Force.com Platform Fundamentals

Preface
Introducing the Force.com Platform
About the Sample Recruiting App
Reviewing Database Concepts
Building a Simple App
Enhancing the Simple App with Advanced Fields, Data Validation, and Page Layouts
Expanding the Simple App Using Relationships
Securing and Sharing Data
Collaborating with Chatter
Using Custom Workflow and Approval Processes
Introducing Workflow
Workflow in Our Recruiting App
Creating Workflow Rules That Assign Tasks
Creating a Workflow Rule That Updates Fields
Introducing Queues
Try It Out: Create a Queue for Positions
Try It Out: Create a Workflow Rule That Updates Fields
Introducing Time-Dependent Workflow Actions
Try It Out: Create the “Notify Recruiting Manager” Time-Dependent Workflow Task
Look At What We've Done
Creating a Workflow Rule That Sends Email Alerts
Introducing Approvals
Summing Up
Analyzing Data with Reports and Dashboards
Moving Beyond Point-and-Click App Development
Learning More
Glossary
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Try It Out: Create a Workflow Rule That Updates Fields

Now that we've got our queue ready to go, we can go ahead and define our workflow rule.

  1. From Setup, enter Workflow Rules in the Quick Find box, then select Workflow Rules.
  2. Click New Rule.
  3. In the Object drop-down list, choose Position, and click Next.
  4. In the Rule Name text box, enter Assign Position to Recruiter.
  5. In the Description text box, enter Reassign position records to a recruiter if they were created by another type of employee.

While we know that recruiters should almost always own position records, we don't want to impede the organization if there's a special case in which a non-recruiter should own the record instead. Let's choose to evaluate this rule only when a record is created so that if an exception needs to be made, the workflow won't supersede any changes that were made by a recruiter.

  1. In the Evaluate the rule when a record is: field, select created.
Finally, we need to make sure that this rule is initiated whenever a position record is created by someone who isn't a recruiter or a recruiting manager. We can specify this filter criteria in a single row by using a comma in the Value column.
  1. In the Rule Criteria section:
    • Set the Field column to Current User: Role.
    • Set the Operator column to not equal to.
    • Set the Value column to Recruiter, Recruiting Manager.
  2. Click Save & Next.
Now let's create the field update action for this workflow rule.
  1. In the Immediate Workflow Actions area, click Add Workflow Action, and select New Field Update.
  2. In the Name text box, enter Reassign Position to Queue.
  3. In the Description text box, enter Assign the Position to the Unclaimed Positions Queue.
  4. In the Field to Update drop-down list, choose Owner.

Once you make a selection in this drop-down list, new options appear just below depending on the selection that you made.

  1. In the Owner drop-down list, choose Queue.
  2. Click the lookup icon (Lookup icon), and select Unclaimed Positions Queue.
  3. Select Notify Assignee. (This option is unavailable when user control over task assignment notifications is enabled.)
  4. Click Save.

Not too hard! Before we leave this workflow rule behind, though, let's give it a second workflow action—one that ensures that no positions will languish in the queue without being claimed by a recruiter. This time, we'll use a time-dependent workflow action.