How to Create Task using workflow Rule in Salesforce

In this Salesforce tutorial, we will learn how to create tasks using workflow rules in salesforce.

Recently, I was working in salesforce, where we got a requirement to create tasks using workflow rules in Salesforce. The tasks which we are creating are used to assign new tasks to the users, roles, and record owners.

There will be times we all need to create tasks using workflow rules in Salesforce. For creating the task read the complete blog carefully. And here, I will explain how to create tasks using workflow rules in Salesforce Lightning and Salesforce Classic.

The following are the topics that we will cover in this Salesforce tutorial:

• Can workflow rules create tasks in Salesforce?
• How to create tasks using workflow rule in Salesforce lightning
• How to create tasks using workflow rule in Salesforce Classic

Can workflow rules create tasks in Salesforce

In Salesforce workflow tasks allocate the new task to the users, record owner, and role. Such as a task is allocated impulsively to the support representative succeeding one week a case is updated.

For a similar type of record, the workflow task can be correlated with the workflow rule and the approval process for the same type of record.

If the role carries more than one person and the workflow rule is allocated to them. So the holder of the record that can activate the rule becomes the task assignee.

The task is reallocated to the person who activates the rule after being allocated to an empty role.

Keep away from allocating workflow tasks to roles with multiple users.

With this, we learned can workflow rules create tasks in Salesforce. Now we will move ahead and try to understand how to create tasks using workflow rules in Salesforce.

How to create tasks using workflow rule in Salesforce lightning

Here we are creating tasks using workflow rule in salesforce lightning. If you want to learn how to create tasks using workflow rule in salesforce lightning follow these steps:

Step-1: First, login into the Salesforce lightning account. Go to the gear icon, under the gear icon there are two options Setup and Service Setup. Here we are selecting the Setup option.

After clicking on the setup option. Now enter the workflow rule in the Quick Find box that is present on the left sidebar. After entering the workflow rule in the Quick Find box the workflow rule comes at the top. Click on that.

Step-2: After clicking on the workflow rule, The workflow rule page is open then scroll down to the bottom and click on the checkbox and then click on the continue option.

After clicking on the continuous option All the Workflow Rules page is open, there is a new rule option click on it.

Step-3: After clicking on the new rule option, Try it in the Flow Builder dialogue box is open. In this dialogue box, two options choose the first one which is Continue with Workflow Rules.

Step-4: Here we are selecting the USA student object to which this workflow rule applies. After selecting the object click on next.

Step-5: Now fill in the complete information, and enter the rule name that is the  Create task for USA student.

 After filling the edit rule information scroll to the bottom of the page and then select evaluation criteria as created this workflow rule will work while creating a record.

Step-6: After evaluating the criteria, now we are putting the rule criteria. Firstly choose the field USA student: Scholarship then chooses the operator greater than and after that fill the value field as 500.

 After filling all the information, check the information once again for seeing that all the information that we fill in is correct then click on the save and next option.

Step-7: After clicking on the Save and next option the edit rule create task for USA Students page is open. Here we adding the workflow action as New Task.

Step-8:After clicking on the New Task option, the Tasks page is open. Now create the task to associate with one or more workflow rules. The object is USA Student and then we select the particular user to which we want to assign this task.

Now we click on this lookup and let’s say we are selecting the user to which the task will be assigned. After that fill the subject as New task for USA students as the subject is filled click on the unique name field and you can see that this field is automatically filled.

Now select the due date, here we are selecting the rule trigger date and after that, we can plus and minus the number of days and we are adding 10 days. Now select the status, here we are selecting the status as not started then select the priority.

After filling the edit task information completely. Now fill the description information, and set the comment as This USA Student has created a scholarship greater than 500 then click on the save option.

Step-9: This will configure the task, wherever the USA student is created the task is created automatically and it will assign to the user that we select while creating the task and clicking on the done option.

Step-10: After clicking on the done option, create task for USA students page is open. Here we can see all the workflow rule detail. Now activate the create task for USA students workflow rule by simply clicking on the activate button.

Step-11: Go to the App Launcher, and enter the sales in the search box. Click on the sales, the Sales page is open. Click on the USA Student object that is present on the nav bar.

After clicking on the USA student object, the USA student’s recently viewed page is open. Click on the New option that is present at the top of the page.

After clicking on the new option, the new USA Student page is open. Fill the USA student information. Firstly fill the USA Student Name. Here we are filling the USA Student name field as Prof. Hazel Schiller and then fill the Student ID after that fill the scholarship field as $5000 which is greater than $500 and then fill the student email address after that click on the save button.

Step-12: Here you can see that the record is created and the scholarship is 5000 which is greater than 500. And on the right-hand side in activities, you can see the new task is automatically created this is the label that we provided, and its due date is ten days rule created or rule triggered date.

In this way, we have learned how to create tasks using the workflow rule in salesforce lightning. Further, we will learn how to create tasks using the workflow rule in Salesforce classic.

Read Create Time-Dependent Workflow Actions in Workflow Rules in Salesforce

How to create tasks using workflow rule in Salesforce Classic

Here we are creating tasks using the workflow rule in salesforce classic. If you want to learn how to create tasks using workflow rule in salesforce classic follow these steps:

1: Click on the setup option. Now enter the workflow rule in the Quick Find box that is present on the left sidebar. After entering the workflow rule in the Quick Find box the workflow rule comes at the top. Click on that.

2: After clicking on the workflow rule, The workflow rule page is open then scroll down to the bottom and click on the checkbox and then click on the continue option.

After clicking on the continuous option All the Workflow Rules page is open, there is a new rule option click on it.

3: After clicking on the new rule option, Try it in the Flow Builder dialogue box is open. In this dialogue box, two options choose the first one which is Continue with Workflow Rules.

4: Here we are selecting the Contact object to which this workflow rule applies. After selecting the object click on next.

5: Now fill in the complete information, and enter the rule name that is the  Create task for Contact.

 After filling the edit rule information scroll to the bottom of the page and then select evaluation criteria as created this workflow rule will work while creating a record.

6: After evaluating the criteria, now we are putting the rule criteria. Firstly choose the field Contact: Lead Source then chooses the operator Equals and after that fill the value field as Web.

 After filling all the information, check the information once again for seeing that all the information that we fill in is correct then click on the save and next option.

7: After clicking on the Save and next option the edit rule create task Contact page is open. Here we adding the workflow action as New Task.

8: After clicking on the New Task option, the Tasks page is open. Now create the task to associate with one or more workflow rules. The object is Contact and then we select the particular user to which we want to assign this task.

Now we click on this lookup and let’s say we are selecting the user to which the task will be assigned. After that fill the subject as a New task for contact as the subject is filled click on the unique name field and you can see that this field is automatically filled.

Now select the due date, here we are selecting the rule trigger date and after that, we can plus and minus the number of days and we are adding 15 days. Now select the status, here we are selecting the status as not started then select the priority.

After filling the edit task information completely. Now fill the description information, and set the comment as This contact has been created lead source as a web than on the save option.

9: This will configure the task, wherever the Contact is created the task is created automatically and it will assign to the user that we select while creating the task and clicking on the done option.

10: After clicking on the done option, create task for contact page is open. Here we can see all the workflow rule detail. Now activate the create task for contact workflow rule by simply clicking on the activate button.

11: Click on the Contact object that is present on the nav bar. After clicking on the Contact object, the Contact’s recently viewed page is open. Click on the New option that is present at the top of the page.

After clicking on the new option, the new contact page is open. Fill the contact information. Firstly fill the First Name. Here we are filling the First name field as Watd and then fill the Last Name after that fill the Lead Source as Web and then fill the Mobile Number after that click on the save button.

12: Here you can see that the record is created and the Lead source is equal to the web. Now scroll to the bottom of the page and there are open activities section, you can see the new task is automatically created this is the label that we provided, and its due date is 15 days rule created or rule trigger date.

So, with this, we have learned how to create tasks using the workflow rule in salesforce classic. 

Conclusion

In this tutorial, we have learned can workflow rules create tasks in salesforce. We have also discussed how to create tasks using workflow rule in Salesforce lightning as well as salesforce classic.

• Can workflow rules create tasks in Salesforce
• How to create tasks using workflow rule in Salesforce lightning
• How to create tasks using workflow rule in Salesforce Classic

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