Workflow Review

1. When should this feature be used? 2. How does this feature work? 3. What is the customization potential of this feature? 4. When should you NOT use this feature? 5. What are similar features, and when should they be used instead? 6. How do you report / monitor the feature? 7. How does this feature work within Salesforce’s security model? 8. Are there any limits around this feature?

Feature Template

Workflow

Workflow is an Automation Tool It is used when a record is created or updated. Generally Process Builder can perform the same functions as Workflow, but if you want to send an application message without using code, you MUST use Workflow. Consider Process Builder, Visual Workflow, Approvals, and APEX.

1. When should this feature be used?

A) When you are evaluating a single if/then statement and B) When you need to send an application message without using code  

How does this feature work?

Each Workflow Rule applies to a single object. 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 or custom object in a master-detail relationship is re-parented, even if the object's evaluation criteria is set to Evaluate the rule when a record is: created, and any time it’s edited to subsequently meet criteria. Saving or creating records can trigger more than one rule.

What is the customization potential of this feature?

Workflow rules can be used to: Send an Email Alert Update a field on the object or a related object Send an outbound message (Application message) Create a Task  

When should you NOT use this feature?

Generally, you should use Process Builder first. This is an older feature and the only compelling reason to use it is the ability to send an outbound message. If you use Process Builder and want to send an outbound message, you must write it in Apex and call it from within Process Builder.  

What are similar features?

  1) Process Builder - used for multiple if/then statement actions; initiated by a new or updated record 2) Visual Workflow - used for complex processes, iterating over a set of records, and user interaction 3) Approvals

How do you report/monitor the feature?

Pending workflow actions can be monitored in the Time-Based Workflow search in Setup. Source: Monitor Pending Workflow Actions

How does this feature work within SF's security model?

Field updates happen independently of field-level security. Source: Considerations for Field Update Actions

Are there any limits for this feature?

You can only have 50 active workflow rules or processes on one object at a time. 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 or custom object in a master-detail relationship is re-parented, even if the object's evaluation criteria is set to Evaluate the rule when a record is: created, and any time it’s edited to subsequently meet criteria.