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Why Consolidate Workflow Rules into a Single Process?

Posted by David White, Consultant

In my second automation-focused blog post, I decided to cover the benefits of consolidating multiple workflow rules into a single process (using Process Builder). I can’t tell you how many orgs I’ve logged into, only to find that there are half a dozen to a dozen workflow rules focused on the same object. Configuring multiple workflow rules for the same object made sense when Process Builder wasn’t an option in your Salesforce org, but in 2018 we should really consolidate our workflow rules into a single process. Here are a few reasons why:

  • Process Builder allows you to use all of the same entry criteria (and more) compared to workflow rules, and you can place each criteria node in your desired order when creating a process. Process Builder even gives you a visual representation of the order in which criteria are met, unlike workflow rules, which are text-based and separate for each entry. Instead of creating eight workflow rules that rely on different criteria when a record is edited, create a single process with eight criteria to be matched in any order. Managing a single process is easier when you need to troubleshoot, document or deploy to a new environment.
  • Salesforce itself advises against multiple workflow rules for the same object because it cannot guarantee the order in which they will fire. Check out this link on Salesforce Help: https://help.salesforce.com/articleView?id=000212758&type=1 Despite Salesforce noting that field update actions are executed first, there is a gray area when it comes to workflow rules for similar criteria. It’s best to stay safe and use a single process instead of multiple workflow rules that aren’t guaranteed to operate as intended.
  • If you want to use Visual Workflow alongside automated actions, you will want a process to kick off said flow. Let’s say a company has created a series of automated workflow email alerts that fire under the correct conditions for a custom object. When the company’s admin needs to add more complexity (such as updating related records) to that object, they’ll have to create a process to kick off a flow. To better prepare for these scenarios, it would be more convenient to already have a single process in place, from which a flow can be called.

Overall, consolidating your workflow rules into a single process allows for better functionality, easier troubleshooting and more complex actions in your org. If you’re looking to learn more about the process of converting your workflow rules into…well, a process, then take a look at the Trailhead Unit Say Goodbye to Workflow and Hello to Process Builder to get started.

Questions or need some help? The Buan Consulting team is here for you! Contact us today at info@buanconsulting.com or fill out our contact form.

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