Salesforce Workflow Rule Not Firing

Are you facing trouble with the Salesforce Workflow Rule not firing when you expect it to?

If yes, this Salesforce Tutorial is for you as a Salesforce Administrator, I came up with that many Salesforce learners or even developers who are facing the issue while triggering the action in workflow rule.

So, this article covers all the possible reasons for workflow rules not firing in Salesforce. Additionally, you will also learn why your workflow rule does not work even when there is no possible reason.

Moreover, you will learn to activate workflow rules in Salesforce Lightning and Salesforce Classic.

Workflow Rule Not Working in Salesforce

Before learning the reasons for the error, the Salesforce workflow rule was not triggering. Let’s first understand the workflow rule.

What is the Workflow Rule in Salesforce?

Salesforce workflow rules are powerful automation tools that let companies automate repetitive tasks by setting up rules that automatically initiate specific actions when certain conditions are met.

What are the common reasons why Salesforce workflow rules may not be firing?

The following are the reasons for the Salesforce workflow rules not firing along.

Incorrect and Incomplete Rule Criteria:

The criteria defined for the workflow rule in Salesforce are incorrect or may be incomplete.

For example, suppose a workflow rule is triggered when the required condition is met; the rule won’t trigger when a case reaches a certain status if the status field mentioned in the criterion is incorrect.

Field-Level Security Permissions:

The Salesforce user executing the action does not have sufficient permissions to access the fields referenced in the workflow rule criteria.

For example, suppose the workflow rule triggers an email notification when a high-priority case is created. This rule criteria include checking the value of a “Priority” field.

However, if the user executing the action does not have permission to view this field due to field-level security settings, the workflow rule will not fire.

Record Criteria Not Met:

In Salesforce, if the record being evaluated does not meet all of the specified criteria outlined in the workflow rule, the rule will not be triggered.

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For example, suppose the workflow rule sends an email notification when a new opportunity is created with a stage of “Closed Won”. If an opportunity is created but its stage is not “Closed Won”, the record does not meet the specified criteria, and the workflow rule will not fire.

Time-Based Workflow Action:

In Salesforce, time-based workflow rules allow administrators to define actions that should occur at a specific time after a record meets certain criteria. Pending actions in the time-based workflow queue may delay the execution of the rule.

Suppose you have a Salesforce workflow rule to send a follow-up email to a customer one week after their account status is updated to “Active.” The workflow rule specifies a time-based action to trigger the email seven days after the account status meets the criteria. If you check before seven days, it will not work.

Conflicts with Process Builder or Flow:

If there are conflicts between workflow rules and other automation tools like process builder or flow, it may prevent the rules from firing as expected in Salesforce.

For example, suppose you have a workflow rule that triggers an email notification to the sales representative when a new lead is assigned to them. Moreover, you also have a process builder process that updates a custom field on the lead record when specific criteria are met.

Due to this, conflicts may arise between the workflow rule and the Process Builder process due to the timing of their executions and the updates they make to the lead record.

What are the solutions for the common reason workflow rules are not firing?

Below are the solutions for the common problems you faced that stop workflow rules from being triggered.

Incorrect and Incomplete Rule Criteria:

For this reason, verify and adjust the rule criteria to accurately write the conditions under which the rule should be triggered. Check the formulas and field names properly.

Field-Level Security Permissions:

Check and modify the field-level security permissions to ensure that the user has the necessary access to the fields. Grant this specific user all the object, field, and record-related permissions.

Record Criteria Not Met:

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If this is the reason, ensure that both standard and custom fields on the record meet the required conditions specified in the workflow rule.

Time-Based Workflow Action:

Monitor and manage the time-based workflow queue to ensure that pending actions are evaluated in a timely manner.

Conflicts with Process Builder or Flow:

Determine which flows or processes modify the same fields, criteria, or records that the workflow rule depends on.

Examine the criteria and actions for any overlaps, inconsistencies, or conflicts that might affect the workflow rule’s ability to function.

Organize the sequence and timing of operations to guarantee that every automation tool carries out its designated tasks without interfering with others.

With this, you have learned some of the common problems that do not allow you to fire the workflow rule in Salesforce.

Workflow Rule not firing & there is no error in Salesforce

If you are facing an issue that the workflow rule is not firing and also there is no error, and you have checked all the common reasons defined above. Then the reason behind this is that you forgot to activate the workflow rule action.

What does activating workflow rule mean in Salesforce?

In Salesforce, activating a workflow rule means enabling it to run and trigger actions based on specified criteria.

When you activate the workflow rule, it starts monitoring records for the conditions that you defined. The system will automatically carry out the related activities as soon as those requirements are met.

How to activate workflow rule in Salesforce Lightning

The following are the steps to activate the workflow rule in Salesforce Lightning:

Step-1: Log into the Salesforce account with the administrator credentials in the Lightning Interface.

To access the setup, click on the “Gear Icon” in the top right corner and select “Setup” from the dropdown menu.

Salesforce Workflow Rule Not Firing

Step-2: On the left side in the “Quick Find” box or scroll through the menus to find the “Workflow Rules” section; it is located under the “Process Automation” or “Workflow & Approvals” category.

Salesforce Workflow Rule Not Firing Example

Step-3: Click on the name of the workflow rule that you want to activate, it opens up the details page for that specific rule.

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For example, here, I have a workflow rule named “Capture Prior Value for Alternate Email”, and it is not activated yet, so to activate it, I clicked on its name.

Salesforce Workflow Rule Not Working

Step-4: On the details page of the workflow rule, find an “Activate” button. Once you find it, click on it.

Salesforce Workflow Rule Not Working Example

With this, you have learned to activate the workflow rule in Salesforce Classic.

How to activate workflow rule in Salesforce Classic

The following are the steps to activate the workflow rule in Salesforce Classic:

Step-1: Sigin to the Salesforce account in the Classic interface as an administrator.

Step-2: Click on the “Setup” option given in the top right corner. If you will not get the setup option there, click on your name or the arrow next to your name in the top-right corner, and then select “Setup” from the dropdown menu.

Salesforce Workflow Rule Not Trigger

Step-3: In the setup menu, look for the “Create” section, and under that, select “Workflow & Approvals”. Then, click on “Workflow Rules”.

Salesforce Workflow Rule Not Trigger Example

Step-4: In this step, click on the name of the workflow rule that you want to activate. This will open the details page for that specific rule.

Step-5: Find the “Activate” button on the detail page and click on it.

With this, you will learn how to activate workflow rules in Salesforce Classic.

Conclusion

Troubleshooting a Salesforce workflow rule that is not firing requires reviewing rule criteria, checking field-level security, evaluating record criteria, considering time-based actions, etc.

Upon activation, the workflow rule will get fired without any error and begin monitoring records in your Salesforce organization based on the criteria you choose, and it will initiate the designated actions in response to the fulfillment of those conditions.

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