Salesforce Useful Workflow Rules
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EXAMPLES OF WORKFLOW RULES
Summary
Looking for ideas on how
workflow rules can help
streamline your business
Check out these examples
Workflow Rule Examples
Looking for ideas on how workflow rules can help streamline your business Check out these examples
Important Where possible we changed noninclusive terms to align with our company value of
Equality We maintained certain terms to avoid any effect on customer implementations
Business Processes
Follow Up Before Contract Expires
Follow Up when Platinum Contract Case Closes
Assign Credit Check for New Customer
Notify Account Owner About New HighPriority Cases
Set a Default Entitlement for Each New Case
Update Shipment Status if Shipment is Delayed
Automatically Activate New Users
CrossObject Processes
Notify Sales VP About Cases Filed for Top Accounts
Set Default Opportunity Name
Set Target Resolution Date for Cases
Update Application Record when Candidate Accepts Job
Deal Management
Track Closed Opportunities
Override Default Opportunity Close Date
Report Lost Opportunities
Report Unassigned Leads
Send Alert if Quote Line Item Discount Exceeds
Notifications
Notify Key People About Account Owner Changes
Set Reminder for Contact Birthday
Set Reminder for HighValue Opportunity Close Date
Notify Account Owner of Updates by Others
Follow Up Before a Contract Expires
Object
Contract
Last updated December
Examples of Workflow Rules
Workflow Rule Examples
Description
Email a reminder to the renewal manager days before a contracts end date
Evaluation Criteria Evaluate the rule when a record is created and anytime its edited to subsequently
meet criteria
Rule Criteria Filter Run this rule if the following criteria are met
Contract Status equals Activated
Immediate Actions None
TimeDependent
Actions
Days Before Contract End DateEmail Alert Email a reminder to the
renewal manager to confirm whether the client wants an extension
Follow Up When a Platinum Contract Case Closes
This example assumes that a Contract Type custom picklist is used to identify the contract level on
cases and that the picklist contains the Platinum value
Object
Case
Description
If the customer has a platinum contract agreement email a feedback request to
the case contact days after a highpriority case has been closed
Evaluation Criteria Evaluate the rule when a record is created and anytime its edited to subsequently
meet criteria
Rule Criteria Filter Run this rule if the following criteria are met
Case Priority equals High and
Case Closed equals True and
Case Contract Type equals Platinum
Immediate Actions None
TimeDependent
Actions
Days After Case DateTime ClosedEmail Alert Email a feedback
request to the case contact
Assign Credit Check for a New Customer
This example assumes that a New Customer custom field is on opportunities
Object
Opportunity
Description
Assign the Accounts Receivable AR department a task to check the credit of a
potential customer days before the opportunity close date if the amount is
greater than
Evaluation Criteria Evaluate the rule when a record is created and anytime its edited to subsequently
meet criteria
Examples of Workflow Rules
Workflow Rule Examples
Rule Criteria Filter Run this rule if the following criteria are met
Opportunity Amount greater than and
Opportunity Closed equals False and
Opportunity New Customer equals True
Immediate Actions None
TimeDependent
Actions
Days Before Opportunity Close DateTask Create a task for users in the
Accounts Receivable role to run a credit check
Notify Account Owner About New HighPriority Cases
This example assumes that a Service Level Agreement custom picklist called SLA identifies the agreement
level on accounts and contains the Platinum value
Object
Case
Description
Notify the account owner when a highpriority case is created for accounts with
a platinum SLA
Evaluation Criteria Evaluate the rule when a record is created
Rule Criteria Filter Run this rule if the following criteria are met
Case Priority equals High and
Account SLA equals Platinum
Immediate Actions Email Alert Email the details of the highpriority case to the account
owner
TimeDependent
Actions
None
Set a Default Entitlement for Each New Case
This example assumes that an active autolaunched flow looks up the relevant entitlement based on the
account asset or contact associated with the new case and updates the case with the entitlement name
The pilot program for flow trigger workflow actions is closed If youve already enabled the pilot in your
org you can continue to create and edit flow trigger workflow actions If you didnt enable the pilot in
your org use Flow Builder to create a recordtriggered flow or use Process Builder to launch a flow from
a process
Object
Case
Description
Set a default entitlement on each new case
Evaluation Criteria Evaluate the rule when a record is created
Examples of Workflow Rules
Workflow Rule Examples
Rule Criteria Filter Run this rule if the following criteria are met
Case Status not equal to Closed
Immediate Actions Flow Trigger Look up and assign the relevant entitlement to the case
Pass the account asset or contact associated with the new case into the relevant
flow variable to enable the entitlement lookup Pass the case ID into the relevant
flow variable to enable the case update
TimeDependent
Actions
None
Update Shipment Status If Shipment Is Delayed
Object
Shipment
Description
Update the Shipment Status field to Delayed if a shipment has exceeded
the expected delivery date and hasnt reached the customer
Evaluation Criteria Evaluate the rule when a record is created and anytime its edited to subsequently
meet criteria
Rule Criteria Filter Run this rule if the following criteria are met
Shipment Status not equal to Delivered
Immediate Actions None
TimeDependent
Actions
day after Shipment Expected Delivery DateField Update Change
Shipment Status field to Delayed on Shipment record
Automatically Activate New Users
Object
User
Description
Make sure that each new user is active so that the user can log in to Salesforce
Evaluation Criteria Evaluate the rule when a record is created
Rule Criteria Filter Run this rule if the following criteria are met
User Active equals False
Immediate Actions Field Update Set Active to True
TimeDependent
Actions
None
Examples of Workflow Rules
Workflow Rule Examples
Notify Sales VP About Cases Filed for Top Accounts
This workflow rule is for sales VPs who want to know about cases filed for top accounts Top accounts are
determined by size and revenue
Object
Case
Description
Notify sales VP about cases filed for top accounts
Evaluation Criteria Evaluate the rule when a record is created
Rule Criteria Filter Run this rule if the following criteria are met
ANDAccountAnnualRevenue
AccountNumberOfEmployees
Immediate Actions Email Alert Notify VP about cases for large accounts
TimeDependent
Actions
None
Set Default Opportunity Name
The opportunity naming convention for some companies is Account Name Opportunity
Name To automate the default name of each opportunity in your org create the following workflow
rule
Object
Opportunity
Description
Enforce opportunity naming convention
Evaluation Criteria Evaluate the rule when a record is created and every time its edited
Rule Criteria Filter Run this rule if the following criteria are met
NOTCONTAINS Name AccountName
Immediate Actions Field Update Set opportunity name to the following formula
AccountName Name
TimeDependent
Actions
None
Set Target Resolution Date for Cases
This example sets a case resolution date based on the value of a field on the associated account It uses
a custom picklist field on accounts called Support Level which has three values Basic Standard
and Premium It also has a custom date field on cases called Target Resolution Date
Use the following three workflow rule examples to set the target resolution date of a case based on the
support level for the related account
Examples of Workflow Rules
Workflow Rule Examples
Set Resolution Date for Basic Support
Object
Case
Description
Set the case target resolution date for accounts that have basic support level to
days from today
Evaluation Criteria Evaluate the rule when a record is created
Rule Criteria Filter Run this rule if the following formula is true
ISPICKVALAccountSupportLevelc Basic
Immediate Actions Field Update Set the Target Resolution Date to Today
TimeDependent
Actions
None
Set Resolution Date for Standard Support
Object
Case
Description
Set the case target resolution date for accounts that have standard support level
to days from today
Evaluation Criteria Evaluate the rule when a record is created
Rule Criteria Filter Run this rule if the following formula is true
ISPICKVALAccountSupportLevelc Standard
Immediate Actions Field Update Set the Target Resolution Date to Today
TimeDependent
Actions
None
Set Resolution Date for Premium Support
Object
Case
Description
Set the case target resolution date for accounts that have premium support level
to days from today
Evaluation Criteria Evaluate the rule when a record is created
Rule Criteria Filter Run this rule if the following formula is true
ISPICKVALAccountSupportLevelc Premium
Immediate Actions Field Update Set the Target Resolution Date to Today
TimeDependent
Actions
None
Examples of Workflow Rules
Workflow Rule Examples
Update Application Record When Candidate Accepts Job
This workflow rule closes the Application record when a candidate accepts the job Crossobject field
updates to the main record are supported between custom objects in a main detail relationship
Object
Candidate
Description
Change the Application Status field to Closed for the custom
Application object when the Candidate Status field for the custom
Candidate object changes to Accepted
Evaluation Criteria Evaluate the rule when a record is created and anytime its edited to subsequently
meet criteria
Rule Criteria Filter Run this rule if the following criteria are met
Candidate Status equals Accepted
Immediate Actions Field Update Change the Application Status field to Closed
on parent Application record
TimeDependent
Actions
None
Track Closed Opportunities
This example assumes that a Closed Opportunities record type provides additional information to certain
profiles For information on record types see Tailor Business Processes to Different Record Types Users
Object
Opportunity
Description
Change the record type of closedwon opportunities
Evaluation Criteria Evaluate the rule when a record is created and every time its edited
Rule Criteria Filter Run this rule if the following criteria are met
Opportunity Closed equals True and
Opportunity Stage equals Closed Won
Immediate Actions Field Update Set the record type to Closed Opportunities
TimeDependent
Actions
None
Override the Default Opportunity Close Date
Object
Opportunity
Description
Override the default close date from the close of the quarter to months after
the opportunity is created
Examples of Workflow Rules
Workflow Rule Examples
Evaluation Criteria Evaluate the rule when a record is created
Rule Criteria Filter Run this rule if the following criteria are met
Opportunity Closed equals False
Immediate Actions Field Update Use the following formula to set the opportunity close date
to months after the creation date
DATE YEARTODAY MONTHTODAY
DAYTODAY
TimeDependent
Actions
None
Report Lost Opportunities
Object
Opportunity
Description
Notify the VP of sales when a deal is lost if the stage was ProposalPrice Quote
and the amount was greater than million
Evaluation Criteria Evaluate the rule when a record is created and every time its edited
Rule Criteria Filter Run this rule if the following formula is true
AND ISCHANGEDStageName
ISPICKVALPRIORVALUEStageName ProposalPrice
Quote ISPICKVALStageNameClosed Lost Amount
Immediate Actions Email Alert Notify the VP of sales role that the deal was lost
TimeDependent
Actions
None
Report Unassigned Leads
This example assumes that all unassigned leads are placed in an unassigned leads queue by a leads
assignment rule
Object
Lead
Description
Ensure that unassigned leads are tracked in a timely manner by notifying the
manager if a lead isnt accepted in days
Evaluation Criteria Evaluate the rule when a record is created and anytime its edited to subsequently
meet criteria
Examples of Workflow Rules
Workflow Rule Examples
Rule Criteria Filter Run this rule if the following criteria are met
Lead Owner equals Unassigned Lead Queue
Immediate Actions None
TimeDependent
Actions
Days After Lead Last Modified DateEmail Alert Notify the manager
role that the queue has unassigned leads that are older than days
Send Alert If Quote Line Item Discount Exceeds
Object
Quote Line Item
Description
Ensure that an email alert is sent if a sales rep applies a quote line item discount
that exceeds
Evaluation Criteria Evaluate the rule when a record is created and anytime its edited to subsequently
meet criteria
Rule Criteria Filter Run this rule if the following criteria are met
Quote Line Item Discount is greater than
Immediate Actions Email Alert Notify the manager role that the quote line item discount
exceeds
TimeDependent
Actions
None
Notify Key People About Account Owner Changes
Object
Account
Description
Notify key people in the sales department when the owner of an account changes
if the accounts annual revenue is greater than million
Evaluation Criteria Evaluate the rule when a record is created and every time its edited
Rule Criteria Filter Run this rule if the following formula is true
AND ISCHANGEDOwnerId AnnualRevenue
Immediate Actions Email Alert Notify the person in the sales operations role of the change
in account ownership
TimeDependent
Actions
None
Examples of Workflow Rules
Workflow Rule Examples
Set Reminder for Contact Birthday
This example assumes that a Next Birthday custom formula field uses the following formula to
calculate the date of the contacts next birthday on contact records
IFMONTHBirthdate
MONTHTODAYDATEYEARTODAYMONTHBirthdateDAYBirthdate
IFMONTHBirthdate
MONTHTODAYDATEYEARTODAYMONTHBirthdateDAYBirthdate
IFDAYBirthdate
DAYTODAYDATEYEARTODAYMONTHBirthdateDAYBirthdate
DATEYEARTODAYMONTHBirthdateDAYBirthdate
Object
Contact
Description
Send an email to the contact days before the contacts birthday
Evaluation Criteria Evaluate the rule when a record is created
Rule Criteria Filter Run this rule if the following formula is true
Contact Birthdate not equal to null and
Contact Email not equal to null
Immediate Actions None
TimeDependent
Actions
Days Before Contact Next BirthdayEmail Alert Send a birthday
greeting to the contacts email address
Set Reminder for HighValue Opportunity Close Date
Object
Opportunity
Description
Remind the opportunity owner and senior management when the close date is
approaching for an opportunity that has an amount greater than Create
a followup task for the opportunity owner if the deal is still open when the close
date passes
Evaluation Criteria Evaluate the rule when a record is created and anytime its edited to subsequently
meet criteria
Rule Criteria Filter Run this rule if the following criteria are met
Opportunity Amount greater than and
Opportunity Closed equals False
Immediate Actions None
TimeDependent
Actions
Days Before Opportunity Close DateEmail Alert Notify the
opportunity owner that days remain
Days Before Opportunity Close DateEmail Alert Notify the
opportunity owner that days remain
Examples of Workflow Rules
Workflow Rule Examples
Days After Opportunity Close DateTask Create a followup task for
the opportunity owner to update the deal Email Alert Notify senior
management to involve executives
Notify Account Owner of Updates by Others
Object
Account
Description
Notify the account owner when someone else updates the account if the
accounts annual revenue is greater than million
Evaluation Criteria Evaluate the rule when a record is created and every time its edited
Rule Criteria Filter Run this rule if the following formula is true
AND LastModifiedById OwnerId AnnualRevenue
Immediate Actions Email Alert Notify the account owner that someone else has updated
the account
TimeDependent
Actions
None
