How to retroactively trigger workflow on already existing records?
|Knowledge Article Number||000214139|
|Description||To retroactively run workflow rules on already existing record the evaluation criteria must be looked at
|Resolution||Condition 1: Evaluate the rule when a record is created.
This does not allow for the workflow rule to run on any existing records it only works on new records
Condition 2: Evaluate the rule when a record is created, and every time it's edited.
Condition 3: Evaluate the rule when a record is created, and every time it's edited to subsequently meet criteria.
Notes on Workflow Time Triggers on Existing Records
When a workflow is evaluated, all of the actions/time triggers are scheduled for their appointed time (unless the record is edited to be disqualified before a particular time trigger fires). This includes when the appointed time is in the past. If the appointed time is in the past, and the workflow fires, then the time trigger will fire in the next batch a few minutes later. Here's an example:
We have a workflow on Contract that sends an email to the customer 60 days, 30 days, and 5 days before the Contract Expiration Date (3 time triggers configured this way).
If we run the workflow rule on a record whose Expiration Date is 15 days from now, then the emails for 60 days and 30 days before Expiration Date (which, ideally, should have triggered 45 days and 15 days ago, had the workflow existed) will be sent out a few minutes after the workflow rule was run on the record. The only way to individually control individual time triggers is to create them on individual workflow rules.