Sample Workflow Rules

1. Change Account Type to "Customer"

• Object: Opportunity

• Description: Update Account Type to Customer when Opportunity Stage = Closed Won.

• Evaluate Rule When: A record is created, and any time it is edited to meet criteria.

• Rule Criteria: Opportunity Stage equals "Closed/Won."

• Immediate Actions: Update Account Type to Customer.

• Time-Dependent Actions: Send Email Alert to Customer Service Manager.

2. Notify Customer Service on Installation Completion

• Object: Task

• Description: Notify customer service when a new customer is installed.

• Evaluate Rule When: A record is created, and any time it is edited to meet criteria.

• Rule Criteria: Task Type equals "Installation" AND Task Status equals "Completed."

• Immediate Actions: Send Email Alert to designated role or specific user.

• Time-Dependent Actions: None.

3. Follow Up Before Contract Expires

• Object: Contract

• Description: Send an email reminder to the renewal manager 20 days before a contract’s end date.

• Evaluate Rule When: A record is created, and any time it is edited to meet criteria.

• Rule Criteria: Contract Status equals "Activated."

• Immediate Actions: None.

• Time-Dependent Actions: 20 Days Before Contract End Date – Send Email Alert to Renewal Manager.

4. Follow Up When Platinum Contract Case Closes

• Object: Case

• Description: Send a feedback request via email seven days after a high-priority case is closed for customers with a platinum contract agreement.

• Evaluate Rule When: A record is created, and any time it is edited to meet criteria.

• Rule Criteria: Case Priority equals "High" AND Case Closed equals "True" AND Case Contract Type equals "Platinum."

• Immediate Actions: None.

• Time-Dependent Actions: 7 Days After Case Closure – Send Feedback Request Email Alert.

5. Assign Credit Check for New Customer

• Object: Opportunity

• Description: Assign the AR department a task to check credit for potential customers 15 days before the opportunity close date if the amount is greater than $50,000.

• Evaluate Rule When: A record is created, and any time it is edited to meet criteria.

• Rule Criteria: Opportunity Amount greater than $50,000 AND Opportunity Closed equals "False" AND Opportunity New Customer equals "True."

• Immediate Actions: None.

• Time-Dependent Actions: 15 Days Before Opportunity Close Date – Create Task for AR Department.

6. Notify Account Owner About New, High-Priority Cases

• Object: Case

• Description: Notify the account owner when a high-priority case is created for accounts with a platinum SLA.

• Evaluate Rule When: A record is created.

• Rule Criteria: Case Priority equals "High" AND Account SLA equals "Platinum."

• Immediate Actions: Send Email Alert to Account Owner.

• Time-Dependent Actions: None.

7. Update Shipment Status if Shipment is Delayed

• Object: Shipment

• Description: Update the Shipment Status field to "Delayed" if a shipment has exceeded the expected delivery date and has not reached the customer.

• Evaluate Rule When: A record is created, and any time it is edited to meet criteria.

• Rule Criteria: Shipment Status not equal to "Delivered."

• Immediate Actions: None.

• Time-Dependent Actions: 1 Day After Shipment Expected Delivery Date – Update Shipment Status to "Delayed."

8. Notify Sales VP About Cases Filed for Top Accounts

• Object: Case

• Description: Notify Sales VP about cases filed for top accounts with more than 5000 employees and revenue over $500,000.

• Evaluate Rule When: A record is created.

• Rule Criteria: Account Annual Revenue > $500,000 AND Account Number of Employees > 5000.

• Immediate Actions: Send Email Alert to VP.

• Time-Dependent Actions: None.

9. Report Unassigned Leads

• Object: Lead

• Description: Notify manager if a lead is not accepted within two days.

• Evaluate Rule When: A record is created, and any time it is edited to meet criteria.

• Rule Criteria: Lead Owner equals "Unassigned Lead Queue."

• Immediate Actions: None.

• Time-Dependent Actions: 2 Days After Lead Last Modified Date – Send Email Alert to Manager.

10. Send Alert if Quote Line Item Discount Exceeds 40%

• Object: Quote Line Item

• Description: Send an email alert if a sales rep applies a discount exceeding 40%.

• Evaluate Rule When: A record is created, and any time it is edited to meet criteria.

• Rule Criteria: Quote Line Item Discount greater than 40%.

• Immediate Actions: Send Email Alert to Manager.

• Time-Dependent Actions: None.

11. Set Reminder for Contact Birthday

• Object: Contact

• Description: Send an email to the contact two days before their birthday.

• Evaluate Rule When: A record is created.

• Rule Criteria: Contact Birthdate not null AND Contact Email not null.

• Immediate Actions: None.

• Time-Dependent Actions: 2 Days Before Contact Next Birthday – Send Birthday Greeting Email Alert.

12. Set Reminder for High-Value Opportunity Close Date

• Object: Opportunity

• Description: Remind the opportunity owner and senior management when the close date approaches for a large deal ($100,000+).

• Evaluate Rule When: A record is created, and any time it is edited to meet criteria.

• Rule Criteria: Opportunity Amount greater than $100,000 AND Opportunity Closed equals "False."

• Immediate Actions: None.

• Time-Dependent Actions:

  • 30 Days Before Close Date – Notify Opportunity Owner.

  • 15 Days Before Close Date – Notify Opportunity Owner.

  • 5 Days After Close Date – Create Follow-up Task & Notify Senior Management.