EXAMPLES OF WORKFLOW RULES

Summary Workflow Rule Examples

Looking for ideas on how
workflow rules can help Looking for ideas on how workflow rules can help streamline your business? Check out these examples.
streamline your business? Business Processes
Check out these examples. Follow Up Before Contract Expires
Follow Up when Platinum Contract Case Closes
Assign Credit Check for New Customer
Notify Account Owner About New, High-Priority Cases
Set a Default Entitlement for Each New Case
Update Shipment Status if Shipment is Delayed
Automatically Activate New Users
Cross-Object Processes
Notify Sales VP About Cases Filed for Top Accounts
Set Default Opportunity Name
Set Target Resolution Date for Cases
Update Application Record when Candidate Accepts Job
Deal Management
Track Closed Opportunities
Override Default Opportunity Close Date
Report Lost Opportunities
Report Unassigned Leads
Send Alert if Quote Line Item Discount Exceeds 40%
Notifications
Notify Key People About Account Owner Changes
Set Reminder for Contact Birthday
Set Reminder for High-Value Opportunity Close Date
Notify Account Owner of Updates by Others

Follow Up Before a Contract Expires

Object Contract

Description Email a reminder to the renewal manager 20 days before a contract’s end date.

Last updated: January 11, 2018

Examples of Workflow Rules Workflow Rule Examples

Evaluation Criteria Evaluate the rule when a record is: created, and any time it’s
edited to subsequently meet criteria.

Rule Criteria (Filter) Run this rule if the following criteria is met.
(Contract: Status equals Activated)

Immediate Actions None

Time-Dependent 20 Days Before Contract: End Date—Email Alert: Email a reminder to the
Actions renewal manager to confirm whether the client wants an extension.

Follow Up When a Platinum Contract Case Closes

This example assumes that a Contract Type custom picklist is used to identify the contract level on
cases and that the picklist contains the Platinum value.

Object Case

Description If the customer has a platinum contract agreement, email a feedback request to
the case contact 7 days after a high-priority case has been closed.

Evaluation Criteria Evaluate the rule when a record is: created, and any time it’s
edited to subsequently meet criteria.

Rule Criteria (Filter) Run this rule if the following criteria are met.
(Case: Priority equals High) and
(Case: Closed equals True) and
(Case: Contract Type equals Platinum)

Immediate Actions None

Time-Dependent 7 Days After Case: Date/Time Closed—Email Alert: Email a feedback

Actions request to the case contact.

Assign Credit Check for a New Customer

This example assumes that a New Customer custom field is on opportunities.

Object Opportunity

Description Assign the Accounts Receivable (AR) department a task to check the credit of a
potential customer 15 days before the opportunity close date if the amount is
greater than $50,000.

Evaluation Criteria Evaluate the rule when a record is: created, and any time it’s
edited to subsequently meet criteria.

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Examples of Workflow Rules Workflow Rule Examples

Rule Criteria (Filter) Run this rule if the following criteria are met.
(Opportunity: Amount greater than 50000) and
(Opportunity: Closed equals False) and
(Opportunity: New Customer equals True)

Immediate Actions None

Time-Dependent 15 Days Before Opportunity: Close Date—Task: Create a task for users in the
Actions Accounts Receivable role to run a credit check.

Notify Account Owner About New, High-Priority Cases

This example assumes that a Service Level Agreement custom picklist called SLA identifies the agreement
level on accounts and contains the Platinum value.

Object Case

Description Notify the account owner when a high-priority case is created for accounts with
a platinum SLA.

Evaluation Criteria Evaluate the rule when a record is: created.

Rule Criteria (Filter) Run this rule if the following criteria are met.
(Case: Priority equals High) and
(Account: SLA equals Platinum)

Immediate Actions Email Alert: Email the details of the high-priority case to the account
owner.

Time-Dependent None
Actions

Set a Default Entitlement for Each New Case

This example assumes that an active, autolaunched flow looks up the relevant entitlement based on the
account, asset, or contact associated with the new case and updates the case with the entitlement name.
The pilot program for flow trigger workflow actions is closed. If you've already enabled the pilot in your
org, you can continue to create and edit flow trigger workflow actions. If you didn't enable the pilot in
your org, use the Flows action in Process Builder instead.

Object Case

Description Set a default entitlement on each new case.

Evaluation Criteria Evaluate the rule when a record is: created.

Rule Criteria (Filter) Run this rule if the following criteria is met.
(Case: Status not equal to Closed)

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Examples of Workflow Rules Workflow Rule Examples

Immediate Actions Flow Trigger: Look up and assign the relevant entitlement to the case.
Pass the account, asset, or contact associated with the new case into the relevant
flow variable to enable the entitlement lookup. Pass the case ID into the relevant
flow variable to enable the case update.

Time-Dependent None.
Actions

Update Shipment Status If Shipment Is Delayed

Object Shipment

Description Update the Shipment Status field to Delayed if a shipment has exceeded
the expected delivery date and hasn’t reached the customer.

Evaluation Criteria Evaluate the rule when a record is: created, and any time it’s
edited to subsequently meet criteria.

Rule Criteria (Filter) Run this rule if the following criteria is met.
(Shipment: Status not equal to Delivered)

Immediate Actions None

Time-Dependent 1 day after Shipment: Expected Delivery Date—Field Update: Change

Actions Shipment Status field to Delayed on Shipment record.

Automatically Activate New Users

Object User

Description Make sure that each new user is active so that the user can log in to Salesforce.

Evaluation Criteria Evaluate the rule when a record is: created.

Rule Criteria (Filter) Run this rule if the following criteria is met.
(User: Active equals False)

Immediate Actions Field Update: Set Active to True.

Time-Dependent None.
Actions

Notify Sales VP About Cases Filed for Top Accounts

This workflow rule is for sales VP who want to know about cases filed for top accounts. Top accounts are
determined by size and revenue.

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Examples of Workflow Rules Workflow Rule Examples

Object Case

Description Notify sales VP about cases filed for top accounts.

Evaluation Criteria Evaluate the rule when a record is: created.

Rule Criteria (Filter) Run this rule if the following criteria are met.
AND(Account.AnnualRevenue > 500000,
Account.NumberOfEmployees > 5000)

Immediate Actions Email Alert: Notify VP about cases for large accounts.

Time-Dependent None
Actions

Set Default Opportunity Name

The opportunity naming convention for some companies is Account Name: Opportunity
Name. To automate the default name of each opportunity in your org, create the following workflow
rule.

Object Opportunity

Description Enforce opportunity naming convention.

Evaluation Criteria Evaluate the rule when a record is: created, and every time it’s
edited.

Rule Criteria (Filter) Run this rule if the following criteria is met.
NOT(CONTAINS( Name, Account.Name ))

Immediate Actions Field Update: Set opportunity name to the following formula.
Account.Name & ": " & Name

Time-Dependent None
Actions

Set Target Resolution Date for Cases

This example sets a case resolution date based on the value of a field on the associated account. It uses
a custom picklist field on accounts called Support Level, which has three values: Basic, Standard,
and Premium. It also has a custom date field on cases called Target Resolution Date.
Use the following three workflow rule examples to set the target resolution date of a case based on the
support level for the related account.
Set Resolution Date for Basic Support

Object Case

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Examples of Workflow Rules Workflow Rule Examples

Description Set the case target resolution date for accounts that have basic support level to
30 days from today.

Evaluation Criteria Evaluate the rule when a record is: created.

Rule Criteria (Filter) Run this rule if the following formula is true.
ISPICKVAL(Account.Support_Level__c , "Basic")

Immediate Actions Field Update: Set the Target Resolution Date to Today() + 30.

Time-Dependent None
Actions

Set Resolution Date for Standard Support

Object Case

Description Set the case target resolution date for accounts that have standard support level
to 14 days from today.

Evaluation Criteria Evaluate the rule when a record is: created.

Rule Criteria (Filter) Run this rule if the following formula is true.
ISPICKVAL(Account.Support_Level__c , "Standard")

Immediate Actions Field Update: Set the Target Resolution Date to Today() + 14.

Time-Dependent None
Actions

Set Resolution Date for Premium Support

Object Case

Description Set the case target resolution date for accounts that have premium support level
to 5 days from today.

Evaluation Criteria Evaluate the rule when a record is: created.

Rule Criteria (Filter) Run this rule if the following formula is true.
ISPICKVAL(Account.Support_Level__c , "Premium")

Immediate Actions Field Update: Set the Target Resolution Date to Today() + 5.

Time-Dependent None
Actions

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Examples of Workflow Rules Workflow Rule Examples

Update Application Record When Candidate Accepts Job

This workflow rule closes the Application record when a candidate accepts the job. Cross-object field
updates to the master record are supported between custom objects in a master-detail relationship.

Object Candidate

Description Change the Application Status field to Closed for the custom
Application object when the Candidate Status field for the custom
Candidate object changes to Accepted.

Evaluation Criteria Evaluate the rule when a record is: created, and any time it’s
edited to subsequently meet criteria.

Rule Criteria (Filter) Run this rule if the following criteria is met.
(Candidate: Status equals Accepted)

Immediate Actions Field Update: Change the Application Status field to Closed
on parent Application record.

Time-Dependent None
Actions

Track Closed Opportunities

This example assumes that a Closed Opportunities record type provides additional information to certain
profiles.

Note: For information on record types, see Tailor Business Processes to Different Users.

Object Opportunity

Description Change the record type of closed-won opportunities.

Evaluation Criteria Evaluate the rule when a record is: created, and every time it’s
edited.

Rule Criteria (Filter) Run this rule if the following criteria are met.
(Opportunity: Closed equals True) and
(Opportunity: Stage equals Closed Won)

Immediate Actions Field Update: Set the record type to Closed Opportunities.

Time-Dependent None
Actions

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Examples of Workflow Rules Workflow Rule Examples

Override the Default Opportunity Close Date

Object Opportunity

Description Override the default close date from the close of the quarter to 6 months after
the opportunity is created.

Evaluation Criteria Evaluate the rule when a record is: created.

Rule Criteria (Filter) Run this rule if the following criteria is met.
(Opportunity: Closed equals False)

Immediate Actions Field Update: Use the following formula to set the opportunity close date
to 6 months after the creation date.
DATE( YEAR(TODAY()) , (MONTH(TODAY()) + 6),
DAY(TODAY()))

Time-Dependent None
Actions

Report Lost Opportunities

Object Opportunity

Description Notify the VP of sales when a deal is lost if the stage was Proposal/Price Quote
and the amount was greater than $1 million.

Evaluation Criteria Evaluate the rule when a record is: created, and every time it’s
edited.

Rule Criteria (Filter) Run this rule if the following formula is true.
AND( ISCHANGED(StageName),
ISPICKVAL(PRIORVALUE(StageName) , "Proposal/Price
Quote"), ISPICKVAL(StageName,"Closed Lost"), (Amount
>1000000))

Immediate Actions Email Alert: Notify the VP of sales role that the deal was lost.

Time-Dependent None
Actions

Report Unassigned Leads

This example assumes that all unassigned leads are placed in an unassigned leads queue by a leads
assignment rule.

Object Lead

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Examples of Workflow Rules Workflow Rule Examples

Description Ensure that unassigned leads are tracked in a timely manner by notifying the
manager if a lead is not accepted in 2 days.

Evaluation Criteria Evaluate the rule when a record is: created, and any time it’s
edited to subsequently meet criteria.

Rule Criteria (Filter) Run this rule if the following criteria is met.
Lead Owner equals Unassigned Lead Queue

Immediate Actions None

Time-Dependent 2 Days After Lead: Last Modified Date—Email Alert: Notify the manager
Actions role that the queue has unassigned leads that are older than 2 days.

Send Alert If Quote Line Item Discount Exceeds 40%

Object Quote Line Item

Description Ensure that an email alert is sent if a sales rep applies a quote line item discount
that exceeds 40%.

Evaluation Criteria Evaluate the rule when a record is: created, and any time it’s
edited to subsequently meet criteria.

Rule Criteria (Filter) Run this rule if the following criteria is met.
Quote Line Item: Discount is greater than 40

Immediate Actions Email Alert: Notify the manager role that the quote line item discount
exceeds 40%.

Time-Dependent None
Actions

Notify Key People About Account Owner Changes

Object Account

Description Notify key people in the sales department when the owner of an account changes
if the account’s annual revenue is greater than $1 million.

Evaluation Criteria Evaluate the rule when a record is: created, and every time it’s
edited.

Rule Criteria (Filter) Run this rule if the following formula is true.
AND( ISCHANGED(OwnerId), AnnualRevenue > 1000000 )

Immediate Actions Email Alert: Notify the person in the sales operations role of the change
in account ownership.

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Examples of Workflow Rules Workflow Rule Examples

Time-Dependent None
Actions

Set Reminder for Contact Birthday

This example assumes that a Next Birthday custom formula field uses the following formula to
calculate the date of the contact’s next birthday on contact records.
IF(MONTH(Birthdate) >
MONTH(TODAY()),DATE(YEAR(TODAY()),MONTH(Birthdate),DAY(Birthdate)),
IF(MONTH(Birthdate) <
MONTH(TODAY()),DATE(YEAR(TODAY())+1,MONTH(Birthdate),DAY(Birthdate)),
IF(DAY(Birthdate) >=
(DAY(TODAY())),DATE(YEAR(TODAY()),MONTH(Birthdate),DAY(Birthdate)),
DATE(YEAR(TODAY())+1,MONTH(Birthdate),DAY(Birthdate)))))

Object Contact

Description Send an email to the contact 2 days before the contact’s birthday.

Evaluation Criteria Evaluate the rule when a record is: created.

Rule Criteria (Filter) Run this rule if the following formula is true.
(Contact: Birthdate not equal to null) and
(Contact: Email not equal to null)

Immediate Actions None

Time-Dependent 2 Days Before Contact: Next Birthday—Email Alert: Send a birthday

Actions greeting to the contact’s email address.

Set Reminder for High-Value Opportunity Close Date

Object Opportunity

Description Remind the opportunity owner and senior management when the close date is
approaching for an opportunity that has an amount greater than $100,000. Create
a follow-up task for the opportunity owner if the deal is still open when the close
date passes.

Evaluation Criteria Evaluate the rule when a record is: created, and any time it’s
edited to subsequently meet criteria.

Rule Criteria (Filter) Run this rule if the following criteria are met.
(Opportunity: Amount greater than 100000) and
(Opportunity: Closed equals False)

Immediate Actions None

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Examples of Workflow Rules Workflow Rule Examples

Time-Dependent • 30 Days Before Opportunity: Close Date—Email Alert: Notify the

Actions opportunity owner that 30 days remain.
• 15 Days Before Opportunity: Close Date—Email Alert: Notify the
opportunity owner that 15 days remain.
• 5 Days After Opportunity: Close Date—Task: Create a follow-up task for
the opportunity owner to update the deal. Email Alert: Notify senior
management to involve executives.

Notify Account Owner of Updates by Others

Object Account

Description Notify the account owner when someone else updates the account if the
account’s annual revenue is greater than $1 million.

Evaluation Criteria Evaluate the rule when a record is: created, and every time it’s
edited.

Rule Criteria (Filter) Run this rule if the following formula is true.
AND( (LastModifiedById <> OwnerId), (AnnualRevenue >
1000000) )

Immediate Actions Email Alert: Notify the account owner that someone else has updated
the account.

Time-Dependent None
Actions

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