Workflow Outbound Messages are a powerful automation feature in Salesforce that enable real-time integration between Salesforce and external systems. As a Platform Administrator, understanding this functionality is essential for building robust automated processes.
An Outbound Message is a workflo…Workflow Outbound Messages are a powerful automation feature in Salesforce that enable real-time integration between Salesforce and external systems. As a Platform Administrator, understanding this functionality is essential for building robust automated processes.
An Outbound Message is a workflow action that sends a SOAP-based XML message to a designated external endpoint whenever specific criteria are met. When a workflow rule fires and includes an outbound message action, Salesforce automatically generates and transmits data to the specified URL.
Key components of Outbound Messages include:
1. **Endpoint URL**: The external web service address that receives the message. This must be a valid HTTPS URL capable of processing SOAP requests.
2. **User for Sending**: The Salesforce user context under which the message is sent, affecting security and permissions.
3. **Selected Fields**: Administrators choose which fields from the triggering record to include in the outbound message payload.
4. **Session ID**: Optionally included to allow the receiving system to make API callbacks to Salesforce.
Outbound Messages operate asynchronously and include a retry mechanism. If the external endpoint fails to acknowledge receipt, Salesforce attempts redelivery for up to 24 hours. The receiving system must respond with a positive acknowledgment to confirm successful delivery.
Common use cases include:
- Syncing Salesforce data with ERP systems
- Triggering external approval processes
- Updating inventory management systems
- Notifying external applications of record changes
To monitor outbound messages, administrators can access Setup and navigate to Outbound Messages under Monitoring. This interface displays pending messages and delivery status.
While Process Builder and Flow have largely superseded traditional workflow rules for new implementations, Outbound Messages remain valuable for organizations with existing integrations or specific SOAP-based requirements. They provide a declarative, code-free method to achieve system integration, making them accessible to administrators who may not have development expertise.
Workflow Outbound Messages: Complete Guide for Salesforce Administrators
What Are Workflow Outbound Messages?
Workflow Outbound Messages are a type of workflow action in Salesforce that send SOAP-based XML messages to external web services when specific criteria are met. They enable Salesforce to communicate with external systems by transmitting field values from records to designated endpoint URLs.
Why Are Outbound Messages Important?
Outbound Messages serve as a critical integration mechanism in Salesforce for several reasons:
• Real-time Integration: They allow Salesforce to notify external systems when data changes occur • Declarative Solution: No code is required to set up basic integrations • Reliable Delivery: Salesforce queues messages and retries failed deliveries for up to 24 hours • Audit Trail: Message delivery status can be monitored through the Outbound Message Queue
How Workflow Outbound Messages Work
1. Trigger: A workflow rule evaluates to true based on record creation or update 2. Message Creation: Salesforce generates an XML message containing specified field values 3. Delivery: The message is sent via SOAP to the configured endpoint URL 4. Acknowledgment: The external system must return an acknowledgment; otherwise, Salesforce retries 5. Queue Management: Undelivered messages remain in the queue and are retried automatically
Key Components of an Outbound Message:
• Name: Unique identifier for the action • Object: The object whose field values will be sent • Endpoint URL: The external web service URL receiving the message • User to Send As: The user context for the message • Fields to Send: Selected fields included in the XML payload • Session ID: Optional inclusion for callback authentication
Limitations to Remember:
• Only works with Workflow Rules (not Process Builder or Flow for native outbound messages) • Messages are asynchronous and not guaranteed to be delivered in order • Maximum of 100 fields can be included per message • External endpoint must be able to process SOAP messages • Retry period is 24 hours before messages expire
Exam Tips: Answering Questions on Workflow Outbound Messages
1. Understand the Use Case: Exam questions often present scenarios requiring integration with external systems. When you see requirements for notifying external applications about Salesforce data changes, consider Outbound Messages as a potential answer.
2. Know the Protocol: Outbound Messages use SOAP/XML format. If a question mentions REST API requirements, Outbound Messages would not be the correct choice.
3. Remember the Retry Behavior: Questions may test your knowledge of what happens when delivery fails. Know that messages are queued and retried for 24 hours.
4. Session ID Purpose: If a question asks about allowing external systems to call back into Salesforce, the Session ID option is relevant for authentication purposes.
5. Asynchronous Nature: Outbound Messages do not execute synchronously. They are queued and processed separately from the triggering transaction.
6. Monitoring Location: Know that administrators can view pending and failed messages in Setup under Outbound Messages in the Monitoring section.
7. Comparison Questions: Be prepared to differentiate Outbound Messages from other integration options like Platform Events, External Services, or Apex callouts. Outbound Messages are specifically tied to Workflow Rules.
8. Order of Execution: Remember that Outbound Messages are not sent until after the entire transaction commits successfully to the database.
Common Exam Scenarios:
• A company needs to update an external inventory system when an Opportunity closes - Outbound Message is appropriate • Real-time synchronous response is required - Outbound Message is NOT appropriate • Integration requires JSON format - Outbound Message is NOT appropriate • Need to send Case information to a ticketing system when status changes - Outbound Message can work