar, the founder of SalesforceFAQs.com. Having over 10 years of experience working in salesforce technologies for clients across the world (Canada, Australia, United States, United Kingdom, New Zealand, etc.). I am a certified salesforce administrator and expert with experience in developing salesforce applications and projects. My goal is to make it easy for people to learn and use salesforce technologies by providing simple and easy-to-understand solutions. Check out the complete profile on About us.
