How to Create Workflow in Salesforce

If you want to automate the task and save your time, workflow in Salesforce is for you.

In this Salesforce tutorial, I will define workflow in Salesforce and how you enable it. I will also explain the steps on how to create a workflow in Salesforce.

What is Workflow in Salesforce

Workflow in Salesforce is a tool that automates the business process within the Salesforce platform. Workflow is a set of actions that allow users to define the rule and the criteria or to set a schedule to automate actions.

The workflow rule is divided into two components:

  • Criteria: Criteria are like an IF statement. It is a set of conditions that are to be done to perform an action.
  • Action: Action is like a THEN statement. It is a set of work to be done when records meet criteria.

So, the workflow rule works in two steps; first, it checks the criteria; if it is True, then the action is performed; else nothing happened.

Moreover, there are two types of workflows in Salesforce:

  • Immediate Workflow: It is a type of workflow rule that triggers automatically when certain criteria are met.
  • Time-Dependent Workflow: It is a type of workflow rule that triggers based on some time; after 3 days of task creation, the workflow rule is activated.

Additionally, the user can perform the following different tasks within the above-defined workflow:

  • Create Tasks: To assign a new task to the user, role, and record owners.
  • Email Alerts: To send an email to one or more recipients that we specify.
  • Field Updates: To update the value of a field on records.
  • Outbound Messages: To send secure and selectable API Messages to a designated listener.
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Enable Workflow Rules Salesforce

By default, the workflow rule is enabled in Salesforce. But still, if you are getting any error regarding enabling workflow rules in Salesforce, the reason behind that is workflow has become an old-fashioned and outdated automated tool of Salesforce.

Salesforce launched a new automated tool called “Flow Builder” or “Flow” in Salesforce. If you want to learn how the flow works in Salesforce, click here: https://salesforcefaqs.com/flows/

Prerequisite: Create Workflow in Salesforce

If you are going to create a workflow in Salesforce, you have the answer to the following three questions in your mind:

  • What criteria are needed to be met to activate the workflow?
  • What actions are performed once the criteria are met?
  • Do you want to execute the action immediately or wait for some time to execute the action?

How to Create a Workflow in Salesforce Lightning

Below are the steps to create a workflow in Salesforce Lightning:

1. Log in to the salesforce account, click on the “Gear” icon, and select the “Setup” option. In the “Quick Find” box, search for “Workflow Rules”; once you find it, click on it.

enable workflow rules salesforce

2. Scroll down to the bottom, click on the checkbox, and then click on the “Continue” button.

workflow in salesforce

3. To create workflow rules, click on the “New Rule” button.

workflow rules in salesforce

4. Click on the “Continue with Workflow Rules” button.

how to enable workflow rules in salesforce

5. Select the “Object” on which you want to create the workflow rule. For example, let’s select the “Opportunity” object. Click on the “Next” button.

work flow in salesforce

6. Fill in the details for the workflow rule:

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FieldDescription
Rule NameEnter the name of the workflow.
Evaluation of the RuleEvaluate the rule when a record is created, created every time it is edited and created, and any time it is edited to subsequently meet criteria.
Rule CriteriaRun this rule if the criteria are met or the formula evaluates to true.

Click on the “Save & Next” button.

workflow rules

7. To add the workflow action, click on the “Add Workflow Action” dropdown. Choose the relevant option that you want to execute when the criteria are met.

For example, you can choose the “New Field Update”.

workflow rule

8. Enter the “Name” for the field to be updated, and the “Unique Name” gets automatically populated.

Choose “Field to Updated” and then “Specify New Field Value”. Then, click on the “Save” button.

salesforce enable workflow rules

9. To make this workflow rule in working condition click on the “Activate” button. If you do not activate it, the action will not trigger when the rule is executed.

how to create a workflow in salesforce lightning

In this you can create workflow in Salesforce Lightning.

How to Create Workflow in Salesforce Classic

Below are the steps to create workflow rules in Salesforce Classic.

1. Click on the “Setup” option, search, and select “Workflow Rules” in the “Quick Find” box.

salesforce workflow

2. To create new workflow rules in Salesforce Classic, click on the “New Rule” button.

workflow salesforce

3. As you want to create the workflow in Salesforce, click on the “Continue with Workflow Rules” button.

salesforce workflow rules

4. Select the “Object” name from the dropdown on which this workflow rule is applied. Then, click on the “Next” button.

workflow rules salesforce

5. Enter the “Rule Name” and “Description”. Then, in the evaluation, you get three options; depending upon your criteria, select any one option.

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After that, set up the “Rule Criteria”; you will get two options: either set the fields with logic or create a formula to evaluate. Click on the “Save & Next” button.

what is workflow in salesforce

6. To specify the workflow action, click on the “Add Workflow Action” dropdown and choose the relevant action that you want to perform when conditions are met.

Let’s suppose you choose the “New Email Alert”. Fill in the “Description”, “Email Template”, and “Recipient Type”, and add “Recipients” to the selected recipients and then click on “Save”.

salesforce workflows

7. To activate the workflow rule created, click on the “Activate” button.

workflows in salesforce

With this, you have learned how to create a workflow in Salesforce Classic.

Conclusion

I hope you get an idea about workflow in salesforce. I have explained step-by-step how to create a workflow in Salesforce Lightning and Salesforce Classic. I have also mentioned the reason why you get a message like: enable workflow rules Salesforce.

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