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Workflow in salesforce CRM



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Add Date: 03/25/2012
This article will help us understand the workflow process which will allow us to do various actions automatically, for example assigning a lead to a Que of sales team, workflow rules can be used send email alerts, assign new task to the user, updates fields within object, send outbound API messages, and also create and execute time dependent actions. where a action will executed after some specified time limit.
This article will help us understand the workflow process which will allow us to do various actions automatically, for example assigning a lead to a Que of sales team, workflow rules can be used send email alerts, assign new task to the user, updates fields within object, send outbound API messages, and also create and execute time dependent actions. where a action will executed after some specified time limit. salesforce CRM workflow is powerful point and click tool provided by salesforce where with few points and click we can perform various pre-defined actions,
Salesforce CRM workflow allows you to automatically -
- Create and send email alerts.
- Create and assign task to the user.
- Update field values to some other value.(for ex change the status of the lead).
- Create and send outbound API message.
- Create and execute time-dependent actions
.

What all components are to consider to setup a workflow on an object.

- Define trigger criteria based on our business requirement
- Decide when the workflow is to be fired, whenever the record is created, whenever the record is created update or whenever the record is created/updated and previously did not meet the trigger criteria.
- When the trigger criteria is met, what workflow action is to be fired like sending an email, updating field or sending and outbound message.

Workflow Task
- Task may be assigned to designated users to follow up and to respond to business condition.
- Task can be assigned to user, role record owner, record creator, sales team role or account team
- Workflow tasks can be immediate or time-dependent

Workflow Email Alerts
- Send an email whenever a business actions triggers a rule.
- Alerts can be assigned to users, roles, a customer in a contact field, email field in an object.
- Email alerts can be fired immediate or time-dependent

Workflow Field Updates
- We can update any field within an object to a specific value or value which we defined, very helpful in case we have to set some status depended on some criteria.
- We can assign a specific value, make the value blank, calculate value based on some formula.
- Field updates can be immediate or time - dependent.

Time Dependent Workflow
- Time dependent workflow executes time-sensitive actions before or after any date on the record.
- Can perform all the workflow actions at various point of time.

When to use Time-dependent workflow
- Send an email to manager if the lead is not contacted within 10 days.
- Update the field in the record if the lead is not qualifying with 10 days.
- Notify the manager if the lead not converted within 15 days.

How to setup a workflow in salesforce CRM

Navigating to workflow in Salesforce CRM

Click on your name in home screen --> Click on Setup --> Click on Create --> Click on Workflow & Approval --> select Worfklow Rules --> Click on New rule.
When new rule is click we have to select on which the workflow is to be created below I am selecting Lead.



In second screen you have to configure the workflow rule
- Insert the Rule Name In rule name field.
- Insert some description.
- Select some Evaluation criteria, like whenever the record is created, every time the record is created edited or deleted etc.
- Insert some Rule Criteria, when the workflow should be fired, for ex here In the below screen shot the workflow will be fired when the no of engineer are greater than 10, we can have multiple rule criteria. and we can use AND, OR operators for the same.
- Click on Save & Next



On the next screen you can select what action is to be performed when this workflow rule criteria is triggered, like send email, create task etc.
You can also setup time dependent workflow in the same page, where you can find the button to setup the same below the add workflow action button.
where you can select the time before or after the criteria is evaluated, when the time dependent workflow is to be fired.



Once the workflow is created you have to activate it by clicking the activate button which you will see at the end of the configuration of the workflow.
Note : Please note the workflow will not be fired unless and until it is activated.

If you have any more queries / Question Please drop a comment and I will try to answer it at the earliest

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