There will be times, we all need to create a workflow rule in salesforce. And here, I will explain how to create a workflow rule in salesforce. We will also discuss, how to set up a workflow rule in salesforce.
Recently, I was working in Salesforce, where we got a requirement to create a workflow in salesforce.
So, we will cover these topics in this Salesforce tutorial.
- What is Workflow Rule
- How to create workflow rule in salesforce
- How to create a workflow rule in salesforce lightning
- How to create a workflow rule in salesforce classic
- How to set up a workflow rule in salesforce
- How to use a workflow rule in salesforce
What is Workflow Rule in Salesforce
Workflow is the sequence of activities that are required to complete a task and every stride in the workflow has a particular step before it and after it, in the first and last step with exceptions.
Let us try to understand, What is a workflow rule in salesforce.
Workflow in salesforce is essentially a holder or business logic that automates definite actions constructed on certain criteria.
The workflow automates the following type of actions that are based on our organization’s processes:
There are mainly four types of tasks that our organization processes:
- Tasks
- Email Alerts
- Field Updates
- Outbound Messages
Tasks: Tasks are used to assign a new task to the user, role, and record owners.
Email Alerts: Email alerts are used to send an email to one or more recipients that we specify.
Field Updates: Field updates are used to update the value of a field on a record.
Outbound Messages: Outbound messages are used to send secure and selectable API Messages to a designated listener.
Now we have understood the Workflow rule, let’s move ahead and see how to create a workflow rule in salesforce. We will explore both the salesforce experiences: Salesforce lightning and Salesforce Classic.
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How to create workflow rule in salesforce
Workflow rule in salesforce is a considerable way to automate the business process.
For creating the workflow rule in salesforce we required two main things:
- It uses the criteria which cause that rule to run.
- When the record matches the criteria when the activity is executed.
Components of workflow rule in salesforce:
There are two main components of the workflow rule in salesforce
- Criteria
- Action
Criteria: Criteria are the state we are assumed to put in order to test records.
Actions: After the record meets the criteria action occurs.
Furthermore, let’s learn how to create a workflow rule in salesforce lightning.
How to create a workflow rule in salesforce lightning
Salesforce Lightning is a modern view of the salesforce platform that is fast, easy, and filled with a wide variety of options.
The USA-based company wants to create a workflow rule which makes their work easy.
Follow the below steps on How to create a workflow rule in salesforce lightning:-
Step-1: Login to the salesforce account, Go to setup, and search the workflow rule in Quick Find Box. The workflow rule is present click on it.
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.
Step-3: After clicking on the continuous option All the Workflow Rules page is open, there is a new rule option click on it.
Step-4: 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-5: Here we are selecting the opportunity object to which this workflow rule applies. After selecting the object click on next.
Step-6: Now fill in the complete information, enter the name that is the New workflow for the USA lead source, and the criteria to target our workflow rule, and then click on save and the next option.
Step-7: In this Workflow rule page, if we want to edit the New workflow for the USA LeadSource opportunity then we can edit it otherwise click on the done option.
Step-8: Here we are updating the fields of the new workflow for the USA LeadSouce opportunity and then clicking on the save option.
Step-9: After clicking on the save option we can see that the new workflow for USA LeadSource is created and now activate it by simply clicking on the activation option.
In this way, we have learned how to create workflow rule in salesforce lightning.
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How to create a workflow rule in salesforce classic
Salesforce classic is the traditional user experience of salesforce and before the salesforce lightning was introduced, it was the only salesforce experience.
Follow the below steps on How to create a workflow rule in salesforce classic:-
Step-1: Login to the salesforce account, Go to setup, and search the workflow rule in Quick Find Box. The workflow rule is present click on it.
Step-2: After clicking on the workflow rule 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 contract object to which this workflow rule applies. After selecting the object click on next.
Step-5: Now fill in the complete information, enter the name that is the USA Furniture contract, and the criteria to target our workflow rule, and then click on save and the next option.
Step-6: In this Workflow rule page, if we want to edit the New workflow for the USA Furniture contract then we can edit it otherwise click on the done option.
Step-7: After clicking on the done option we can see that the new workflow for the USA Furniture contract is created and now activate it by simply clicking on the activation option.
Step-8: After clicking on activate button we can see that the USA Furniture contract workflow rule is activated.
So, with this, we understand how to create the workflow rule in salesforce classic.
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How to set up a workflow rule in salesforce
The workflow rule is defined as a mechanized process that is used in a business process that assigns a task, sends Email alerts, or improves a field on rule criteria.
Follow the below steps on How to set up a workflow rule in salesforce:-
Step-1: Login to the salesforce account, Go to setup, and search the workflow rule in Quick Find Box. The workflow rule is present under Process Automation and clicks on it.
Step-2: After clicking on the workflow rule 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.
Here we are selecting the contact object to which this workflow rule applies. After selecting the object click on next.
Step-4: Now fill in the complete information, enter the name that is the Stock Broker, Stoltenberg contact, and the criteria to target our workflow rule, and then click on save and the next option.
Step-5: In this Workflow rule page, if we want to edit the Stock Broker, Stoltenberg contact then we can edit it and then click on the drop-down arrow of Ass work action and select the existing action.
Step-6: After clicking on the existing action, now select the existing action. Choose the Action type then choose the available action and add and after that click on the save option.
Step-7: After clicking on the save option, if we want to edit the rule then click on edit otherwise leave it and click on the done option.
Step-8: After clicking on the done option we can see that the new workflow rule for Stock Broker, Stoltenberg contact is created, and now activate it by simply clicking on the activation option.
This is how we understand how to set up the workflow rule in salesforce.
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How to use a workflow rule in salesforce
In salesforce, workflow rule is defined as a business logic that allows us to define some rule that automates certain actions.
Follow the below steps on How to use a workflow rule in salesforce:-
Step-1: Login to the salesforce account, Go to setup, and search the workflow rule in Quick Find Box. The workflow rule is present under Process Automation and clicks on it.
Step-2: After clicking on the workflow rule option All the Workflow Rules page is open, there is a new rule option click on it.
Step-3: Here we are selecting the Cart Item object to which this workflow rule applies. After selecting the object click on next.
Step-4: Now fill in the complete information, enter the name that is the Cart Item Detail, and the criteria to target our workflow rule, and then click on save and the next option.
Step-5: In this Workflow rule page, if we want to edit the Cart Item Details then we can edit it and then click on the drop-down arrow of work action and select New Email Alert.
Step-6: After clicking on the existing action, now fill in the description, unique name, email template and require type and add the recipients to the selected recipients and then click on save.
Step-7: After clicking on the save option, if we want to edit the rule then click on edit otherwise leave it and click on the done option.
Step-8: After clicking on the done option we can see that the new workflow rule for Cart Item is created and now activate it by simply clicking on the activation option.
In this way, we have learn about how to use workflow rule in salesforce.
Conclusion
In this tutorial, we have learned how to create workflow rule in salesforce, and also we have covered how to set up a workflow rule in salesforce. This can be performed on both salesforce lightning and salesforce classic.
- What is Workflow Rule
- How to create workflow rule in salesforce
- How to create a workflow rule in salesforce lightning
- How to create a workflow rule in salesforce classic
- How to set up a workflow rule in salesforce
- How to use a workflow rule 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.