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phani kottapalliphani kottapalli 

When are Workflows used in

When are Workflows used in
Sunil KeshariSunil Keshari

Notes on Using Workflow Rules

Available in: Enterprise, Unlimited, Developer, and Editions

Standard Objects are not available in

User Permissions Needed
To view workflow rules:“View Setup and Configuration”
To create or change workflow rules:“Customize Application”
Consider the following when configuring workflow rules:
  • Each workflow rule applies to a single object, such as leads, accounts, or opportunities. For the maximum number of workflow rules allowed on an object, see Salesforce Editions and Limits.
  • For standard objects, workflow rules can only perform field updates on the object related to the rule. The exceptions are that both Case Comments and Email Messages can perform cross-object field updates on Cases. For all custom objects, however, you can create workflow actions where a change to a detail record updates a field on the related master record. Cross-object field updates only work for custom-to-custom master-detail relationships. For example, in a custom recruiting application, create a workflow rule that sets the status of an application (the master object) to “Closed” when a candidate (the detail object) accepts the job. Or, for standard objects, create a rule to change the status of a case from “Awaiting Customer Response“ to “In Progress” when a customer adds a case comment.
  • The cross-object field update function may depend on certain critical updates being active. Click Your Name | Setup | Critical Updates to see if your organization requires any updates.
  • Workflow rules can't be triggered by campaign statistic fields, including individual campaign statistics and campaign hierarchy statistics. For a list of campaign fields that cannot trigger workflow rules, see Campaign Fields.
  • Workflow rules can be triggered any time a record is saved or created, depending on your rule criteria. However, rules created after saving records aren't triggered by those records retroactively.
  • Workflow rules are triggered when a standard object in a master-detail relationship is re-parented, even if the object's evaluation criteria is set to When a record is created, or when a record is edited and did not previously meet the rule criteria.
  • Workflow rules only trigger on converted leads if validation and triggers for lead convert are enabled in your organization.
  • Workflow rules on custom objects are automatically deleted if the custom object is deleted.
  • You can't package workflow rules with time triggers.
  • Workflow rules trigger automatically and are invisible to the user. Alternatively, approval processes allow users to submit records for approval.
  • The order in which actions are executed is not guaranteed. Field update actions are executed first, followed by other actions.
  • You can't create email alerts for workflow rules on activities.
  • You can't create outbound messages for workflow rules on junction objects.
  • To create workflow rules that update case fields based on new case comments or incoming email messages, choose Case Comment or Email Message from the Select Object drop-down list; Email Message is only available if Email-to-Case or On-Demand Email-to-Case is enabled. You can only create email message workflow rules for field updates, and case comment workflow rules for field updates, email alerts, and outbound messages. For example, you can create a workflow rule so that an email marked as Is Incoming changes its case's Status from Closed to New.
  • Saving or creating records can trigger more than one rule.
  • The following actions don't trigger workflow rules:
    • Mass replacing picklist values
    • Mass updating address fields
    • Mass updating divisions
    • Changing the territory assignments of accounts and opportunities
    • Converting leads to person accounts
  • Changes you make to records while using Connect Offline are evaluated by workflow rules when you synchronize.
  • Salesforce processes any rules in the following order:
    1. Validation rules
    2. Assignment rules
    3. Auto-response rules
    4. Workflow rules (with immediate actions)
    5. Escalation rules
  • Workflow rules and entry criteria for approval processes and steps respect the user's locale and aren't triggered when the user is in a different language than that of the organization.
  • If a lookup field references a record that is deleted, Salesforce sets the lookup field to null, and does not run any Apex triggers, validation rules, workflow rules, or roll-up summary fields.
You can use the Developer Console to debug workflow rules. The Developer Console lets you view debug log details and information about workflow rules and actions, such as the name of the user who triggered the workflow rule and the name and ID of the record being evaluated.
Javier GonzalezJavier Gonzalez
Workflows are used in when you want to automate an action. There are 4 actions that you can automate: Field Updates, Email notifications, Tasks and Outbound Messages.
Nebojsa ZgonjaninNebojsa Zgonjanin
Here you go:

What is the workflow process?

Knowledge Article Number: 103291


What is the workflow process?


Many of the tasks you normally assign, the emails you regularly send, and other record updates are part of your organization's standard processes. Instead of doing this work manually, have salesforce do it automatically by configuring workflow.

Workflow is available in: Enterprise, Unlimited, and Developer Editions

Workflow is the automation of the following types of actions based on your organization's processes:

* Tasks - Assign a new task to a user, role, or record owner.
* Email Alerts - Send an email to one or more recipients you specify.
* Field Updates - Update the value of a field on a record.
* Outbound Messages - Send a secure configurable API message (in XML format) to a designated listener.

For example, workflow can automatically:

* Assign follow-up tasks to a support rep one week after a case is updated.
* Send sales management an email alert when a sales rep qualifies a large deal.
* Change the Owner field on a contract three days before it expires.
* Trigger an outbound API message to an external HR system to initiate the reimbursement process for an approved expense report.

Configure your organization's workflow by creating workflow rules. Each workflow rules consists of:

* Criteria that cause salesforce to apply the workflow rule.
* Immediate actions that execute when a record matches the criteria. For example, salesforce can automatically send an email that notifies the account team when a new high-value opportunity is created.
* Time-dependent actions that salesforce queues when a record matches the criteria, and executes according to time triggers. For example, salesforce can automatically send an email reminder to the account team if a high-value opportunity is still open ten days before the close date. (See Solution 00006480 for a description of Time-Based Workflow.)

For more information on Workflow, please click the Help & Training link, then click on the "Help" tab and navigate to:
Setup | Customize | Managing Workflow

kishore kumarkishore kumar
Dear Kottapalli,
   workflow main use sending a mail to specific user when whenever we modify a record or delete a record that time send a mai to specific user..

let me know if u have any quries..?..