Creating automation to save time and steps for users is extremely valuable. Not only does it buy back time, but it also allows for a uniform process. Historically, Salesforce’s Workflow product has accomplished this for our clients. More recently, they have developed a new automation tool called Process Builder which is an improvement on automating tasks. continue reading to learn the differences between process builder and workflow.
What is Workflow in Salesforce?
Workflow allows you to simplify your work process and communication lines such as creating automation for repetitive tasks and organizing daily tasks into one platform. These can be done by a simple point and click version of an If/Then statement for data. In other words, these can be triggered by data being created or data meeting a certain condition. These can be done both immediately or on a time delay. There are two ways the Rule Criteria (The If), Using Wizard Salesforce or creating your own custom formula. Wizard Salesforce is an easy to use data input capable of inputting up to 50,000 records at a time. This includes contacts, leads, accounts, solutions, campaign members, and personal accounts. Using the custom formula method is helpful if you run into a character limit while creating a formula field. You can use the Update Record action and set the desired formula in the Rule Criteria. Once you have set your If statement, you can go on to what happens when the If the statement is true. This is known as the Rule Action or the Then statement.
What is Process Builder in Salesforce?
Process Builder, a newer tool for admins, is capable of performing everything Workflow does and more with the exception of sending outbound messages (messages to another system). While Workflow is able to update some fields, Process Builder is capable of updating any field that has any related record. In Workflow, if you put multiple actions on criteria, there is no way to predict or control which action will happen first. However, with Process Builder, you are able to control the multiple actions set to criteria and what order you want them to take place in. For example, once an opportunity is created, you have three rules that are triggered and those are to email a manager set a contact, and assign a representative. With Workflow you have no way of assigning which action takes place first. In some cases, there are many more rules that are assigned and that can cause problems when there is no order. In Process Builder, you are able to assign these multiple actions an order in a sequence that is much easier to manage. Much like Workflow, in order to set the criteria for the If/Then statement, you can use the Wizard element of Salesforce. However, Process Builder is able to trigger If/Then statements in multiple ways.
The Similarities of Workflow & Process Builder
- Both Workflow and Process Builder focus on automation to simplify and reduce steps for a user in their own unique way
- Both are user friendly and have a visual interface that allows anyone to navigate regardless of their technological background
- Both support on the go actions such as drag and drop.
The Differences between Workflow & Process Builder
- Process Builder is capable of updating any field where workflow is limited to certain fields.
- In Process Builder you are able to control multiple actions set and the order at which they’re triggered.
Which Should You Use?
Salesforce has said they are still supporting workflow, but will no longer enhance the product. The process builder product gives you more automating abilities and is still being improved upon. If you are just now automating your data within Salesforce, we suggest using Process Builder. We are Salesforce experts and would love to help you design your automation using Process Builder. Please contact us today and start automating your data.