Tuesday, February 4, 2014

Salesforce Time-Dependent Workflow and Entry Criteria

Time-Dependent Workflow is a very nice feature out-of-the-box from Salesforce. You can easily configure it to do action such as: create task, send email alert, field update and send outbound message. The actions will only trigger when a certain date or hour hit as it is configured.

Actions for Time-Dependent Workflow is exactly the same with Immediate Workflow, and you can share the same actions between Time-Dependent Workflow with Immediate Workflow, depend on your business needs, even to combine Time-Dependent and Immediate workflow in the same workflow rule.

One thing you need to note when create Time-Dependent Workflow is the Evaluation Criteria, make sure it is set to created or created, and any time it’s edited to subsequently meet criteria only. Created, and every time it’s edited will NOT allow you to have Time-Dependent Actions.

I get a request from my user to change a running Time-Dependent Workflow from 7 days before Birthdate to 14 days before Birthdate. Here is the step:
1. Screenshot existing Time-Dependent Workflow with the actions (for backup purpose)
2. Deactivate the workflow
3. Remove all existing actions in that Time-Dependent Workflow
4. Edit Time-Dependent Workflow and you will be able to modify the day to 7 days
5. Add back all existing actions for that Time-Dependent Workflow
6. Activate the workflow back

Few items to note:
1. All existing data will be NOT trigger again for Time-Dependent workflow, because it already met the entry criteria earlier. So, if your Entry Criteria is 'Evaluate the rule when a record is created, and any time it’s edited to subsequently meet criteria', you need to make the record to 'meet' the criteria again:

  • Update the record NOT to meet the criteria, then update it back to meet the criteria.
  • Example: if we are using Rule Criteria "Birthdate NOT EQUAL TO null", we need to make it to null first (make sure to backup first), then populate the original Birthdate back, so it will meet the criteria again.

2. Monitoring, you can monitor record queue to be triggered for Time-Based Workflow from Setup - Administration Setup - Monitoring - Time-Based Workflow. You can select some criteria to monitor the queue or just leave all to --None-- and hit Search button.


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