Creating Workflow Action for assigning a task in Force.com

One of the workflow actions that we can set up to execute in Force.com platform is 'Task Assignment'. Let us explore the steps involved in setting up this type of workflow action using Force.com platform.

From the App Setup -> Create -> Workflow & Approvals -> Tasks, you can create a new Task and use it while setting up workflow actions.

Otherwise, while setting up workflow actions you can click on 'New Task'. Both actions take you to the same page.

If you had come into this page via the 1st route mentioned above, you will need to select the object to which this task belongs to.  In the 2nd route, the object you have selected for the workflow rule is automatically selected for the action as well.

Enter task assignment information. This can be set to a 'User', 'Role', 'Owner' or 'Creator'. Select Status and Priority for the task. Enter the Subject or Title for the task.

Set the due date for the task. This can be set based on a date field of the record or simply set it to the rule trigger date.

You can also check the 'Notify Assignee' box to send out an email notification to the assigned user  when the task assignment is made.



Save your work. If you created a new task, go ahead and associate it with a workflow rule and you will have a workflow action for assigning a task.


Happy cloud computing using Salesforce!

Creating Workflow Action for updating a field in Force.com

One of the workflow actions that we can set up to execute in Force.com platform is 'Updating a Field'. Let us explore the steps involved in setting up this type of workflow action using Force.com platform.

From the App Setup -> Create -> Workflow & Approvals -> Field Updates, you can create new Field Update and use it while setting up workflow actions.

Otherwise, while setting up workflow actions you can click on 'New Field Update'. Both actions take you to the same page.


Enter Name for the Field Update you are setting up. If you had come into this page via the 1st route mentioned above, you will need to select the object to which this field update belongs to.  In the 2nd route, the object you have selected for the workflow rule is automatically selected for the action as well.

Field to Update need to be specified. Based on the data type of the field selected for update, you get different options for specifying new field value. 

• If it is a nullable field type, you can specify a blank (null) value for the new field. 
• You can use a formula to set the new value. For example Today() + 7 for a date field.
• For Record Owners, you can choose the user for new assignment.
• For a boolean (True/False) type of field, you can select True or False as new value.
• Another type of field is 'Picklist' where possible values are predefined. If you are updating this type of field, you can set the value to one above or below the current choice or to a specific predefined value.

Re-evaluate Workflow Rules after Field Change checkbox allows you to re-evaluate all workflow rules on the object after the field value is updated and hence trigger any workflow rules if the criteria are met. 

Save your work. If you created a new field update, go ahead and associate it with a workflow rule and you will have a workflow action for updating a field.


Happy cloud computing using Salesforce!

Creating Workflow Action for sending out email alerts in Force.com

One of the workflow actions that we can set up to execute in Force.com platform is 'Sending out Email alerts'. Let us explore the steps involved in setting up this type of workflow action using Force.com platform.

From the App Setup -> Create -> Workflow & Approvals -> Email Alerts, you can create new email alerts and use it while setting up workflow actions.

Otherwise, while setting up workflow actions you can click on 'New Email Alert'. Both actions take you to the same page.

Enter Description for the Email Alert you are setting up. If you had come into this page via the 1st route mentioned above, you will need to select the object to which this email alert belongs to.  In the 2nd route, the object you have selected for the workflow rule is automatically selected for the action as well.

Email Template need to be specified. There are some standard email templates provided by the platform. If you need your own customized template, you must set up your email templates  in advance via Administration Setup -> Communication Templates -> Email Templates.

Email Recipients must be specified. There are 2 different ways you can specify who should receive the alerts. If your alert is going to someone in your organization, look for the recipient by Recipient Type. Based on your selection in the type, you get the Available Recipients list. You can select recipients among them. You may also specify up to 5 additional free form email addresses at the bottom section, if the recipient is someone outside your organization network in the Force.com platform.

From Email Address can be set to workflow user's email address or one of the organization-wide address that has been set up.

Save your work. If you created a new email alert, go ahead and associate it with a workflow rule and you will have a workflow action for sending out emails.

Happy cloud computing using Salesforce!

New Task option for Add Workflow Action in Force.com is missing

One of the workflow actions that we can set up in Force.com platform is a task assignment. So, you have a new custom object and you are setting up workflow rules for this object. You want to add a new task for workflow action. However, on the 3rd step of creating workflow rule, you do not see 'New Task' option under 'Add Workflow Action'. So, what are you missing?

When creating the custom object, there was an optional feature called 'Allow Activities'. You probably did not check that option. Go to the Edit page for your custom object and scroll down. You will see a section called 'Optional Features'.

Check 'Allow Activities', save and add workflow action now. The 'New Task' option will be available.

Happy cloud computing using Salesforce!