How to Create Time-Dependent Workflow Actions in Workflow Rules in Salesforce

In this Salesforce tutorial, we will learn how to create time-dependent workflow actions in workflow rules in salesforce.

Time-dependent workflow is defined as a set of criteria that, when met, impulsively active a particular action at a described time in the future.

The time-dependent workflow is triggered based on a particular date and time in the future and is normally used to automate tasks like creating tasks or events, updating fields, sending emails, or executing other actions connecting to the sales and marketing process.

The time-dependent workflow decreases the risk of errors and improves the efficiency of sales.

Moreover, we will also go through steps that we can follow to create time-dependent workflow actions in workflow rules in Salesforce Lightning and Salesforce Classic.

Here are the following topics that we will discuss in this Salesforce tutorial:

• What is the time-dependent workflow in Salesforce?
• Features of time-dependent workflow in Salesforce
• Uses of time-dependent workflow in Salesforce
• Advantages of time-dependent workflow in Salesforce
• Disadvantages of time-dependent workflow in Salesforce
• How to create time-dependent workflow actions in workflow rules in Salesforce Lightning
• How to create time-dependent workflow actions in workflow rules in Salesforce Classic

What is the time-dependent workflow in Salesforce?

In Salesforce time dependent workflows are the method to automate actions on records based on time triggers.

It is explained as a set of criteria that, once met, impulsively active a particular action at a described time in the future. For example, we create a time-dependent workflow that sends an email to the users 4 days after their last relationship with our company or builds a task for a sales rep to research with the lead 2 days after they first make contact.

For creating the time-dependent workflow, we first need to explain the criteria that will activate the workflow. This could be something from a change in a particular field on a record to a particular date or time.

Once we have explained the action, we can set up the workflow rule to execute a particular action, like sending an email or building a task at a particular time in the future.

Generally, the time-dependent workflow rule in Salesforce is a powerful tool that automates uninteresting tasks and upgrades the values of our sales and business processes.

With this, we learned about What is the time-dependent workflow in Salesforce. Now we will move ahead and try to understand the functions of time-dependent workflow in Salesforce.

Features of time-dependent workflow in Salesforce

In Salesforce time-dependent workflow is a dynamic feature that permits us to automate definite actions based on particular time criteria. Here are some key features of time-dependent workflow in Salesforce.

• Criteria-based evaluation: The criteria can be constructed and encountered before activating the time-dependent workflow rule. This also makes sure that the action is only taken when a particular condition is met.
• Binding: We can bind time-dependent workflow rules together for building a sequence of actions that are activated based on particular time criteria.
• Time-based actions: For activating the definite time criteria like a specific date or time period we can build time-dependent workflow rules.
• Recurrence: We can build recurring time-dependent workflow rules that permit us to automate actions that need to be executed on a regular basis.
• Monitoring and reporting: In monitoring and reporting we can monitor and report on the position as well as which action has been taken and which are undetermined.
• Trigger Events: On the defined events or the conditions like creating or updating a record the time-dependent workflow can activate.
• Time Triggers: These time triggers are constructed by the users and the time-dependent flow is based on these time triggers. These can be constructed to occur at particular intervals For example, how many hours or days we prefer this work to occur that can spread to salesforce.
• Actions: Execute a variety of actions we can use the time-dependent workflow like sending email alerts, creating tasks, updating fields, or sending outbound messages.
• Criteria: Workflow can be set to re-evaluate criteria after a particular time period. This means that the workflow will check to see if the criteria are still met at a definite time in the future and take the proper action if they are.
• Multiple Time Triggers: Multiple Time Triggers can be constructed on a single workflow and permitting for complex automation based on different time intervals or dates.

Moreover, the function of the time-dependent workflow in salesforce is a powerful tool for automating uninteresting tasks and upgrading the effectiveness of our sales and marketing processes.

Now we have understood the function of the time-dependent workflow in salesforce. let’s move ahead and learn the uses of time-dependent workflow in salesforce.

Uses of time-dependent workflow in Salesforce

Here we understand the uses for time-dependent workflows in Salesforce are:

The Time-dependent workflows can be used to impulsively send mail and glance into emails and tasks for getting the opportunities and helping to raise them across the sales channel and better conversion rates that can support leads and opportunities.

When the customer subscription is due to renew and upgrade the controlling rate and customer satisfaction then the time-dependent workflow can be used for sending prompts to the users and customers and this type of thing can be managed by the subscription management.

For automating the data management task we can use a time-dependent workflow that can help in storing the record after a definite period of time and better stability and data accuracy this all thing can be done by the data management system.

For self-operating the onboarding and the training tasks like sending up welcome emails, building up the training sessions, and improving the effectiveness and order of the process by simply using the time dependent-workflow.

While conveying the notifications and when reaching the limits of customer satisfaction, upgrading responsibilities have been missed then the time-dependent workflow is used to make sure the service level agreement is encountered.

Overall, time-dependent workflow is an adjustable tool that can be used for upgrading accuracy, customer satisfaction, and ability. From this type of tool, the customer can also do a wide range of tasks in salesforce.

This is how we can understand the features of time-dependent workflow in Salesforce. Further, we will learn the advantages of time-dependent workflow in Salesforce.

Advantages of time-dependent workflow in Salesforce

Here we are discussing some of the key advantages of time-dependent workflows in Salesforce.

• To focus on the higher activities, there is no requirement for physical intervention or releasing up the time for the sales and marketing team for this the time-dependent workflow can automate the tasks.
• The time-dependent workflow can decrease the risk of errors and inconsistencies that can critically impact the business process and it also make sure consistency in data and processes.
• For getting the more accurate result or decreasing the risk of human errors the time-dependent increase the efficiency by automating the tasks.
• To decrease the risk of deadlines and missed opportunities the time-dependent workflow makes sure that the task is completed on time or it can also improve the customer satisfaction
• It permits organizations to keep going efficiently and consistently as they enlarge and it can also be easily scaled to encounter the needs of extending businesses.
• It permits the team to trace progress and outcomes and make data-driven decisions and it also gives higher visibility into sales and marketing activities and

Although, a time-dependent workflow is a helpful tool for automating tasks or increasing efficiency and reducing the risk of errors and making them valuable benefits for the sales and marketing team in salesforce.

So, with this, we understand the advantages of time-dependent workflow in Salesforce. Further, we will learn the disadvantages of time-dependent workflow in salesforce.

Disadvantages of time-dependent workflow in Salesforce

As the time-dependent workflow provides many benefits, there are also some possible disadvantages to examine:

Inflexibility: Time-dependent workflow can be inflexible and building it difficult to modify to changing business needs or customer requirements.

Complexity: Time-dependent workflow can be complex to construct and maintain and need proficiency in salesforce and workflow automation.

Over-reliance on automation: Relying too slowly on automation can sometimes require the absence of personalization or customer engagement that may critically impact sales and marketing results.

Time delays: Depending on the complexity and the frequency of the workflows there may be a time slowdown between the activated event and the actual event and that could also impact customer satisfaction or lead conversion rates.

Cost: Executing and preserving time-dependent workflows may need additional investments in resources and technologies that may not be practical for all organizations.

The time-dependent workflow can give us many benefits and it is important to sticky considered the potential drawbacks and make sure that the approach is suited to the requirement of the organization and its customers.

Now we have understood the disadvantages of time-dependent workflow in salesforce, let’s move ahead and see how to create time-dependent workflow actions in workflow rules in salesforce. We will explore both the salesforce experiences: Salesforce lightning and Salesforce Classic.

How to create time-dependent workflow actions in workflow rules in Salesforce Lightning

Here we are creating time-dependent workflow actions in workflow rules in salesforce lightning. If you want to learn how to create time-dependent workflow actions in workflow rules 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 are lots of workflow rule that is already created. Select one of the workflow rules for making it time-dependent.

Here we are selecting Send Email to USA Student which is for sending email alerts to USA student emails.

Step-3: After clicking on the Send email to USA Student workflow rule, the Workflow rule page is open. The rule name is Send email to USA Student and the rule criteria are Student email is not equal to null. Now click on the edit option that is present below the workflow rule label.

Step-4: After clicking on the edit button, the workflow rules page is open. Now edit the rule you need to edit. Here we can edit the evaluation criteria.

Here we evaluate the rule when the record is created, and any time it’s edited to subsequently meet the criteria. After selecting the criteria click on the save button.

Step-5: After clicking on the save option, you can see that in the time-dependent workflow actions section where an error occurs that we cannot add new time triggers to an active rule because our workflow rule is activated.

So firstly we deactivate the workflow rule by simply clicking on the deactivate button that is present at the top of the page.

Step-6: After clicking on deactivate button, our workflow rule is deactivated. Now we add the time trigger to an active rule. Now click on the edit button of the workflow actions section.

Step-7: After clicking on the edit button, you can see the immediate workflow actions are already created now we want to create time-dependent workflow actions.

Under the Time-dependent workflow actions there is add time trigger option click on add time trigger option.

Step-8: After clicking on the add time trigger button, the add time trigger USA student page is open. Here we can edit the workflow time trigger and send this workflow send email to USA students by simply setting the day and time.

Here we are adding 1 hour after rule trigger date and this time-dependent workflow action is executed after one hour. After editing, the workflow time triggers click on the save option.

Step-9: After adding the time trigger, now add workflow action. The add workflow action button is present under time-dependent workflow action. Click on the add workflow action button the drop-down list is open, click on the New Email Alert option.

Step-10: After clicking on the new email alert option, the new email alert page is open. Now edit the email alert, firstly fill the description after filling the description click on the unique name text box and you can see that the text in the text box is automatically generated.

After that select the email template by simply clicking on the search icon and searching the email template you need then choose the recipient type and add the available recipients to the selected recipients after filling out all the information click on the save button.

Step-11: After clicking on the save button you can see that there is two workflow action. The first one is immediate workflow action which can send an email on the spot which created a workflow rule and the second one is Time dependent workflow action which can send the email after one hour of creation.

The time-dependent workflow action is created. Now click on the done button that is present at the right top corner.

Step-12: After clicking on the done option, now activate the Send email to USA Student workflow rule by simply clicking on the activate button.

Step-13: After activating the workflow rule. Now enter the time-based workflow in Quick Find Box. The Time-based Workflow comes at the top, click on this time-based workflow option.

Step-14: After clicking on the Time-based Workflow, the time-based workflow page is open. Now follow the rule criteria of the workflow rule, first, select the object then select the operator as not equal to, and after that enter null and then click on the search button and you can see that there is no time-dependent workflow action available in the queue because the rule is not fired.

Step-15: Go to the app launcher, and enter the sales in the search box. Click on the Sales, the Sales page is open. On the Sales page, a lot of objects are present in the nav bar. Here we are selecting one object which is the USA student object.

After selecting the USA student object the USA student’s recently viewed page is open. On this page, you can see the USA student records that are already created. For creating a new record of a USA student object simply click on the new button that is present at the top right corner.

Step-16: After clicking on the New button, the New USA student dialogue box is open. Fill the complete information related to the USA student. Firstly fill the USA student name then fill the student id and after that fill the scholarship then fill the student email and student contact.

After filling all the information related to USA student in the New USA student dialogue box click on the save button.

Step-17: Here you can see that the one email is sent immediately. Go to the mailbox on which Gmail you can send the mail and you can see one email is available here that is due to immediate action.

Step-18: Now we need to again check the time-based workflow queue. Now again enter the time-based workflow in Quick Find Box. The Time-based Workflow comes at the top, click on this time-based workflow option.

After clicking on the Time-based Workflow, the time-based workflow page is open. Now follow the rule criteria of the workflow rule, first, select the object then select the operator as not equal to, and after that enter null and then again click on the search button.

After clicking on the search button, here you can see the record name is Time-based email, the object is USA student, workflow rule, flow, and the process name is Send Email to USA student.

And you can also see the scheduled date and created date in both of these there is a gap of one hour because, in our time-dependent workflow rule, we set the time as one-hour after the rule trigger date and this will send the email after one hour.

In this way, we have learned how to create time-dependent workflow actions in workflow rule in salesforce lightning. Further, we will learn how to create time-dependent workflow actions in workflow rule in Salesforce classic.

How to create time-dependent workflow actions in workflow rules in Salesforce Classic

Here we are creating time-dependent workflow actions in workflow rules in salesforce classic. If you want to learn how to create time-dependent workflow actions in workflow rules 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 are lots of workflow rule that is already created. Select one of the workflow rules for making it time-dependent.

Here we are selecting Using workflow sending email alert which is for sending email alerts to contacts.

3: After clicking on the Using workflow send email alert workflow rule, the Workflow rule page is open. The rule name is Using workflow send email alert and the rule criteria are Email is not equal to null. Now click on the edit option that is present below the workflow rule label.

4: After clicking on the edit button, the workflow rules page is open. Now edit the rule you need to edit. Here we can edit the evaluation criteria.

Here we evaluate the rule when the record is created, and any time it’s edited to subsequently meet the criteria. After selecting the criteria click on the save button.

5: After clicking on the save option, you can see that in the time-dependent workflow actions section where an error occurs that we cannot add new time triggers to an active rule because our workflow rule is activated.

So firstly we deactivate the workflow rule by simply clicking on the deactivate button that is present at the top of the page.

6: After clicking on deactivate button, our workflow rule is deactivated. Now we add the time trigger to an active rule. Now click on the edit button of the workflow actions section.

7: After clicking on the edit button, you can see the immediate workflow actions are already created now we want to create time-dependent workflow actions.

Under the Time-dependent workflow actions there is add time trigger option click on add time trigger option.

8: After clicking on the add time trigger button, the add time Contact page is open. Here we can edit the workflow time trigger and send this workflow Using the workflow send email alert by simply setting the day and time.

Here we are adding 1 hour after rule trigger date and this time-dependent workflow action is executed after 1 hour. After editing, the workflow time triggers click on the save option.

9: After adding the time trigger, now add workflow action. The add workflow action button is present under time-dependent workflow action. Click on the add workflow action button the drop-down list is open, click on the New Email Alert option.

10: After clicking on the new email alert option, the new email alert page is open. Now edit the email alert, firstly fill the description after filling the description click on the unique name text box and you can see that the text in the text box is automatically generated.

After that select the email template by simply clicking on the search icon and searching the email template you need then choose the recipient type and add the available recipients to the selected recipients after filling out all the information click on the save button.

11: After clicking on the save button you can see that there is two workflow action. The first one is immediate workflow action which can send an email on the spot which created a workflow rule and the second one is Time dependent workflow action which can send the email after one hour of creation.

The time-dependent workflow action is created. Now click on the done button that is present at the right top corner.

12: After clicking on the done option, now activate the using workflow send email alert by simply clicking on the activate button.

13: After activating the workflow rule. Now enter the time-based workflow in Quick Find Box. The Time-based Workflow comes at the top, click on this time-based workflow option.

14: After clicking on the Time-based Workflow, the time-based workflow page is open. Now follow the rule criteria of the workflow rule, first, select the object then select the operator as not equal to, and after that enter null and then click on the search button and you can see that there is no time-dependent workflow action available in the queue because the rule is not fired.

15: Click on the Setup option. After clicking on the setup option, the setup page is open. A lot of objects are present in the nav bar. Here we are selecting one object which is the Contact object.

After selecting the Contact object the Contact recently viewed page is open. On this page, you can see the contact records that are already created. For creating a new record of a contact object simply click on the new button that is present at the top right corner.

16: After clicking on the New button, the New contact page is open. Fill in the complete information related to the contact. Firstly fill the First Name then fill the Last Name and after that fill the account name and then fill the email.

After filling in all the information related to contact on the New Contact page click on the save button.

17: Here you can see that the one email is sent immediately. Go to the mailbox on which Gmail you can send the mail and you can see one email is available here that is due to immediate action.

18: Now we need to again check the time-based workflow queue. Now again enter the time-based workflow in Quick Find Box. The Time-based Workflow comes at the top, click on this time-based workflow option.

After clicking on the Time-based Workflow, the time-based workflow page is open. Now follow the rule criteria of the workflow rule, first, select the object then select the operator as not equal to, and after that enter null and then again click on the search button.

After clicking on the search button, here you can see the record name is Time-based email, the object is Contact, workflow rule, flow, and the process name is Using workflow send an email alert.

And you can also see the scheduled date and created date in both of these there is a gap of one hour because, in our time-dependent workflow rule, we set the time as one-hour after the rule trigger date and this will send the email after one hour.

So, with this, we have learned about how to create time-dependent workflow action in workflow rules in Salesforce classic.

Conclusion

Generally, the time-dependent workflow rule in Salesforce is a powerful tool for automating uninteresting tasks and upgrading the effectiveness of our sales and marketing processes. It makes sure consistency in data and processes decreases the risk of errors and inconsistency that can critically impact business operations.

We have covered how to create time-dependent workflow actions in workflow rules in Salesforce lightning as well as salesforce classic.

• What is the time-dependent workflow in Salesforce?
• Features of time-dependent workflow in Salesforce
• Uses of time-dependent workflow in Salesforce
• Advantages of time-dependent workflow in Salesforce
• disadvantages of time-dependent workflow in Salesforce
• How to create time-dependent workflow actions in workflow rules in Salesforce Lightning
• How to create time-dependent workflow actions in workflow rules in Salesforce Classic

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