salesforce workflow

6 Things To Know About Salesforce Workflow

Salesforce is the recommended customer relationship management (CRM) software for salespeople worldwide since they can do the following with it:

  • Send reminders to follow up with prospects
  • Craft accurate sales projections
  • Create reports for upper-level executives

Regardless of your coding experience, Salesforce lets people create workflow rules and program tasks with simple drop-down menus and flowcharts through robust process automation.

Here Are 6 Things To Know About Salesforce Workflow

  1. What Salesforce Workflow Is

Salesforce Workflow lets you create the ‘rules’ to turn one action into a supplementary action,” says Richard Chapman, a tech blogger at “When set up correctly, Salesforce can save you time, and allows you to focus more on serving customers.”

  1. What Workflow Rules Are

A workflow rule is an order created by a Salesforce user to perform automated actions when a condition or more has taken place. You can either set these actions to happen instantly or have them operate after a certain amount of time. This allows sales teams to get the job done whenever they want.

  1. What Salesforce Workflow Can Do

Admins can create automation in Salesforce Workflow within the CRM. With automation, Workflow monitors records that are created or updated.

dont miss out iconDon't forget to check out: Understanding Process Builder in Salesforce

Here Are Automation Functions You Can Set Up With Workflow

  • Update fields: This function displays new data, once certain conditions occur.
  • Send emails: Salesforce users can set up preset emails with plain text and HTML. These emails can be sent automatically when certain conditions are met.
  • Assign tasks: When pre-determined conditions are met, you can set a new task for a specific user.
  • Send messages to different systems: Outgoing XML messages are sent to a specific URL outside of Salesforce.

With the ‘if this, then that’ function, you can program these actions to take place when a record meets certain criteria.

  1. Benefits

The main benefit to using Salesforce Workflow is that once you create a process for a certain sales scenario, you can use it repeatedly, whenever and wherever it’s relevant,” adds Chapman. “This allows your sales team to target the right prospects with the right approach.”

Other benefits of creating and using workflow processes include:

  • Increased user efficiency
  • Error-free data
  • Strengthened and empowered sales group
  • Competition tracking
  • Simplified sales cycle
  1. Best Practices

Here are some tips to work around the issues and get the most from Salesforce Workflow:

  • When updating fields, don’t overwrite previously entered data.
  • Workflow emails alert users to do a task; however, they still must manually mark it as complete.
  • Only admins can manually remove users from Workflows before they can deactivate accounts.
  • See how many emails your Salesforce Workflow rules generate to other team members.
  1. Glossary

Here’s a basic glossary of the terms that pertain to Salesforce Workflow:

  • Action – The end-product of a Workflow rule when the criteria are met.
  • Activity – An event, a task, a call, or an email that can be linked to other records (i.e. an account, a lead, an opportunity, or a case) through automation.
  • Admin – Team member (i.e. from the IT department, or Sales Operations) responsible for smoothly running Salesforce.
  • CRM – (Customer Relationship Management) A computerized system of tracking your sale process (i.e. leads, opportunities, and customers).
  • Email alert – A pre-written email automatically sent to a pre-determined recipient, once the specific criteria of the Workflow rule are met.
  • Email template – Another type of preset email that can be customized with contact details, using text and HTML.
  • Evaluation criteria – Determines how the rule’s conditions should be read, and what it takes to meet those conditions.
  • Field – The part of a Workflow rule’s criteria that evaluates a specific category of your Salesforce CRM information.
  • HTML – (Hypertext Mark-up Language) A common coding language used in web design to create layouts, and send emails using Salesforce Workflow.
  • New task – An automated task that’s generated when specific criteria are met.
  • Outbound XML message – A automated message that allows you to communicate with a piece of third-party software.
  • Owner – The Salesforce user who programs a Workflow rule.
  • Record – An individual set of data points within Salesforce.
  • Rule criteria – The set of rules (either one line or a series of statements where everything must be true or false) that determine what triggers Workflow completion. These include:
    • Field
    • Value
    • Operator

dont miss out iconCheck out another amazing Salesforce Video tutorial here: Scheduled Actions Workflow Rules, Process Builder and Lightning Flow


We hope that you take the time to go over all these points from this article and use them to not only better understand Salesforce Workflow, but to also implement it in your next business venture.

Kristin Herman is a writer and editor at As a tech enthusiast, she blogs about the latest trends in technology.


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