A workflow rule in Salesforce is an automated process that triggers actions based on specific criteria. When a record meets the predefined conditions of the workflow rule, Salesforce automatically executes actions like sending email alerts, updating fields, creating tasks, or sending outbound messages. Workflow rules help automate standard internal procedures and processes to increase efficiency and ensure business processes are followed consistently.
To create a workflow rule, follow these steps:
- Define the Workflow Rule: Go to ‘Setup’ in Salesforce, then search for and select ‘Workflow Rules’. Click ‘New Rule’ and choose the object it applies to. Then, you’ll be prompted to define the rule, which includes naming it and specifying the criteria that must be met for the rule to be triggered. These criteria can be based on record fields, formulas, or a combination of conditions.
- Set Up Workflow Actions: After defining the rule, you need to specify what action should be taken when the rule is triggered. This could be sending an email notification, updating a field on a record, creating a new task, or sending an outbound message. You can create immediate actions (executed as soon as the rule criteria are met) or time-dependent actions (executed at a specific time after the rule criteria are met).
Once the workflow rule and its actions are defined and activated, Salesforce monitors records for changes that meet the rule criteria and automatically executes the specified actions, streamlining processes and reducing manual workload.
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