Salesforce Workflow in Brief (Learning/Interview)

1. What is workflow?

Workflow lets you automate standard internal procedures and processes to save time across your org. A workflow rule is the main container for a set of workflow instructions. These instructions can always be summed up in an if/then statement.

2. Workflow build in which structure?

if/then statement. For example: If it’s raining, then bring an umbrella.

3. What all components available in Workflow?

Workflow rules can be broken into two main components.

1. Criteria: the “if” part of the “if/then” statement. In other words, what must be true of the record for the workflow rule to execute the associated actions.
2. Actions: the “then” part of the “if/then” statement. In other words, what to do when the record meets the criteria.

4. Different types of criteria available in Workflow Rule?

There are 3 types of criteria available in Workflow Rule.

1. Created.
2. Created, and every time it’s edited.
3. Created, and any time it’s edited to subsequently meet criteria.

5. Can we add Time-dependent actions to all criteria of workflow rule?

NO.

6. In which criteria, we cannot add Time-dependent actions?

We can't add time-dependent actions to the “Created, and every time it’s edited” rule.

7. Salesforce Workflow Org limits?

Salesforce limits the number of total and active rules in your org, the number of time triggers and actions per rule. It also processes a limited number of daily emails and hourly time triggers.

PER-ORG LIMIT	VALUE
Total rules across objects (Applies to any combination of workflow, assignment, auto-response, and escalation rules, active and inactive.)	2000
Total rules per object.                                                   (Applies to any combination of workflow, assignment, auto-response, and escalation rules, active and inactive.)	500
Active rules per object.                                                 (Applies to any combination of active workflow, assignment, auto-response, and escalation rules, as well as record change processes.)	50
Time triggers per workflow rule	10
Immediate actions per workflow rule	40
Time-dependent actions per time trigger	40
Workflow time triggers per hour	1000
Flow trigger workflow actions: flow variable assignments	25 (N/A in Professional Edition)
The immediate actions and each time trigger can have	10 (email alerts, tasks, field updates, outbound messages,  flow triggers)
The daily allocation for emails sent through email alerts	1000
The daily workflow email allocation	15
The overall org allocation.                                            (Applies to emails sent through email alerts in workflow rules, approval processes, flows, processes, or REST API.)	20,00,000

8. What are all Considerations we need to keep in mind while getting started with workflow?

• Each workflow rule applies to a single object.
• If you have workflow rules on converted leads and want to use cross-object field updates on the resulting accounts and opportunities, you must enable the lead setting Require Validation for Converted Leads.
• Workflow rules on custom objects are automatically deleted if the custom object is deleted.
• The order that individual actions and types of actions are executed in is not guaranteed. Field update actions are executed first, followed by other actions.
• 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 dropdown 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.
• Changes you make to records while using Connect Offline are evaluated by workflow rules when you synchronize.
• Salesforce processes rules in the following order:
• Validation rules
• Assignment rules
• Auto-response rules
• Workflow rules (with immediate actions)
• Escalation rules
• If a lookup field references a record that is deleted, Salesforce clears the value of the lookup field by default. Or you can choose to prevent record deletions if they’re in a lookup relationship.
• If you create workflow rules to replace any Apex triggers, make sure to delete those Apex triggers when you activate the equivalent workflow rules. Otherwise, Apex triggers and workflow rules both fire and cause unexpected results, such as overwritten field updates or redundant email messages.
• When an Account record’s owner field is changed, processes and workflows defined on the child object do not get triggered to run.

9. Let us suppose an organization uses multiple languages. We have one workflow in which we have a picklist value check in the filter. Should it be fire for all language or not?

If your organization uses multiple languages, enter filter values in your individual language. You can add up to 25 filter criteria, of up to 255 characters each.

When you use picklists to specify filter criteria, the selected values are stored in your org's default language. If you edit or clone existing filter criteria, first set the Default Language on the Company Information page to the same language that was used to set the original filter criteria. Otherwise, the filter criteria no longer matches your picklist values and returns inaccurate results.

10. How many filters or character can we include in Workflow rule?

You can add up to 25 filter criteria, of up to 255 characters each.

11. Can we update Parent field using Workflow?

Yes. Only if it has Master-Detail Relationship