by Mike Walsh | Aug 22, 2019 | Blog, Salesforce Tips
Auto-response rules and workflow email alerts provide similar functionality. Generally speaking they are both ways to automatically send emails from Salesforce based upon changes to leads or cases, however, their use cases and functions are a bit different.
Workflow email alerts are designed to send out an email to anyone who needs to be notified of activity on a case or lead. Specifically, these alerts run when a case or lead is created or edited and can be sent to anyone you choose. Finally, it should be noted that workflow email alerts send only one email per email alert.
Email alerts, in general, can be sent out from processes, flows, workflow rules, approval processes, or entitlement processes. Use cases for the workflow email alerts vary depending on your business needs but can include anything from notifying the rep assigned to a case when a new action is taken to keeping management in the loop on changes to high profile leads to keeping your sales team on top of their pipeline.
Our other automated email option for leads and cases, Auto-response rules, are designed to be sent to just the person who either submitted the lead on Web-to-Lead, or to the contact who created the case. These emails send out automatically when a new case or lead is submitted to Salesforce. This functionality sends one email based on the first rule entry criteria it matches in a sequence of rule entries.
Most commonly, these emails are variations of a ‘thank you’ notification and explain what next steps are being taken.
For a quick and easy breakdown, the following table lists some of the differences between workflow alerts and auto-response rules to help you determine which process to use:
| TYPE OF PROCESS |
DESIGNED FOR |
RUNS WHEN |
SENDS EMAIL TO |
NUMBER OF EMAILS SENT |
| Workflow email alerts |
Notifications to interested parties. |
A case or lead is created or edited. |
Anyone you choose. |
Sends one email per email alert. Each workflow rule can have up to:
- 10 email alerts as immediate actions
- 10 email alerts per time trigger as time-dependent actions
- 10 time triggers
|
| Auto-response rules |
Initial response to the contact who created a case or the person who submitted the lead on the Web. |
A case or lead is created. |
Contact on a case or the person who submitted the lead on the Web. |
Sends one email based on the first rule entry criteria it matches in a sequence of rule entries. |
-Ryan and the CloudMyBiz Team
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CEO of CloudMyBiz Salesforce CRM consulting services with a deep knowledge in the lending industry. Taking keen interest in the project management side of operations, playing a vital role in the 31% YOY company growth. Strategic leader, mastering the ability to problem solve at every level of the business, providing effective solutions for clients.
by Mike Walsh | Sep 19, 2014 | Blog, Salesforce-Apps-AppExchange
While they can be a little finicky sometimes, Salesforce Workflow Rules are one of the most powerful tools in the arsenal of any system admin or developer. From keeping your data clean to streamlining your sales or support processes, Workflows let you build custom automation with clicks, not code. But if your process requires updates to happen across objects when changes are made, Workflows have a limitation – the changes you want won’t go into effect until both records are updated. You can invest time and money in building Apex Triggers to do what simple Workflow Rules should be able to accomplish, or you can check out Aspira XObject.
Aspira XObject allows System Administrators to create “relations” between objects so that workflow rules that are cross-object dependent get updated as soon as the user changes a record on the “watched object” to fulfill the workflow criteria set on the “affected object.”
This awesome app is a fantastic free tool that will bring your Workflow automation to the next level.
CEO of CloudMyBiz Salesforce CRM consulting services with a deep knowledge in the lending industry. Taking keen interest in the project management side of operations, playing a vital role in the 31% YOY company growth. Strategic leader, mastering the ability to problem solve at every level of the business, providing effective solutions for clients.
by Mike Walsh | Jul 24, 2014 | Salesforce Tips
It’s been a while since I’ve advised you to brew a cup of coffee before reading one of our posts, but that might not be a bad idea this week. Don’t panic though. This one is relatively easy – all you have to do is put on your thinking cap and watch a quick 5 minute video!
Workflow rules are the key to automating your Salesforce org. With Workflows, you can create Tasks, update values (including Record Type), send Emails, and more. When you’ve gotten used to an automated system, you come to rely on Workflows on a daily basis, and when something isn’t working right, it can be very frustrating, and can lose you time and money. Not to fear, the short video below will walk you through, step-by-step, how to troubleshoot and solve the most common Workflow issues and get you back up and running in no time. After watching this video, you’ll see that troubleshooting Workflow Rules in Salesforce is easy!
-Jared and the Salesforce Guys
CEO of CloudMyBiz Salesforce CRM consulting services with a deep knowledge in the lending industry. Taking keen interest in the project management side of operations, playing a vital role in the 31% YOY company growth. Strategic leader, mastering the ability to problem solve at every level of the business, providing effective solutions for clients.
