Â A workflow rule is an automation that triggers when certain criteria are met to set an action into motion.
It is defined in 3 stages.
First the Evaluation Criteria (user action): evaluate the rule criteria each time a record is created, or created and every time itâ€™s edited (any field of the record is updated) or created and every time itâ€™s edited to subsequently meet criteria (filter on certain fields only).
Second the Rule Criteria: set the conditions (or Rule Criteria) that would trigger the actions.
And finally, create the actions that will be automated: Task, Email, Field Update, and Outbound Messages.
It is also possible to add a Time Trigger which will store the action in a queue and when the date is reached, the time-dependent action is executed. The action is effectively created when the trigger criteria are met, but its execution is deferred. The pending action can be viewed and/or canceled in the Setup / Monitor / Workflow queue.
Workflow rules are limited to 500 per object. You can follow the limits per object in Customize / Object Name / Limits. Workflow rules can trigger other workflow rules.
Example: A user updates the opportunity status to ” proposal received “, a notification email will be sent to the recordâ€™sÂ owner.