Workflow Action: Field Updates

Field Update is a Workflow Action that lets you automatically change the value of a field on a record when certain conditions are met. Here's how it works and what you need to know to set it up correctly:

How It Works:
Field Updates let you specify which field you want to update and set the new value. You can either:

• Assign a specific value (e.g., update status to "Closed").
• Delete content and make the field blank.

Why It’s Useful:
Field Updates automate the process of updating fields, saving time and ensuring consistency. For example, when a case is resolved, you can automatically change the status or assign it to a "Closed Cases" queue.

Note:
In the current version of Workflow by CRMGuidance, formulas cannot be used in Field Updates.

Copy and Paste

How It Works:
The Copy and Paste action allows you to take a value from one field (Field A) and move it to another field (Field B). This is particularly helpful when you want to use information that may not be directly usable due to field limitations, like formula fields.

When using this action:

• Field A and Field B must have the same type and size (e.g., Text(75) to Text(75)).
• Mismatches, like Text(40) to Text(75) or standard Picklist to Multi-Select Picklist, will result in errors.

Why It’s Useful:
Formula fields can sometimes have limitations, such as not being able to use email addresses as recipients for Email Alerts. The Copy and Paste action solves this by:

1. Creating a new email field (Field B) that is not a formula.
2. Copying the email address from the formula field (Field A) to the new email field (Field B).
3. Allowing Field B to be used as an Email Alert recipient.

This process happens automatically through workflows, so you don’t have to manually enter data.

Other Limitations of Formula Fields:
Formula fields cannot reference certain field types (e.g., Text Area (Long), Text Area (Rich), Multi-Select Picklists). Some formula fields also cannot be used in roll-up summary fields. Using Copy and Paste helps bypass these limitations and makes your workflows more efficient.