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How to create a workflow in SalesForce?

How to create a workflow rule in SalesForce

Creating a workflow rule in SalesForce is done in the SalesForce setup, under process automation> worlkflow actions.

What is a workflow in SalesForce? Workflows are used to automatize actions. See below in detail what are they used for, how to create them, and how to activate them in SalesForce Lightning.

1 - Understand workflows in SalesForce

The most important first is to understand the Sales Force workflows. What are they used for? A workflow is a set of actions triggered automatically after some events occur in the SalesForce data.

It can automate different types of business processes like tasks, assign new tasks to users, send notifications by email, send emails to one or more recipients previously set, update fields, set certain record values, or send outbound messages and technical messages send XML-formatted messages to listeners.

For example, SalesForce workflows can assign follow-up tasks to support staff after a certain period of time. You can send email notifications to the management team when large deals are signed by a sales rep and change a field with the owner name a few days after the contract expiration date or send technical messages to external systems once one is created in SalesForce approved report is triggered.

How do I create a report in SalesForce?

The workflow rules can consist of certain criteria that start the workflow, the actions to be carried out when a data record with a certain value has been created, or time-dependent actions, e.g. B. Sending reports at the end of the month, a few days before the end of the month's closing.

2 - Create a new workflow rule

To start creating a new workflow rule, click the gear icon in the SalesForce Lightning UI and look for the workflow menu on the Search tab at the top left of the screen.

The workflow rules are available under Process Automation> Workflow Actions> Workflow Rules.

Your existing workflows will then be listed on the next screen.

If you don't have a workflow yet, the list will be displayed automatically. The only option is to create a new workflow using the appropriate button above the workflow list.

The first step in creating a new workflow rule is selecting the object that will be affected by it. It can be any type of SalesForce data object: Account, Agent Work, Assistant Progress, Campaign, Campaign Member, Case, Case Comment, Chatter Activity, Contact, Contact Request, Duplicate Record Item, Duplicate Record, Email Message, Event, Feed Article, Group, Group Member , Image, knowledge and more.

In our example we are creating a contact-related workflow.

In the next step you give the rule a name and finally a description so that you can find it again later and help your employees to identify it using the over-workflows available on the system.

In addition, an evaluation criterion must be selected. When is the rule activated? When the record is created, edited?

Finally, the rule criteria must be entered.

When does the rule activate? In our example we want to create a rule that will be activated every time a new customer is entered in France. This is identified by a telephone number that begins with the French country code +33.

In this way, every time a contact with the French mobile network changes, the sales representative responsible for the French market will check this and, if necessary, contact the customer.

3 - Set up a workflow action for rule activation

In the next step you define which action the workflow should take after the rule has been checked.

You can do this by selecting the Add Workflow Actions under the Immediate Workflow Actions section to take an action once the rule has been verified. If the action is to occur at a specific point in time, it should instead be created as a time-dependent workflow action.

Clicking the Add Workflow Action button gives you access to several types of workflow actions: set up an email notification, update a field, send a technical message, or use an existing action from another workflow .

In our case, we want to email the sales rep every time a contact with a French phone number changes.

4 - Set up email notification

We can then set up the email that will be sent to the sales rep by entering the email description, a unique name for that email and choosing the email template to use.

The recipient can be of a different type, but in our case it is an internal user as we are sending emails to the sales rep responsible for a specific zone.

It is possible to select directly from the list of existing internal recipients.

It is also possible to manually enter a list of additional e-mail addresses in order to send a copy of the e-mail to external recipients, e.g. B. Send the email to the sales representative's personal mailbox or copy it to his manager.

The sender email address must also be selected. It is displayed as the sender's e-mail address for the e-mail recipients.

Then click Save to continue creating the workflow rule.

5 - Review workflow actions

The newly created workflow action, an immediate email creation as soon as a contact number with a French prefix has been created, is then displayed in the list of actions for this workflow rule.

If no further action is required, simply click the Done button in the upper right corner to complete the workflow creation.

The workflow is then displayed with all the details for review. Make sure everything is correct as it is now directly activated and will send emails or other actions without further confirmation as soon as you hit the Activate button.

It is always possible to deactivate, edit, or clone an existing and running workflow from this screen to easily create a similar workflow.

Successful creation of a workflow

Do you have a manager to successfully create a workflow rule in your SalesForce?

Please let us know and don't hesitate to ask us your questions.