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Krishna AtkuruKrishna Atkuru 

Question about workflow,assignment rules and Microsoft outlook.

1)What are workflow rules and approvals? what do i use them for in salesforce and how do i use them? 

 2) what are assignment rules? what do you use them for generally? how to use assignment rules for routing cases? How to automate case escalation? lastly what are cases?

3) What do you use synchronize with microsoft outlook for? can you please list steps in a simple manner about how to use it in sales force.

Please answer in a simple and efficent manner.


Best Answer chosen by Krishna Atkuru
Shivanath DevinarayananShivanath Devinarayanan
About Workflow
Each workflow rule consists of:
  • Criteria that determine when Salesforce executes the workflow rule. Any change that causes a record to match this criteria can trigger the workflow rule—even changes to hidden fields.
  • Immediate actions to take when the workflow rule executes. For example, Salesforce can automatically send an email that notifies the opportunity team when a new high-value opportunity is created.
  • Time-dependent actions that Salesforce queues when the workflow rule executes. For example, Salesforce can automatically send an email reminder to the account team if a high-value opportunity is still open ten days before the specified close date. When Salesforce triggers a workflow rule that has time-dependent actions, you can use the workflow queue to monitor and cancel pending actions.
Workflow automates the following types of actions:
  • Email Alerts—Send an email to one or more recipients. For example, automatically send sales management an email alert when a sales representative qualifies a large deal.
  • Tasks—Assign a new task to a user, role, or record owner. For example, automatically assign follow-up tasks to a support representative one week after a case is updated.
  • Field Updates—Update the value of a field on a record. For example, automatically change the Owner field on a contract three days before it expires.
  • Outbound Messages—Send a secure configurable API message (in XML format) to a designated listener. For example, automatically initiate the reimbursement process for an approved expense report by triggering an outbound API message to an external HR system.
About Approvals
  • An approval process is an automated process your organization can use to approve records in Salesforce. An approval process specifies the steps necessary for a record to be approved and who must approve it at each step. A step can apply to all records included in the process, or just records that meet certain administrator-defined criteria. An approval process also specifies the actions to take when a record is approved, rejected, recalled, or first submitted for approval. For more details about approval processes and what they entail,
More : http://shivd.me/1bb8RR6

 
 if our suggestion(s) worked,  let us know by marking the answer as "Best Answer" right under the comment.This will help the rest of the community should they have a similar issue in the future.  Thank you!

Shivanath

All Answers

Jeff SummersJeff Summers
Hi.

Comments below.

1. Workflow Rules are used to automate activities (like performing a field update, logging an activity or sending an email) when certain activities take place in the system.  An example here would be when an Opportunity is marked as won you could have a workflow rule send an email to the Finance team.

2. Assignment rules are used to set the logic so that when a case or lead is added, who it will be assigned to in the system based on rules.  For example new leads with the province of BC are assigned to appropriate sales users

3. The Outlook tool lets you save emails that come into Outlook right into the appropriate contact/user's activity history.

PS - Please vote for this as the Best Answer if you see fit.
Shivanath DevinarayananShivanath Devinarayanan
About Workflow
Each workflow rule consists of:
  • Criteria that determine when Salesforce executes the workflow rule. Any change that causes a record to match this criteria can trigger the workflow rule—even changes to hidden fields.
  • Immediate actions to take when the workflow rule executes. For example, Salesforce can automatically send an email that notifies the opportunity team when a new high-value opportunity is created.
  • Time-dependent actions that Salesforce queues when the workflow rule executes. For example, Salesforce can automatically send an email reminder to the account team if a high-value opportunity is still open ten days before the specified close date. When Salesforce triggers a workflow rule that has time-dependent actions, you can use the workflow queue to monitor and cancel pending actions.
Workflow automates the following types of actions:
  • Email Alerts—Send an email to one or more recipients. For example, automatically send sales management an email alert when a sales representative qualifies a large deal.
  • Tasks—Assign a new task to a user, role, or record owner. For example, automatically assign follow-up tasks to a support representative one week after a case is updated.
  • Field Updates—Update the value of a field on a record. For example, automatically change the Owner field on a contract three days before it expires.
  • Outbound Messages—Send a secure configurable API message (in XML format) to a designated listener. For example, automatically initiate the reimbursement process for an approved expense report by triggering an outbound API message to an external HR system.
About Approvals
  • An approval process is an automated process your organization can use to approve records in Salesforce. An approval process specifies the steps necessary for a record to be approved and who must approve it at each step. A step can apply to all records included in the process, or just records that meet certain administrator-defined criteria. An approval process also specifies the actions to take when a record is approved, rejected, recalled, or first submitted for approval. For more details about approval processes and what they entail,
More : http://shivd.me/1bb8RR6

 
 if our suggestion(s) worked,  let us know by marking the answer as "Best Answer" right under the comment.This will help the rest of the community should they have a similar issue in the future.  Thank you!

Shivanath
This was selected as the best answer
Nitin BarthwalNitin Barthwal
Workflow Rules

Instead of doing sending mailes or updating some field  manually, you can configure workflow rules to do it automatically.

Workflow rules can help automate the following types of actions based on your organization's processes:

Tasks:           Assign a new task to a user, role, or record owner.
Email Alerts: Send an email to one or more recipients you specify.
Field Updates: Update the value of a field on a record.
Outbound Messages: Send a secure, configurable API message (in XML format) to a designated listener.

Please refer the link below for how to create a Workflow Rule

https://www.youtube.com/watch?v=wbKg7DTSPJY

Approval Process

->It is an automated process your organization can use to approve records in Salesforce.
->Itspecifies the steps necessary for a record to be approved and who must approve it at each step. A step can apply to all records included in the process, or just records that meet certain administrator-defined criteria.
->It also specifies the actions to take when a record is approved, rejected, recalled, or first submitted for approval.

Please refer the link below for how to create a Approval Process
https://www.youtube.com/watch?v=Cj7afS3VgBA