How to use Salesforce workflow rules

This blog provides some examples on when and how to use workflow rules.
Consider the workflow rule as the main container which defines when the workflow should be triggered and what actions should be taken based on the rule criteria.
So when will a workflow be triggered? Salesforce has 3 evaluation conditions:
  1. When a record is created, or when a record is edited and did not previously meet the rule criteria
    In short, this workflow rule will always be triggered (to check if the criteria are met) whenever the record is saved until the criteria are met.
  2. Only when a record is created
    It will only evaluate the criteria when the particular record is created
  3. Every time a record is created or edited
    It will always evaluate the criteria every time the record is saved

 

When all rules are met, the workflow would either execute the workflow actions immediately or place the actions in a queue so that it will be executed when the Time-dependant Workflow Actions condition is met.

Note:
Time-dependent Workflow Actions is not available if the Every time a record is created or edited evaluation option is chosen.

The Workflow Actions

When a workflow rule is triggered and the criteria are met, a specific type of action will be performed or executed within Salesforce.

Some business scenarios and the suggested workflow evaluation rule

Scenario #1:-
The Sales director would like to receive notification for every newly created Closed Won Opportunity in Salesforce

ImplementationOnly when a record is created
This implementation ensures that the workflow rule is only triggered when the Opportunity is created. And if the Opportunity is Closed Won upon creation, the Sales Director would only receive the alert once instead of receiving duplicate emails.
Scenario #2:-

The Account Owner would like to receive notification whenever the Opportunity Owner is changed.
ImplementationEvery time a record is created or edited
The workflow rule will be triggered whenever the Opportunity record is saved and an email alert will be sent to the Account’s Owner whenever the Opportunity Owner is changed.
Scenario #3:-

The record owner needs an indication on when he can send out Invoice when the Opportunity is in Closed Won stage.
Suggested Evaluation CriteriaWhen a record is created, or when a record is edited and did not previously meet the rule criteria
This implementation ensures that only one task is created at the point where the Opportunity is Closed Won and it will not continuously create tasks whenever the Closed Won record is saved.
Scenario #4:-

The Sales Director wants visibility to any tasks there were not executed in Scenario #3. If the task is not executed within 3 days, the Sales Director needs an indication to follow up with the Record Owner.
ImplementationTime-dependant Workflow Action
This implementation ensures that the Sales Director has a scheduled reminder to follow up with the Opportunity Owner. The scheduled reminder will be executed when the Record Owner has yet to complete the given task within 3 days after the task is assigned.

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