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Introduction to Workflow and Approvals
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1. Workflow Automatically assign tasks, send emails and update fields© 2012 Ovalis Group, LLC
Workflow Creating workflow is a 3 step process 1. Setup and define the evaluation criteria (when should the workflow rule be examined) 2. Add the function (when it fires what should it do) 3. Create an optional time trigger (when do you want the function to occur)© 2012 Ovalis Group, LLC
Workflow Step 1 Setup • AppSetup – Create – Workflows & Approvals – Workflow Rules - Select “Create a New Workflow Rule” • Select the Object that the workflow will run against • Give it a “Name” and “Description”© 2012 Ovalis Group, LLC
Workflow Step 1 Define the evaluation criteria for when to run the rule • When a record is created or when a record is edited and did not previously meet the rule criteria • Only when a record is created • Every time a record is created or edited Note: If you select “every time a record is created or edited” you cannot add time-dependent actions!!© 2012 Ovalis Group, LLC
Workflow Step 1 Define the rule evaluation criteria Filter Criteria or Formula Note: Some formula syntax does not work unless you select “every time a record is created or edited” which does not allow time dependent actions!© 2012 Ovalis Group, LLC
Workflow Step 2 Add one or more immediate functions be performed • Tasks • Email Alerts • Field Updates • Workflow Outbound Messages© 2012 Ovalis Group, LLC
Workflow Step 2 Add one or more immediate functions be performed Tasks • Used to assign a new ask to a user, role or record owner • Are associated with workflow rules for the same type of record • Are tracked in activity history and can be reported on© 2012 Ovalis Group, LLC
Workflow Step 2 Add one or more immediate functions be performed Email Alerts • Automatically send an email to one or more recipients • Allows you to assign email templates that you created • Can be sent to any email address populated in a custom or standard field on the record© 2012 Ovalis Group, LLC
Workflow Step 2 Add one or more immediate functions be performed Field Updates • Automatically change the value of a field – including owner and record type • Can be created for standard and custom objects • Update formula fields • Can be immediate or time dependent© 2012 Ovalis Group, LLC
Workflow Step 2 Add one or more immediate functions be performed Workflow Outbound Messages • Send the information you specify to an endpoint you designate • Automatically send API message in the form of a SOAP message • Can be created for custom objects • Need to determine the SF user that will be sending outbound messages© 2012 Ovalis Group, LLC
Workflow Step 3 Add Time Trigger Functions • Used to initiate a time dependent action • Define using days or hours • Define using standard and custom date fields for the object Note: You must create a time trigger and then add the associated workflow !© 2012 Ovalis Group, LLC
Workflow Final Steps • Review the Workflow Rule for completeness • Click “Active” • Set the Default Workflow User – this will be the user should the creator be no longer active – suggest putting admin© 2012 Ovalis Group, LLC
Workflow Example© 2012 Ovalis Group, LLC
Workflow Important Things to Consider • Workflow is not retroactive • If workflow is assigned to a role containing more than one person, the task will be assigned to the record owner • Workflow cannot update formula fields, auto-num fields, rollup fields, etc. • You cannot create workflow rules on activities • You can only update fields on the object that is related to the rule or to the master object (new in spring 12) • Limitations on time triggers per hour – Enterprise Edition = 500 – Developer Edition = 50 – Unlimited edition = 1,000© 2012 Ovalis Group, LLC
Workflow New in Spring 12 • Cross–Object workflow is allowed cross-object field updates in workflow rules and approval processes now support standard objects. Both custom-to-standard and limited standard-to-standard relationships are supported. • Custom Object to Standard Object - You can use cross-object field updates for custom objects that are children of certain standard objects in a master-detail relationship. The standard objects which support cross-object field updates are: • • Account • • Asset • • Campaign • • Case • • Contact • • Contract • • Contract Line Item • • Entitlement • • Opportunity • • Order • • Question • • Quote • • Service Contract • • Solution • Workflow field updates to include encrypted custom fields • A new checkbox option was added to workflow field updates that allows you to select whether you want a field update to trigger a re-evaluation of all workflow rules on the object.© 2012 Ovalis Group, LLC
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