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Workflow for the User Object (Beta)
You can create workflow rules and actions for the User object. You can, for example, send welcome emails to new employees or sync user data with a third-party service using outbound message actions.
Required Editions
| Available in: Lightning Experience and Salesforce Classic |
| Available in: Enterprise, Performance, Unlimited, and Developer Editions |
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.
Example Use Cases
For the User object, you can set up workflow rules to:
- Send welcome email messages with training resources to newly created users by using email alert actions.
- Send emails when users change roles or are deactivated by using email alert actions.
- Deactivate temporary employees after a specified period by using field update actions.
- Sync user data with third-party systems by using outbound messages actions.
Merge Field Types for the User Object
To use merge fields from user records in email templates, select from the following merge field types:
- User Fields—Use these merge fields to represent the sending user. Merge fields named {!User.field_name} return values from the user record of the person who created or updated the record that triggered the workflow rule.
- Workflow Target User Fields—Use these merge fields only in email templates for workflow rules on the User object. Merge fields named {!Target_User.field_name} return values from the user record that was created or updated to trigger the workflow rule.
Beta Limitations for Workflow on the User Object
Understand these limitations before you create workflow rules or workflow actions for the User object.
- Tasks aren’t supported as workflow actions for the User object.
- When setting the workflow rule criteria, you can’t select Current User fields using the picklists. You can, however, use a formula to set the rule criteria and include fields from the current user. In the formula editor, click Insert Field, select $User, select the field, and click Insert.
- Remember that custom validation rules run before workflow rules are executed. Refer to Triggers and Order of Execution in the Apex Developer Guide.
