Best Explained: What is Workflow, It’s Limitations And Comparision

workflow in Salesforce

Hello, Friends, I am very happy to tell you all with this useful information. This post is only for Beginners. And for the experienced persons, this post helps them to refresh the things which they already know.

What is Workflow?

Workflow rules can help automate the following types of actions based on your organization’s processes: Tasks: Assign a new task to a user, role, or record owner. Email Alerts: Send an email to one or more recipients you specify. Field Updates: Update the value of a field on a record.

Limitations of the workflow

The workflow feature is only available in Enterprise, Unlimited, Performance, and Developer editions. For the Professional Edition, you can enable this feature after paying an extra amount. As Salesforce is based on a multitenant architecture, it imposes a few limitations on the workflow:

  • For each workflow rule, you can have the following:
  • 10-time triggers
  • 40 immediate actions
  • 40 time-dependent actions per time trigger
  • For both immediate and time-dependent actions in one workflow rule,

there can be no more than:

  • 10 email alerts
  • 10 tasks
  • 10 field updates
  • 10 outbound messages

Best Guide For: Salesforce Architecture

  • The workflow time trigger per hour limit for different editions are as follows:
  • Professional Edition: 250
  • Enterprise Edition: 500
  • Developer Edition: 50
  • Unlimited and Professional Edition: 1,000

Also Read: Best Explained: What Is Sales Process In Salesforce

  • The workflow e-mail limit per day is as follows:
  • 1,000 per Salesforce standard license
  • 200,000 per organization

Note: Once an organization’s daily e-mail limit of 200,000 exceeds, Salesforce will send a warning e-mail to the default workflow user and discard all the e-mails. Salesforce does not try to resend them later.

TIP: Whenever possible, automate your if/then statements with Process Builder instead of workflow rules.

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Difference between Workflows and ProcessBuilder

Salesforce offers various tools to automate business processes, for example, Flow, Workflow Rule, and Process Builder. So, it is required to understand the difference between these tools and when to use which. The following table describes the difference between these tools:

You can use the Process Builder to perform more actions than with workflow:
Create a record
Update any related record
Use a quick action to create a record, update a record, or log a call
Launch a flow
Send an email
Post to Chatter
Submit for approval
Call Apex methods
But the process builder doesn’t support outbound messages.
Workflow does only 4 actions
Create Task
Update Fiel
Email Alert
Outbound Message
Workflow Flow Process Builder
Visual designer Not available Available Available
Starts when A record is created or edited
  • The user clicks on a custom button/link
  • A Process starts
  • Apex is called
  • Inline Visualforce page
  • The user accesses a custom tab
A record is created or edited
Supports time-based actions? Yes Yes Supported, but only one scheduled-actions per criteria. This means that in the same Process, …
Must Read: W3: What is When is used? Why is it used?

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