in implementation guides ~ read.
Salesforce Useful Workflow Rules

Salesforce Useful Workflow Rules

DOWNLOAD

First things first !
To download this implementation guide, click the download button below.
If you need more information about the implementation guide, you can read the Table of Contents below.

Download

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
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

Description

Email a reminder to the renewal manager days before a contracts end date

Last updated February

Examples of Workflow Rules

Workflow Rule Examples

Evaluation Criteria Evaluate the rule when a record is created and any time its edited to
subsequently meet criteria
Rule Criteria Filter Run this rule if the following criteria is 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 any time 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 any time 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 the Flows action in Process Builder instead
Object

Case

Description

Set a default entitlement on each new case

Evaluation Criteria Evaluate the rule when a record is created
Rule Criteria Filter Run this rule if the following criteria is met
Case Status not equal to Closed

Examples of Workflow Rules

Workflow Rule Examples

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 any time its edited to
subsequently meet criteria
Rule Criteria Filter Run this rule if the following criteria is 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 is met
User Active equals False

Immediate Actions Field Update Set Active to True
TimeDependent
Actions

None

Notify Sales VP About Cases Filed for Top Accounts

This workflow rule is for sales VP who want to know about cases filed for top accounts Top accounts are

determined by size and revenue

Examples of Workflow Rules

Workflow Rule Examples

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 is 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
Set Resolution Date for Basic Support
Object

Case

Examples of Workflow Rules

Workflow Rule Examples

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 master record are supported between custom objects in a masterdetail 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 any time its edited to
subsequently meet criteria
Rule Criteria Filter Run this rule if the following criteria is 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
Note For information on record types see Tailor Business Processes to Different 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

Examples of Workflow Rules

Workflow Rule Examples

Description

Override the default close date from the close of the quarter to months after
the opportunity is created

Evaluation Criteria Evaluate the rule when a record is created
Rule Criteria Filter Run this rule if the following criteria is 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 is not accepted in days

Evaluation Criteria Evaluate the rule when a record is created and any time its edited to
subsequently meet criteria

Examples of Workflow Rules

Workflow Rule Examples

Rule Criteria Filter Run this rule if the following criteria is 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 any time its edited to
subsequently meet criteria
Rule Criteria Filter Run this rule if the following criteria is 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 any time 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

***