workflow rules

best practices and examples


naming convention

Naming workflow rules is critical for several reasons. First, a properly named rule will provide an admin with a quick synopsis of what the flow accomplishes, what action the flow carries out, and on which object the flow is located on. These three components of a name should be brief, yet descriptive enough to prevent the admin from clicking into the record and view more details. The second reason for proper naming is the benefit of sorting in custom views. Using a strong naming convention allows admins to quickly sort and group particular types of workflow rules based on their action. Third, a proper name allows admins to add workflow rules to change sets quickly with minimal page scrolling. 

Here is how I have determined to be the most efficient way to solve all problems of workflow rule management. 

  1. Include the abbreviated object name
    • For example I use opp for opportunity and acct for account
  2. Include the abbreviated action type(s) of the rule
    • Here are the valid action types and my abbreviations for them 
      • FU - Field Update
      • EA - Email Alert
      • T - Task
      • OM - Outbound Message
  3. Include the action result, whether that be the field name or email description in a short chunk of words
    • For example if an opportunity rule was to update the CloseDate on moving the StageName to Won, by description would be ClosedDate on StageChange

Here are some examples of workflow rules names that follow these guidelines : 

  • Opp EA about BDR Demo Set
    • This rule, located on the opportunity, sends and email alert about a bdr setting a demo
  • Opp FU to Assign Renewal MM Midwest
    • This rule, located on the opportunity, assigns all mid market renewal opportunities in the midwest region
    • The person who is assigned the opportunity would be shown in the description of the rule, and is not critical to search/sorting in a view
  • Opp FU of ERPStage1 on ClosedWon
    • This rule, located on the opportunityupdates the ERP Stages when an opportunity is moved to stage Closed Won
  • Acct FU of RecycleReason 5
    • This rule, located on the account, updates the Recycle Reason to Stage 5
    • The reason for moving to stage 5 would be located in the description and is not mission critical for searching/sorting

 

how to leverage the description field

The description field is incredibly important for helping admins view more details for what the process does, the business value behind its creation, and links to a ticketing system for modification history. A good rule of thumb when writing a description is to keep them short, but descriptive and to always include a reference to a ticket/issues in your ticketing system (such as JIRA or Trello). 

For example (using the same rules as above) 

  • Opp FU of ERPStage on ClosedWon
    • Update the ERP stage to 01 - Implementation: Progress upon Closed Won on Opps with Integration
    • REVOPS-403
  • Acct FU of RecycleReason 5
    • RC: Recycle 5: Cancelled Customer + Lead Score BI of 3+ will go back to Recycle.
    • REVOPS - 68

These examples include both a quality description of what is happening and a link to a related ticket.