1. Workflow
Automatically assign tasks, send emails and update
fields
© 2012 Ovalis Group, LLC

2. Workflow
Creating workflow is a 3 step process
1. Setup and define the evaluation criteria (when
should the workflow rule be examined)
2. Add the function (when it fires what should it do)
3. Create an optional time trigger (when do you want
the function to occur)
© 2012 Ovalis Group, LLC

3. Workflow
Step 1 Setup
• AppSetup – Create – Workflows & Approvals –
Workflow Rules - Select “Create a New Workflow
Rule”
• Select the Object that the workflow will run against
• Give it a “Name” and “Description”
© 2012 Ovalis Group, LLC

4. Workflow
Step 1 Define the evaluation criteria for when to run the rule
• When a record is created or when a record is
edited and did not previously meet the rule criteria
• Only when a record is created
• Every time a record is created or edited
Note: If you select “every time a record is created or
edited” you cannot add time-dependent actions!!
© 2012 Ovalis Group, LLC

5. Workflow
Step 1 Define the rule evaluation criteria
Filter Criteria
or
Formula
Note: Some formula syntax does not work unless you select “every time a record is
created or edited” which does not allow time dependent actions!
© 2012 Ovalis Group, LLC

6. Workflow
Step 2 Add one or more immediate functions be performed
• Tasks
• Email Alerts
• Field Updates
• Workflow Outbound Messages
© 2012 Ovalis Group, LLC

7. Workflow
Step 2 Add one or more immediate functions be performed
Tasks
• Used to assign a new ask to a user,
role or record owner
• Are associated with workflow rules for
the same type of record
• Are tracked in activity history and can
be reported on
© 2012 Ovalis Group, LLC

8. Workflow
Step 2 Add one or more immediate functions be performed
Email Alerts
• Automatically send an email to one or
more recipients
• Allows you to assign email templates
that you created
• Can be sent to any email address
populated in a custom or standard
field on the record
© 2012 Ovalis Group, LLC

9. Workflow
Step 2 Add one or more immediate functions be performed
Field Updates
• Automatically change the value of a
field – including owner and record type
• Can be created for standard and
custom objects
• Update formula fields
• Can be immediate or time dependent
© 2012 Ovalis Group, LLC

10. Workflow
Step 2 Add one or more immediate functions be performed
Workflow Outbound Messages
• Send the information you specify to
an endpoint you designate
• Automatically send API message in
the form of a SOAP message
• Can be created for custom objects
• Need to determine the SF user that
will be sending outbound messages
© 2012 Ovalis Group, LLC

11. Workflow
Step 3 Add Time Trigger Functions
• Used to initiate a time dependent action
• Define using days or hours
• Define using standard and custom date
fields for the object
Note: You must create a time trigger and then add the associated workflow !
© 2012 Ovalis Group, LLC

12. Workflow
Final Steps
• Review the Workflow Rule for
completeness
• Click “Active”
• Set the Default Workflow User – this will
be the user should the creator be no
longer active – suggest putting admin
© 2012 Ovalis Group, LLC

13. Workflow
Example
© 2012 Ovalis Group, LLC

14. Workflow
Important Things to Consider
• Workflow is not retroactive
• If workflow is assigned to a role containing more than
one person, the task will be assigned to the record
owner
• Workflow cannot update formula fields, auto-num
fields, rollup fields, etc.
• You cannot create workflow rules on activities
• You can only update fields on the object that is related
to the rule or to the master object (new in spring 12)
• Limitations on time triggers per hour
– Enterprise Edition = 500
– Developer Edition = 50
– Unlimited edition = 1,000
© 2012 Ovalis Group, LLC

15. Workflow
New in Spring 12
• Cross–Object workflow is allowed cross-object field updates in workflow rules and approval processes now
support standard objects. Both custom-to-standard and limited standard-to-standard relationships are supported.
• Custom Object to Standard Object - You can use cross-object field updates for custom objects that are children
of certain standard objects in a master-detail relationship. The standard objects which support cross-object field
updates are:
• • Account
• • Asset
• • Campaign
• • Case
• • Contact
• • Contract
• • Contract Line Item
• • Entitlement
• • Opportunity
• • Order
• • Question
• • Quote
• • Service Contract
• • Solution
• Workflow field updates to include encrypted custom fields
• A new checkbox option was added to workflow field updates that allows you to select whether you want a field
update to trigger a re-evaluation of all workflow rules on the object.
© 2012 Ovalis Group, LLC