CRMGuidance Blog

Allow changes in formula field value to trigger workflow

Posted by Sheila B. on Oct 15, 2016 11:09:05 AM

One of the most common uses and requests that we get related to Salesforce Workflow is "Can we set up a Workflow Rule that automatically sends out Alerts based on  the time of Day"?

The answer is yes, but currently, it requires you to use the AppExchange App "Unlimited Workflows, (AKA Workflow for Professional Edition). 

No matter if you have Salesforce Professional Edition or Salesforce Enterprise Edition, this can be acheived with AppExchange App "Unlimited Workflows".  Using Unlimited Workflows (also known as Workflow for Professional Ediiton", here is what we did for a client who recently had the following requirement:

We would like to create workflow rule to send our active clients an email alert on the 15th and 25th of every month during business hours.  How should the workflow rule look so that it works correctly?

Here is what we did to deliver this requirement:
 
First created the following new custom fields;
  • Filed Name: Day of the Month

            -  Type is formula field, number, no decimals
            -  Insert this as your formula: DAY(TODAY())

  • Field Name: 15th Notice Sent
           - Type is checkbox
  • Field Name: 25th Notice Sent

            - Type is checkbox

            - Type is checkbox
 
  • Field Name: Hour of Day *** Note: The hour will be represented in military time; i.e. 4 PM = 16

            - Type is Number, no decimals

            - Formula: VALUE(MID(TEXT(NOW()),12,2)) - 5

           ********* The last digit (-5 above) represents the time zone in  GMT NOTE: -4 = Eastern, - 8 = Pacific
 
Created the  Workflow Rule
 
Rule Criteria
  • Active = True
  • Day of the Month = 15
  • Hour of Day = 10 (this is optional, ignore if you don't care about what time it gets sent. Without this, your alert will go out shortly after midnight on the 15th)
  • 15th Notice Sent = False
 
Evaluation Criteria = Set to Option 3
 
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Workflow Actions
  • Email Alert
  • Field Update: Set 15th Notice Sent to True
 
Created another Workflow Rule
 
Named it "Reset 15th and 25th Alert Notices"
 
Rule Criteria
  • Active = True
  • Day of the Month = 1
  • 15th Notice Sent = True
  • 25th Notice Sent = True
(1 AND 2) and (3 or 4)
 
Evaluation Criteria = Set to Option 3
 
Workflow Actions
  1. Field Update: Set 15th Notice Sent to False
  2. Field Update: Set 25th Notice Sent to False
 
Feel free to share any specific requirements you have, and we'll gladly build your rule for you. We will post the resluts here to help others just like yoursef. Send your Workflow ideas to support@crmguidance.com

Workflow for Professional Available in: Salesforce Professional Enterprise, Performance, Unlimited, Developer, and Database.com Editions,  Allow changes in formula field value to trigger workflow

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Sheila B.

Written by Sheila B.

Topics: Salesforce Triggers & Salesforce Workflow