Salesforce automation tools are one of the most powerful CRM software workflow options.
You can think like an architect to create workflows. The three central automation, from the most basic to the most complex, are Workflow Rules and Process Builders. Salesforce Flow is the third.
This automation can help you achieve your goals, no matter how simple or complex they may seem.
Automation solutions for Salesforce Automation can automate a third of sales tasks. This allows teams to create their own processes and workflows which will save time and money for all companies.
This overview includes a Salesforce automation list and examples you can use to help you become your workflow architect.
1. Workflow rules
Most people are familiar with the if/then statement, a simple form of logic used by developers to determine what next action to take based on an action or command that came before.
This is the same logic Salesforce uses for its automation. Changing one record can often mean that another must be updated. This can be handled automatically by Workflow Rules (WFRs). All you have to do is create actions for certain triggers. These actions can then be scheduled to occur at a particular time or immediately. This is a simple and effective way to assign tasks or send an automated email.
WFRs have a limited functionality compared to their more robust counterparts. WFRs are still very popular because they can be used immediately and do not break or have issues. This allows companies to implement scalable strategies.
A WFR can update the candidate’s internal file automatically to “Candidate accepted” when a candidate accepts a job. The only thing needed on the backend is to enter True/False criteria indicating if the candidate accepts a job offer. If True, it will trigger an action that will update the status and send an alert.
These WFRs can send email alerts to the HR head or new employee’s manager when a candidate needs assistance. The company can then set up additional processes to ensure smooth and transparent on boarding.
WFRs are dependent on the binary outcome of each condition. This is both a strength as well as a limitation. Although they are easy to set up and use, each WFR must be built by itself, which requires a lot of manual labor to get the automations working. They’re worth the effort. For HR managers, automation can reduce repetitive administrative tasks by as much as 49 percent.
2. Process Builder
To build even wider-reaching automation, Salesforce created Process Builder. Process Builder is a more powerful version of WFRs, with the ability to create multi-stage functions. Process Builder allows you to create a series of actions to respond to each command.
Process Builder is a simple graphic representation of business processes. It can be used to create applications in fractions of the time that it takes to do manually. You can combine multiple workflows into one process. This makes it versatile.
However, it does have its limitations. Companies might need help to run multiple SQL queries at once, especially on a large scale. With more functionality and inherent complexity comes a greater demand for well-structured setups. Administrators are now responsible for creating triggers and criteria, allowing automation to run through Process Builder.
To avoid any unexpected exceptions or potential problems, it is important to deactivate or delete all relevant triggers before you start a new automation.
Process Builder will make the customer’s internal record closed-won when they sign up for your service. Email templates can be sent immediately with the “getting started” information.
Process Builder, unlike WFRs, can add additional steps to the process. A scheduled email can be set up to send out an email after a specified time, such as 48 hours. A detailed email with tips and tricks for using your software will be sent 48 hours after the initial email. Companies can create more personal emails by incorporating logic into these flows. Templates can be customized based on campaign type, service package, or event.
Automation can make it possible to be persistent. After sending automated follow-up emails, one sales company saw its revenues increase by more than 200%.
3. Flow Builder
Salesforce’s latest automation, Flow Builder, allows businesses to access customer and user data and create interactive automation using that data. You can provide a better user experience by making it easier for them to interact with your platform or site.
Flow Builder is an advanced but powerful tool that allows you to build flows. These applications automate specific processes by gathering data and working with Salesforce or other systems. It works in the same way as Process Builder but uses a graphic interface. In this instance, it is a series interfaces that allow you to update or create records. Help texts are included for clarity. Flow Builder has a drag-and-drop interface, which makes it easier than Process Builder.
The Salesforce Lightning interface allows you to easily hide or show the flow component depending on the criteria of your record pages. You can, for example, remove the flow component from a page after the user has completed it.
Suppose you want to create a flow that allows your staff to check out the tools and return them to you when they are done. You can create two subflows using Flow Builder for the “removal tool” and “return tool” stages of the borrowing process.
Flow Builder allows you to use a screen flow for creating the right form. This includes the tracking information such as the tool’s ID number and the name of the employee who is checking it out. These fields can be created as screens using Salesforce’s easy-to-use tools.
Interactive elements can also be used to keep track of every transaction. You can use logic decisions to get approval from a manager if a tool exceeds a certain dollar amount before it is removed.
You can use Flow Builder to create, modify, or delete records at specific stages of your flow. You can duplicate a user-driven automation in different areas of your business by getting information from the user.
Often, the choice between Process Builder and Flow Builder comes down to user preference. Some people prefer Process Builder, while others are more familiar with it. Flow Builder’s additional capabilities make it a must-learn Salesforce automation tool.
Managers can save time by using one additional automation to help with routine tasks. Approval rules are the most straightforward Salesforce automation. They verify that a request meets all conditions.
You can then easily create approval rules that control who and when approval requests are sent. Approval emails with recall and request functions can be used to streamline the work of sales reps.
An employee submits a document with the dates for their vacation request. Approval rules verify that the submitted information meets the criteria on the Approvals object page. Then, an email alert is sent to notify the appropriate party of the final yes/no decision.
The manager then signs off on the request. Approval rules are the first step to making sure that yes/no decisions within your company go smoothly.
Which automation tool is best for your job?
Although Workflow Rules are still being used in some organizations, they need to be more useful as a solution. Because you can add or modify the process at will, Building in Process Builder is almost always a better alternative to WFRs. Salesforce recommends Process Builder over WFRs. Process Builder also allows for fewer processes, resulting in less clutter and more flexibility.
The decision is between Process Builder or Flow Builder. Some users prefer Process Builder’s more restricted scope, as we have already stated. Flow Builder is able to be used for internal and external processes, giving it an advantage over other Salesforce automations.
Your unique requirements should be the determining factor in your decision. While it is recommended that you use an essential tool available for your particular use case, you should also consider future requirements. Process Builder will be the first to incorporate flows over time. Salesforce cautions against using a more straightforward tool to meet complex requirements. Constant readjustment could lead to wasted resources.
Whatever tools your teams use, creating automation processes that eliminate repetitive work and allow employees to work with purpose is essential. Salesforce automations allow you to personalize the CRM system to create workflows and make your workplace more creative.
