We use Workflow in Salesforce to automate business processes, such as sending reminders, updating fields, and creating tasks. However, sometimes we need these actions to occur at a specific time rather than immediately.
To achieve this, Salesforce provides the Add Time Trigger feature in Workflow Rules. With this, we can schedule actions to run hours or days before or after a date field on the record.
For example, you can send a reminder email three days before a Contract End Date, create a follow-up task one day after a Case is closed, or update a field five days before a Renewal Date.
In this article, we will learn about how to create time-dependent workflow actions in Salesforce workflow rules. In this, I will explain the steps to create a workflow and how to add a time trigger to execute the workflow at a specific time.
Create Time-Dependent Workflow Actions in Salesforce Workflow Rules
Below, I will explain the components we need to prepare so that we can use them in a Workflow. Next, we will walk through the process of building the workflow rule step by step.
Create Email Template in Salesforce
First, we need to create an Email Template, which we will later use in the Workflow.
To create the email template, click on “Setup.” -> Home Page. -> In the Quick Find Box, Search for Email Templates. -> Click on Classic Email Templates.
The email template contains the subject and body of the message that Salesforce will send automatically. You can also add merge fields such as Account Name, Contract End Date, or User Name to personalize each email.
Create Email Alert in Salesforce
Next, we need to create the Email Alert, in which we can add who will get the email and which email template will be used.
Here, you can choose the recipients, such as the Account Owner, Contract Owner, or a specific User or Role. This way, the right person will receive the reminder at the correct time.
To create an Email Alert, in the Quick Find Box, search for “Email Alerts.” You will see an option under Process Automation. -> Click on Email Alerts.
