Adm201 workflow rules

ADM201Workflow Rules

© 2012 Ovalis Group, LLC

WorkflowCreating 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

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”


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!!


Workflow Step 1 Define the rule evaluation criteria

Filter Criteria

Formula or

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

WorkflowStep 2 Add one or more immediate functions be performed

• Tasks• Email Alerts• Field Updates• Workflow Outbound Messages



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



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



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


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


WorkflowStep 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 !


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


Workflow Example


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

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.


Workflow New in Spring 12 (cont.)• 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.

Here’s how it works:

• If the field update changes the field’s value, all workflow rules on the associated object are re-evaluated. Any workflow rules whose criteria are met as a result of the field update will be triggered. • If any of the triggered workflow rules result in another field update that’s also enabled for workflow rule re-evaluation, a domino effect occurs, and more workflow rules can be re-evaluated as a result of the newly-triggered field

update. This cascade of workflow rule re-evaluation and triggering can happen up to five times after the initial field update that started it. • In a batch update, workflow is only retriggered on the entities where there is a change. • Only workflow rules on the same object as the initial field update will be re-evaluated and triggered. • Only workflow rules that didn’t fire before will be retriggered. • Cross-object workflow rules and time-based Workflow rules aren’t candidates for re-evaluation. • Cross-object field updates that cause a field value to change don’t trigger workflow rule re-evaluation on the associated object.


Adm201 workflow rules

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