CRMGuidance Blog

Top 15 Workflow Rules for Salesforce Professional Edition Users

Posted by Mike Johnson on Jul 14, 2015 8:31:00 AM

Historically, Salesforce Professional Edition users do not have a great deal of experience using Salesforce automation tools to address their automation needs. So we thought it would be helpful to share the 15 - 20 most commonly requested Workflow Rules that our customers ask our support team to build for them.

FYI: These rules are possible because the Professional Edition customers are using "Workflow for Professional Edition" from the AppExchange, voted as one of the Top Salesforce Apps for Professional Edition

Available Workflow Actions with Workflow for Professional Edition

  1. Email Alerts- send an alert to a Lead, Contact, Related Contact, Users, Non User, and Role, or the Record Owner
  2. Create New Records – this Salesforce Trigger functionality enables you to create a record on current or a related object, including from Opportunity to Lead
  3. Field Updates – update any editable field on any standard to custom object
  4. Tasks – create a Salesforce Task for the Record Owner, Role or any User

Sample_Workflow_Rule_for_Workflow_for_Professional_Edition


 

The following represents a list of Sample Salesforce Workflow that are now possible in Professional Edition with the AppExchange Plug-in “Workflow for Professional Edition”.  Feel free to share a few of your really cool “high value” workflow ideas with us as well. We will post them here and give you credit. Send your Workflow ideas to support@crmguidance.com


Salesforce Workflow Objective:  Automatically set the name of an Opportunity
Object Selected: Opportunity
Description: Sets the name of the Opportunity based on Account Name and 1 other field on Opportunity
Evaluation Criteria: When the Record is Created.
Workflow Rule Criteria: Field Name “Opportunity Name is NOT equal to ” __________
Workflow Automation: Update opportunity Name with _________________________

(For Example: The blank above could be a new formula field that concatenates Account Name and 1 or more fields from your Opportunity Object)


Salesforce Workflow Objective:  Send an email alert, within 45 minutes of a meeting with a Lead
Object Selected: Lead
Description: Send an Email Reminder to my Lead before all of my scheduled meetings
Evaluation Criteria: Created, and any time it’s edited to subsequently meet criteria
Workflow Rule Criteria: Field Name “Minutes Before Meeting” is less than or equal to 45
Workflow Automation: Email Alert: Send Email Alert with meeting details

Salesforce Workflow Objective:  Create new Opportunity for all monthly subscriptions
Object Selected: Opportunity
Description: Send an Email Reminder to my Lead before each of our scheduled meetings
Evaluation Criteria: Created, and any time it’s edited to subsequently meet criteria
Workflow Rule Criteria: Stage = Closed/Won, Type= Monthly Subscription
Workflow Automation: Create New Record
Workflow Automation: Field Update, update New Opportunity Created


Salesforce Workflow Objective:  Notify Operations of new closed deal
Object Selected: Opportunity
Description: Send an Email with all of the related details to Accounting
Evaluation Criteria: Created, and any time it’s edited to subsequently meet criteria
Workflow Rule Criteria: Opportunity Stage equals Closed/Won
Workflow Automation: Email Alert: Send Email Alert with Opportunity Details


Salesforce Workflow Objective:  Field Update – Set Lead Status to Inactive
Object Selected: Lead
Description: Setting neglected Leads to Inactive
Evaluation Criteria: Created, and any time it’s edited to subsequently meet criteria
Workflow Rule Criteria: Days Since Last Activity = 30, AND Status Not Equal To Qualified
Workflow Automation: Field Update: Set Status to Inactive


Salesforce Workflow Objective: Owner to Follow Up Before a Contract Expires
Object Selected: Contract
Description: Send an email alert to the Opportunity and Contract Owner 30 days before Contract expires
Evaluation Criteria: Created, and any time it’s edited to subsequently meet criteria
Workflow Rule Criteria: Contract = Active, AND, Days til Contract Expiration = 30
Workflow Automation: Field Update – Set “30 Day Notice Sent” to True
Workflow Automation: Email Notification – Send Email Template “ to Customer
Workflow Automation: New Task Created for Contract Owner


Salesforce Workflow Objective: Create New Leads from Lost Opportunities
Object Selected: Opportunity
Description: Anytime we lose a deal, reset it to a Lead
Evaluation Criteria: Created, and any time it’s edited to subsequently meet criteria
Workflow Rule Criteria: Opportunity Stage = Close/Lost AND Type = New Customer AND Service Type = Warranty
Workflow Automation: Create A New Lead Record


Salesforce Workflow Objective: Send an email template with all of the links to Salesforce training videos for our new Users
Object Selected: User Detail
Description: Anytime we create a new Sales User, send them them links to our Salesforce training materials
Evaluation Criteria: Created, and any time it’s edited to subsequently meet criteria
Workflow Rule Criteria: Profile = Sales AND Active = True
Workflow Automation: Send email template “New Hire Training Materials”


Salesforce Workflow Objective: Create Projects for the Project Team
Object Selected: Opportunity
Description: Anytime we lose a deal, reset it to a Lead
Evaluation Criteria: Created, and any time it’s edited to subsequently meet criteria
Workflow Rule Criteria: Opportunity Stage = Close/Won
Workflow Automation: Create A New Project Record
Workflow Automation: Send an Email Alert to the Project Team
Workflow Automation: Create a Task for Opportunity Owner, Due 7 Days after Closed Date, for knowledge transfer to PM Team


Salesforce Workflow Objective: Email-to-Case Solution: Set Case Status to Customer Response Received, on Inbound Email
Object Selected: Case
Description: Alert the Case Queue Team of inbound email received from the customer
Evaluation Criteria: Any time the criteria is met. Created and or Edited is not a factor.
Workflow Rule Criteria: Email Message Status = Inbound Message Received AND Status != Closed
Workflow Action: Field Update, Set Case Status to Customer Response Received


Salesforce Workflow Objective: Assign Credit Check for New Customer
Object Selected: Opportunity
Description: Send the Accounts Receivable department a notice to check the credit of all new potentials customer 15 days before the opportunity close date if the deal is greater than $50,000
Evaluation Criteria: Any time the criteria is met. Created and or Edited is not a factor
Workflow Rule Criteria: Opportunity: Amount >= to 50,000 AND Opportunity: Closed equals False AND Opportunity: New Customer equals True AND Days til Close Date = 15
WorkflowAutomation: Field Update, Set-up “Credit Check Requested” to True
Workflow Action: Send Email Alert to Accounts Receivable (Email Template contains merged fields from Account and Opportunity Objects)


Salesforce Workflow Objective:  Send an email alert, within 45 minutes of a meeting with a Contact
Object Selected: Contact
Description: Send an Email Reminder to my Lead before all of my scheduled meetings
Evaluation Criteria: Created, and any time it’s edited to subsequently meet criteria
Workflow Rule Criteria: Field Name “Minutes Before Meeting” is less than or equal to 45
Workflow Automation: Email Alert: Send Email Alert with meeting details


Salesforce Workflow Objective:  Convert Leads to Opportunity, Account, Contact
Object Selected: Lead
Description: Automatically convert high scoring leads to Opportunities
Evaluation Criteria: Created, and any time it’s edited to subsequently meet criteria
Workflow Rule Criteria: Lead Score = (a specific number)
Workflow Automation: Create New Record (This function is not available in Workflow For Professional Edition. **This automation function requires the Auto Convert Lead to an Opportunity App for this capability


Salesforce Workflow Objective:  Send a Product Tip to a New Lead
Object Selected: Lead
Description: Send an Email Alert containing Product Tips
Evaluation Criteria: Created, and any time it’s edited to subsequently meet criteria
Workflow Rule Criteria: Lead Age = 2 hours AND Status Not Equal to Not Qualified, Qualified
Workflow Automation: Email Alert: Send Email Alert with tip details


Workflow for Professional Available in: Salesforce Professional Enterprise, Performance, Unlimited, Developer, and Database.com Editions

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Mike Johnson

Written by Mike Johnson

Topics: How to Use Salesforce, Salesforce Triggers & Salesforce Workflow, Salesforce Professional Edition