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            Workflow Rule Examples

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            3. Automate Your Business Processes

            Workflow Rule Examples

            Looking for ideas on how workflow rules can help streamline your business? Check out these examples.

            Required Editions

            Important
            Important Support and updates for Workflow Rules have ended as of December 31, 2025. This means that support won't be provided for any workflow rules and bugs in the Workflow Rules product won't be fixed. See Workflow Rules & Process Builder End of Support.

            After December 31, 2025, existing workflow rules continue to run, and you can activate, deactivate, and edit them; however we recommend using Flow Builder. To migrate existing workflow rules, plan your switch to Flow Builder and use the Migrate to Flow tool. For new automations, create flows in Flow Builder.

            Important
            Important Where possible, we changed noninclusive terms to align with our company value of Equality. We maintained certain terms to avoid any effect on customer implementations.
            Available in: Lightning Experience and Salesforce Classic
            Available in: Enterprise, Performance, Unlimited, and Developer Editions

            Business Processes

            Cross-Object Processes

            Deal Management

            Notifications

            Follow Up Before a Contract Expires

            Object Contract
            Description Email a reminder to the renewal manager 20 days before a contract’s end date.
            Evaluation Criteria Evaluate the rule when a record is: created, and anytime it’s edited to subsequently meet criteria
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            (Contract: Status equals Activated)
            Immediate Actions None
            Time-Dependent Actions 20 Days Before Contract: End Date—Email Alert: Email a reminder to the renewal manager to confirm whether the client wants an extension.

            Follow Up When a Platinum Contract Case Closes

            This example assumes that a Contract Type custom picklist is used to identify the contract level on cases and that the picklist contains the Platinum value.

            Object Case
            Description If the customer has a platinum contract agreement, email a feedback request to the case contact 7 days after a high-priority case has been closed.
            Evaluation Criteria Evaluate the rule when a record is: created, and anytime it’s edited to subsequently meet criteria
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            (Case: Priority equals High) and 
(Case: Closed equals True) and 
(Case: Contract Type equals Platinum)
            Immediate Actions None
            Time-Dependent Actions 7 Days After Case: Date/Time Closed—Email Alert: Email a feedback request to the case contact.

            Assign Credit Check for a New Customer

            This example assumes that a New Customer custom field is on opportunities.

            Object Opportunity
            Description Assign the Accounts Receivable (AR) department a task to check the credit of a potential customer 15 days before the opportunity close date if the amount is greater than $50,000.
            Evaluation Criteria Evaluate the rule when a record is: created, and anytime it’s edited to subsequently meet criteria
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            (Opportunity: Amount greater than 50000) and 
(Opportunity: Closed equals False) and 
(Opportunity: New Customer equals True)
            Immediate Actions None
            Time-Dependent Actions 15 Days Before Opportunity: Close Date—Task: Create a task for users in the Accounts Receivable role to run a credit check.

            Notify Account Owner About New, High-Priority Cases

            This example assumes that a Service Level Agreement custom picklist called SLA identifies the agreement level on accounts and contains the Platinum value.

            Object Case
            Description Notify the account owner when a high-priority case is created for accounts with a platinum SLA.
            Evaluation Criteria Evaluate the rule when a record is: created
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            (Case: Priority equals High) and 
(Account: SLA equals Platinum)
            Immediate Actions Email Alert: Email the details of the high-priority case to the account owner.
            Time-Dependent Actions None

            Set a Default Entitlement for Each New Case

            This example assumes that an active, autolaunched flow looks up the relevant entitlement based on the account, asset, or contact associated with the new case and updates the case with the entitlement name.

            The pilot program for flow trigger workflow actions is closed. If you've already enabled the pilot in your org, you can continue to create and edit flow trigger workflow actions. If you didn't enable the pilot in your org, use Flow Builder to create a record-triggered flow, or use Process Builder to launch a flow from a process.

            Object Case
            Description Set a default entitlement on each new case.
            Evaluation Criteria Evaluate the rule when a record is: created
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            (Case: Status not equal to Closed)
            Immediate Actions Flow Trigger: Look up and assign the relevant entitlement to the case. Pass the account, asset, or contact associated with the new case into the relevant flow variable to enable the entitlement lookup. Pass the case ID into the relevant flow variable to enable the case update.
            Time-Dependent Actions None.

            Update Shipment Status If Shipment Is Delayed

            Object Shipment
            Description Update the Shipment Status field to Delayed if a shipment has exceeded the expected delivery date and hasn’t reached the customer.
            Evaluation Criteria Evaluate the rule when a record is: created, and anytime it’s edited to subsequently meet criteria
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            (Shipment: Status not equal to Delivered)
            Immediate Actions None
            Time-Dependent Actions 1 day after Shipment: Expected Delivery Date—Field Update: Change Shipment Status field to Delayed on Shipment record.

            Automatically Activate New Users

            Object User
            Description Make sure that each new user is active so that the user can log in to Salesforce.
            Evaluation Criteria Evaluate the rule when a record is: created
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            (User: Active equals False)
            Immediate Actions Field Update: Set Active to True.
            Time-Dependent Actions None.

            Notify Sales VP About Cases Filed for Top Accounts

            This workflow rule is for sales VPs who want to know about cases filed for top accounts. Top accounts are determined by size and revenue.

            Object Case
            Description Notify sales VP about cases filed for top accounts.
            Evaluation Criteria Evaluate the rule when a record is: created
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            AND(Account.AnnualRevenue > 500000, Account.NumberOfEmployees > 5000)
            Immediate Actions Email Alert: Notify VP about cases for large accounts.
            Time-Dependent Actions None

            Set Default Opportunity Name

            The opportunity naming convention for some companies is Account Name: Opportunity Name. To automate the default name of each opportunity in your org, create the following workflow rule.

            Object Opportunity
            Description Enforce opportunity naming convention.
            Evaluation Criteria Evaluate the rule when a record is: created, and every time it’s edited
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            NOT(CONTAINS( Name, Account.Name ))
            Immediate Actions

            Field Update: Set opportunity name to the following formula.

            Account.Name & ": " & Name
            Time-Dependent Actions None

            Set Target Resolution Date for Cases

            This example sets a case resolution date based on the value of a field on the associated account. It uses a custom picklist field on accounts called Support Level, which has three values: Basic, Standard, and Premium. It also has a custom date field on cases called Target Resolution Date.

            Use the following three workflow rule examples to set the target resolution date of a case based on the support level for the related account.

            Set Resolution Date for Basic Support

            Object Case
            Description Set the case target resolution date for accounts that have basic support level to 30 days from today.
            Evaluation Criteria Evaluate the rule when a record is: created
            Rule Criteria (Filter)

            Run this rule if the following formula is true.

            ISPICKVAL(Account.Support_Level__c , "Basic")
            Immediate Actions Field Update: Set the Target Resolution Date to Today() + 30.
            Time-Dependent Actions None

            Set Resolution Date for Standard Support

            Object Case
            Description Set the case target resolution date for accounts that have standard support level to 14 days from today.
            Evaluation Criteria Evaluate the rule when a record is: created
            Rule Criteria (Filter)

            Run this rule if the following formula is true.

            ISPICKVAL(Account.Support_Level__c , "Standard")
            Immediate Actions Field Update: Set the Target Resolution Date to Today() + 14.
            Time-Dependent Actions None

            Set Resolution Date for Premium Support

            Object Case
            Description Set the case target resolution date for accounts that have premium support level to 5 days from today.
            Evaluation Criteria Evaluate the rule when a record is: created
            Rule Criteria (Filter)

            Run this rule if the following formula is true.

            ISPICKVAL(Account.Support_Level__c , "Premium")
            Immediate Actions Field Update: Set the Target Resolution Date to Today() + 5.
            Time-Dependent Actions None

            Update Application Record When Candidate Accepts Job

            This workflow rule closes the Application record when a candidate accepts the job. Cross-object field updates to the main record are supported between custom objects in a main detail relationship.

            Object Candidate
            Description Change the Application Status field to Closed for the custom Application object when the Candidate Status field for the custom Candidate object changes to Accepted.
            Evaluation Criteria Evaluate the rule when a record is: created, and anytime it’s edited to subsequently meet criteria
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            (Candidate: Status equals Accepted)
            Immediate Actions Field Update: Change the Application Status field to Closed on parent Application record.
            Time-Dependent Actions None

            Track Closed Opportunities

            This example assumes that a Closed Opportunities record type provides additional information to certain profiles. For information on record types, see Tailor Business Processes to Different Record Types Users.

            Object Opportunity
            Description Change the record type of closed-won opportunities.
            Evaluation Criteria Evaluate the rule when a record is: created, and every time it’s edited
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            (Opportunity: Closed equals True) and 
(Opportunity: Stage equals Closed Won)
            Immediate Actions Field Update: Set the record type to Closed Opportunities.
            Time-Dependent Actions None

            Override the Default Opportunity Close Date

            Object Opportunity
            Description Override the default close date from the close of the quarter to 6 months after the opportunity is created.
            Evaluation Criteria Evaluate the rule when a record is: created
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            (Opportunity: Closed equals False)
            Immediate Actions

            Field Update: Use the following formula to set the opportunity close date to 6 months after the creation date.

            DATE( YEAR(TODAY()) , (MONTH(TODAY()) + 6), DAY(TODAY()))
            Time-Dependent Actions None

            Report Lost Opportunities

            Object Opportunity
            Description Notify the VP of sales when a deal is lost if the stage was Proposal/Price Quote and the amount was greater than $1 million.
            Evaluation Criteria Evaluate the rule when a record is: created, and every time it’s edited
            Rule Criteria (Filter)

            Run this rule if the following formula is true.

            AND( ISCHANGED(StageName), ISPICKVAL(PRIORVALUE(StageName) , "Proposal/Price Quote"), ISPICKVAL(StageName,"Closed Lost"), (Amount >1000000))
            Immediate Actions Email Alert: Notify the VP of sales role that the deal was lost.
            Time-Dependent Actions None

            Report Unassigned Leads

            This example assumes that all unassigned leads are placed in an unassigned leads queue by a leads assignment rule.

            Object Lead
            Description Ensure that unassigned leads are tracked in a timely manner by notifying the manager if a lead isn’t accepted in 2 days.
            Evaluation Criteria Evaluate the rule when a record is: created, and anytime it’s edited to subsequently meet criteria
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            Lead Owner equals Unassigned Lead Queue
            Immediate Actions None
            Time-Dependent Actions 2 Days After Lead: Last Modified Date—Email Alert: Notify the manager role that the queue has unassigned leads that are older than 2 days.

            Send Alert If Quote Line Item Discount Exceeds 40%

            Object Quote Line Item
            Description Ensure that an email alert is sent if a sales rep applies a quote line item discount that exceeds 40%.
            Evaluation Criteria Evaluate the rule when a record is: created, and anytime it’s edited to subsequently meet criteria
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            Quote Line Item: Discount is greater than 40
            Immediate Actions Email Alert: Notify the manager role that the quote line item discount exceeds 40%.
            Time-Dependent Actions None

            Notify Key People About Account Owner Changes

            Object Account
            Description Notify key people in the sales department when the owner of an account changes if the account’s annual revenue is greater than $1 million.
            Evaluation Criteria Evaluate the rule when a record is: created, and every time it’s edited
            Rule Criteria (Filter)

            Run this rule if the following formula is true.

            AND( ISCHANGED(OwnerId), AnnualRevenue > 1000000 )
            Immediate Actions Email Alert: Notify the person in the sales operations role of the change in account ownership.
            Time-Dependent Actions None

            Set Reminder for Contact Birthday

            This example assumes that a Next Birthday custom formula field uses the following formula to calculate the date of the contact’s next birthday on contact records.

            IF(MONTH(Birthdate) > MONTH(TODAY()),DATE(YEAR(TODAY()),MONTH(Birthdate),DAY(Birthdate)),
IF(MONTH(Birthdate) < MONTH(TODAY()),DATE(YEAR(TODAY())+1,MONTH(Birthdate),DAY(Birthdate)),
IF(DAY(Birthdate) >= (DAY(TODAY())),DATE(YEAR(TODAY()),MONTH(Birthdate),DAY(Birthdate)),
DATE(YEAR(TODAY())+1,MONTH(Birthdate),DAY(Birthdate)))))
            Object Contact
            Description Send an email to the contact 2 days before the contact’s birthday.
            Evaluation Criteria Evaluate the rule when a record is: created
            Rule Criteria (Filter)

            Run this rule if the following formula is true.

            (Contact: Birthdate not equal to null) and 
(Contact: Email not equal to null)
            Immediate Actions None
            Time-Dependent Actions 2 Days Before Contact: Next Birthday—Email Alert: Send a birthday greeting to the contact’s email address.

            Set Reminder for High-Value Opportunity Close Date

            Object Opportunity
            Description Remind the opportunity owner and senior management when the close date is approaching for an opportunity that has an amount greater than $100,000. Create a follow-up task for the opportunity owner if the deal is still open when the close date passes.
            Evaluation Criteria Evaluate the rule when a record is: created, and anytime it’s edited to subsequently meet criteria
            Rule Criteria (Filter)

            Run this rule if the following criteria are met.

            (Opportunity: Amount greater than 100000) and 
(Opportunity: Closed equals False)
            Immediate Actions None
            Time-Dependent Actions
            • 30 Days Before Opportunity: Close Date—Email Alert: Notify the opportunity owner that 30 days remain.
            • 15 Days Before Opportunity: Close Date—Email Alert: Notify the opportunity owner that 15 days remain.
            • 5 Days After Opportunity: Close Date—Task: Create a follow-up task for the opportunity owner to update the deal. Email Alert: Notify senior management to involve executives.

            Notify Account Owner of Updates by Others

            Object Account
            Description Notify the account owner when someone else updates the account if the account’s annual revenue is greater than $1 million.
            Evaluation Criteria Evaluate the rule when a record is: created, and every time it’s edited
            Rule Criteria (Filter)

            Run this rule if the following formula is true.

            AND( (LastModifiedById <> OwnerId), (AnnualRevenue > 1000000) )
            Immediate Actions Email Alert: Notify the account owner that someone else has updated the account.
            Time-Dependent Actions None

            See Also

             
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