Use this link to share with your colleagues:
Understanding Workflow Part 3: Rule Criteria: https://help.pm.leapevent.tech/a/829736
Workflow is an older version of automation that Salesforce is phasing out. These instructions are still available to you for updating existing Workflows, but new automation should be built with Process Builder or Flow.
Workflow rules are used in PatronManager to automate updates or notifications and optimize efficiency! There are four main parts of a workflow rule:
- Object ("what")
- Evaluation Criteria ("when")
- Rule Criteria ("why")
- Actions ("what now?")
This article will look at the third part of a workflow rule: rule criteria. This is the "why" of the workflow rule.
Workflow falls under Salesforce Administration and is therefore outside the scope of PatronManager support services. If you have questions or need assistance, reach out in the Client Community or reference Salesforce's resources.
Once you've decided when the workflow rule will be evaluated, you need to define "why" the rule fires. You can establish rule criteria in one of two ways:
1. Field Value Logic
You should use rule criteria filters (and optionally, filter logic) when the fields you're using for your criteria live on the object you selected in Part 1. Those fields will be listed as options in the Field column.
Fill in the Following information:
- Run this rule if the: Select "criteria are met"
- Field: Choose the name of your field
- Operator: Pick an operator for that field (operators include: equals, less than, greater than, contains, starts with)
- Value: Enter the value for your criteria - If you use the Date Field, you can enter Relative Date Values like "TODAY". Here's a full list
- Add Filter Logic: If want to evaluate multiple fields, you can add "and/or" Filter Logic
- Click "Save & Next when you're ready
2. Formula
You can elect to define your workflow rule criteria based on a formula by selecting "formula evaluates to be true" from the "Run this rule if the following" drop-down menu. This will give you a formula editor, where you can access fields on the object you selected in Part 1, or fields on related objects (that live above your primary object in the data structure).
Use the "Insert Field" button to select the path to the field you'd like to use in your formula:
Those fields marked with a ">" give you more options. Using filters for rule criteria will not give you access to fields on other objects.
Another reason to use a formula for your rule criteria is for the ISCHANGED() and PRIORVALUE() functions
The formula functions you choose have some limitations in conjunction with Evaluation criteria you selected in Part 2 - the system will tell you if the Evaluation Criteria you chose doesn't play nicely with your functions when you click the "Check Syntax" button. For example, the ISCHANGED() and PRIORVALUE() functions only work with "created, and every time it's edited" Evaluation Criteria.
Formulas also allow you to compare field values and write calculations!
Remember: The system looks for the formula to evaluate to be "true"
This means you don't need to add IF functions to your workflow formula.