Workflow Rule Criteria in Salesforce defines the specific conditions that must be met for a workflow rule to trigger and execute its associated actions. As a Platform Administrator, understanding this concept is essential for automating business processes effectively.
Workflow rules evaluate recor…Workflow Rule Criteria in Salesforce defines the specific conditions that must be met for a workflow rule to trigger and execute its associated actions. As a Platform Administrator, understanding this concept is essential for automating business processes effectively.
Workflow rules evaluate records when they are created or edited, and the criteria determines whether the automation should fire. There are two primary ways to define criteria:
1. **Criteria-Based Evaluation**: This method uses field-based conditions where you specify the field, operator, and value. For example, you might set criteria where 'Status equals Closed' or 'Amount greater than 10000'. You can combine multiple conditions using AND/OR logic to create complex evaluation scenarios.
2. **Formula-Based Evaluation**: This approach allows you to write a formula that returns a TRUE or FALSE value. When the formula evaluates to TRUE, the workflow rule fires. This method provides greater flexibility for complex conditions that involve multiple objects, date calculations, or sophisticated logic.
When configuring workflow rules, you must also specify the evaluation criteria, which determines when Salesforce evaluates the rule:
- **Created**: The rule runs only when a record is first created
- **Created and every time it's edited**: The rule evaluates each time a record is saved
- **Created and any time it's edited to subsequently meet criteria**: The rule fires when a record is created meeting criteria, or when an edited record changes from not meeting to meeting the criteria
Best practices include keeping criteria simple and well-documented, testing thoroughly in sandbox environments, and considering the order of execution when multiple automation tools are involved. Remember that workflow rules are evaluated after validation rules but before assignment rules in the save order.
While workflow rules remain functional, Salesforce recommends using Flow Builder for new automation as workflow rules are no longer receiving new features.
Workflow Rule Criteria: Complete Guide for Salesforce Administrator Exam
Why Workflow Rule Criteria is Important
Workflow Rule Criteria is a fundamental concept in Salesforce automation that determines when a workflow rule should fire. Understanding this concept is essential for Salesforce Administrators because it forms the foundation of process automation and ensures that business processes execute at the right time with the correct records. Mastering this topic is crucial for passing the Salesforce Administrator certification exam.
What is Workflow Rule Criteria?
Workflow Rule Criteria defines the conditions that must be met for a workflow rule to trigger and execute its associated actions. When a record is created or edited, Salesforce evaluates the workflow rule criteria to determine whether the record qualifies for the workflow actions.
There are two main types of criteria you can use:
1. Filter Criteria - Uses field-based conditions with operators like equals, not equal to, greater than, less than, contains, starts with, and includes. This is the simpler option suitable for straightforward conditions.
2. Formula Criteria - Uses a formula that returns a TRUE or FALSE value. This option provides more flexibility for complex conditions involving multiple objects, advanced logic, or functions.
How Workflow Rule Criteria Works
The evaluation process follows these steps:
1. A user creates or edits a record 2. Salesforce checks the evaluation criteria setting (when the rule should be evaluated) 3. If evaluation criteria is met, Salesforce checks the rule criteria 4. If the record meets the rule criteria, workflow actions are queued or executed
Evaluation Criteria Options:
- Created - Rule evaluates only when a record is created - Created, and every time it is edited - Rule evaluates each time a record is created or updated - Created, and any time it is edited to subsequently meet criteria - Rule evaluates when created and when edited from not meeting criteria to meeting criteria
Key Considerations for Rule Criteria:
- Filter criteria can reference fields on the current object only - Formula criteria can reference fields from related objects using merge fields - Formula criteria must return TRUE for the workflow to fire - You can use up to 25 filter criteria conditions - The formula field limit is 3,900 characters
Exam Tips: Answering Questions on Workflow Rule Criteria
Tip 1: Know the Difference Between Filter and Formula Criteria Exam questions often test whether you understand when to use filter criteria versus formula criteria. Choose formula criteria when you need to reference related object fields or use complex logic with AND/OR combinations.
Tip 2: Understand Evaluation Criteria Scenarios Pay close attention to scenario-based questions that describe when a workflow should fire. Match the business requirement to the correct evaluation criteria option.
Tip 3: Remember the Third Evaluation Option The option Created, and any time it is edited to subsequently meet criteria prevents the workflow from firing repeatedly when a record already meets criteria. This is commonly tested.
Tip 4: Cross-Object References Require Formula If a question mentions evaluating criteria based on a parent record field or related object, the answer will involve formula criteria since filter criteria cannot access related objects.
Tip 5: Watch for Time-Based Workflow Considerations Time-based workflow actions have specific criteria requirements. Records must continue to meet the criteria when the time-based action is scheduled to execute.
Tip 6: Practice Reading Scenarios Carefully Exam questions may include subtle details about when automation should occur. Look for keywords like only when created, every time, or when it first meets the condition.
Tip 7: Know the Limitations Be aware that workflow rules evaluate in a specific order and that only one workflow rule per object can have time-dependent actions pending for a record at any given time.