In this Salesforce tutorial, we will learn how to perform multiple actions through a single using workflow rule in Salesforce.
While working in an organization that uses Salesforce, where we got a requirement for multiple actions through workflow rules in Salesforce. To fulfill this requirement we can perform multiple actions using the single Workflow rule.
So, if you are working with Salesforce and you want to learn how to perform multiple actions through a single workflow rule in Salesforce Lightning and Salesforce Classic, you have to come right place.
The following are the topics that we will cover in this Salesforce tutorial:
- How many ways can an action be performed in the workflow rule in Salesforce?
- How many types of evaluation criteria have in workflow rules in Salesforce
- How to perform multiple actions through a single workflow rule in Salesforce Lightning
- How to perform multiple actions through a single workflow rule in Salesforce Classic
How many ways can an action be performed in the workflow rule in Salesforce?
Two types of action can be performed in the workflow rule in Salesforce:
- Immediate Action
- Time-dependent Action
Immediate Action: The action that can be performed immediately when the record is created, updated, or edited.
Time-dependent Action: The action that gets performed after a definite period of time, like fifteen days before the record closed date.
The particular steps happen when we created or edited a record.
- The formula of the specified workflow rule is active. On the basis of this activeness, the object gets evaluated.
- If the workflow rule is active the action related to the specified workflow rule gets evaluated.
- If the workflow rule is not active the records get saved without performing any action.
Fundamentally, On the basis of several criteria, the workflow rule can be automated. They can also activate an action when a record is created.
With this, we learned how many ways can an action be performed in the workflow rule in Salesforce. Now we will move ahead and try to understand how many types of evaluation criteria have in workflow rules using workflow in Salesforce.
How many types of evaluation criteria have in workflow rules in Salesforce
Three types of evaluation criteria are available in workflow rule in Salesforce:
- Created
- Created and edited it
- Created and every time it’s edited to subsequently meet the criteria
Created: The action is performed when the record is created and the criteria are matched with the records.
Created and edited it: The action will be performed when the record is created, edited, and updated.
Created and every time it’s edited to subsequently meet the criteria: The action will be executed when a record is created and it is true to the criteria.
The action will be not executed when a record is edited and it does not meet the criteria.
Assume a record is created but doesn’t meet the criteria and then the record is edited or updated to link the criteria. After that, it will be evaluated again and then the criteria meet, and the action will be performed. Otherwise, it would not be performed.
With this, we have learned the types of evaluation criteria in workflow rules in Salesforce. Now, let’s move further and see how to perform multiple actions through a single workflow rule in Salesforce. We will explore both the salesforce experiences: Salesforce Lightning and Salesforce Classic.
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How to perform multiple actions through a single workflow rule in Salesforce Lightning
Here we are performing multiple actions through a single workflow rule in salesforce lightning. If you want to learn how to perform multiple actions through a single workflow rule in salesforce lightning follow these steps:
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.
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, and you can see there are lots of workflow rules those are already implemented. So we are opening the Contact Field Update workflow rule. Simply by clicking on it.
3: So here you can see everything is already set like rule name, object, and evaluation criteria and you can also see that it is already active.
After that, we can set the workflow actions, so we can set two types of workflow actions one immediate workflow action and the second one is time-dependent workflow action.
So here we are going to add multiple immediate actions. click on the edit button that is present at the center of the workflow actions.
4: Here you can see that one action is already added which is Field Update. So want to add one more action for adding one more action click on the Add Workflow Action drop-down arrow.
After clicking on the drop-down arrow you can see that the workflow action list is open. Select one of the workflows action inside this list. Here we are selecting the New Email Alert option.
5: After clicking on the New Email Alert option, the New Email Alert page is open. Now fill the description as an Email alert to contacts. After filling the description the Unique Name field is automatically filled by simply clicking on it. Now click on the search option of the Email Template field.
After clicking on the search option of the Email template, the look-up page is open. Enter the email template name in the search box and click on the Go option. The search result is shown under the search results Name as Contact Email Alert. Click on it.
6: After searching the email template, search the recipient type as Email Field and then add the recipient from available recipients to Select recipients after that click on the Save option.
7: After clicking on the save option, so this way you can see we have created two immediate workflow actions and this way you can implement as many workflow actions as you want to perform.
But here limitation is both will be executing when this rule or evaluation criteria will be matching. So here we have one criterion and two immediate actions. After that click on the done option.
8: After clicking on the done option the Contact Field Update page is open, inside this workflow rule page you can see that the workflow rule is already active we don’t need to activate it again.
9: 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 Contact object that is present on the nav bar.
After clicking on the contacts object, the contacts 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 dialogue box is open. Fill the contact information. Firstly fill the Name Dr. Vance Lang and then fill the email address. If we leave the email address blank then we cannot get the email alert.
After filling the email address click on the save button that is present near the Save & New option.
10: After clicking on the save option. Click on the contact object that is present on the nav bar after that click on the Dr. Vance Lang record, the Vance Lang record page is open, and if we go to details you can see the description will be having the text.
11: Now go to Gmail, and open Gmail, which Gmail account you mention on the contact information page. After opening the Gmail account you can see that email is received.
In this way, we have learned how to perform multiple actions through a single workflow rule in salesforce lightning. Further, we will learn how to perform multiple actions through a single workflow rule in Salesforce Classic.
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How to perform multiple actions through a single workflow rule in Salesforce Classic
Here we are performing multiple actions through a single workflow rule in salesforce classic. If you want to learn how to perform multiple actions through a single workflow rule in salesforce classic follow these steps:
Step-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.
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, and you can see there are lots of workflow rules those are already implemented. So we are opening the USA Student Field update workflow rule. Simply by clicking on it.
Step-3: So here you can see everything is already set like the rule name, object, and evaluation criteria and you can also see that it is already active and the deactivate button is shown near the clone and edit buttons.
After that, we can set the workflow actions, so we can set two types of workflow actions one immediate workflow action and the second time-dependent workflow action.
So here we are going to add multiple immediate actions. click on the edit button that is present at the center of the workflow actions.
Step-4: Here you can see that one action is already added which is Field Update. So want to add one more action for adding one more action click on the Add Workflow Action drop-down arrow.
After clicking on the drop-down arrow you can see that the workflow action list is open. Select one of the workflows action inside this list. Here we are selecting the New Email Alert option.
Step-5: After clicking on the New Email Alert option, the New Email Alert page is open. Now fill the description as an Email alert to USA Students. After filling the description the Unique Name field is automatically filled by simply clicking on it. Now click on the search option of the Email Template field.
After clicking on the search option of the Email template, the look-up page is open. Enter the email template name in the search box and click on the Go option. The search result is shown under the search results Name as USAStudent Email Alert. Click on it.
After searching the email template, search the recipient type as User and then add the recipient from available recipients to Select recipients after that click on the Save option.
Step-6: After clicking on the save option, so this way you can see we have created two immediate workflow actions, and this way you can implement as many workflow actions as you want to perform.
But here limitation is both will be executing when this rule or evaluation criteria will be matching. So here we have one criterion and two immediate actions. After that click on the done option.
Step-7: After clicking on the done option the USA student Field Update page is open, inside this workflow rule page you can see that the workflow rule is already active we don’t need to activate it again.
Step-8: 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 Arne Nitzsche and then fill the Student ID after that fill the Scholarship as 5000 and then fill the Student email after that fill the Student contact field and after that click on the save button.
Step-9: After clicking on the save option. Click on the contact object that is present on the nav bar after that click on the Arne Nitzsche record, the Arne Nitzsche record page is open, and if we go to details you can see the scholarship will be having the text which is greater than 500.
Step-10: Now go to Gmail, and open Gmail, which Gmail account you mention on the USA Student information page. After opening the Gmail account you can see that email is received.
So, with this, we have learned how to perform multiple actions through a single workflow rule in salesforce classic.
You may also like:
- How to Create Time-Dependent Workflow Actions in Workflow Rules in Salesforce
- How to Create Record Using Global Action in Salesforce
- How to Send Email through Quick Action in Salesforce
Conclusion
In this tutorial, we have learned How many ways can an action be performed in workflow rules in Salesforce. We have also discussed how many types of evaluation criteria have in workflow rules in Salesforce.
In addition, we have covered How to perform multiple actions through a single workflow rule in salesforce lightning as well as salesforce classic.
- How many ways can an action be performed in the workflow rule in Salesforce?
- How many types of evaluation criteria have in workflow rules in Salesforce
- How to perform multiple actions through a single workflow rule in Salesforce Lightning
- How to perform multiple actions through a single workflow rule in Salesforce Classic
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.