Process Builder vs Workflow Rules
When it comes to setting up automation in Salesforces, you have two choices. But which is better? It’s time for Salesforce Process Builder vs Workflow Rules.
1 – Process Builder and Workflow rules are methods of creating automation in Salesforce.
2 – Both methods can automatically update records and send out communications.
3 – Process Builder has more functionality than Workflow Rules.
4 – Process Builder can help sales teams in more ways.
5 – Process Builder is more user-friendly, with a simple visual style.
6 – Process Builder produces a better quality of automation.
7 – Salesforce regularly issues updates for Process Builder, while Workflow is no longer supported.
8 – If you are using Workflow Rules, you don’t have to change to Process Builder if you don’t want to.
9 – You can experiment with Process Builder using the sandbox feature.
10 – If you are not using Salesforce automation, you are not getting the most from your CRM.
They’re both designed to make life easier for sales teams. They both help minimise costly errors. They both aim to save time for sales reps, so they can spend more of their valuable time selling. Salesforce offers two different ways to set up automations within its platform, Process Builder and Workflow Rules. But why are there two? How do you know which one to use? In this article, we’re going to look at the difference between these two Salesforce features, as well as the best situations in which to use them. Seconds out. It’s time for Process Builder vs Workflow Rules.
What are Process Builder and Workflow Rules
Before we can evaluate the two features, we need to understand what both of them do. Let’s keep it brief. We produced some more detailed guides to Process Builder and Workflow Rules which you can read by clicking on the links.
Process Builder and Workflow Rules are two methods to create automations within Salesforce. These automations save time for sales reps by taking some data entry tasks off their hands. They also minimise human error in data entry. Tasks you can automate using Process Builder and Workflow Rules include:
- Updating a field
- Sending an outbound email
- Creating tasks for users to complete
- Create new records
- Posting to Chatter
There are many significant differences between the two methods, meaning that depending on what outcome you are trying to achieve, one method has an advantage over the other.
Process Builder can perform more automations
When you go granular about the number of tasks each automation method can perform, there is only one winner.
Workflow Rules can automate these tasks for you:
- Creating a task
- Sending an outbound email
- Updating a field
- Communicating with another app via outbound message
Process Builder can do all these tasks, plus:
- Creating records
- Updating connected records
- Launching Quick Actions
- Posting messages to Chatter
- Submitting records for approval
There are also other, more technical tasks that Process Builder can carry out for you.
Another difference is that with Process Builder you can create sequences of automation, where one automation sets off another. With Workflow Rules, creating anything like this requires complicated workarounds.
All in all, in the Process Builder vs Workflow Rules battle, Process Builder is the clear victor.
Process Builder fits into more everyday scenarios
When you use Process Builder to set up your automations in Salesforce rather than Workflow Rules, you will find more everyday situations where you can take advantage.
Here are 3 situations where you and your team could save valuable time because Process Builder handles the data entry for you.
- If one of your accounts changes their main phone number, Process Builder will update all the contacts on that account. Workflow can only update one at a time.
- Submit an Opportunity for Approval when it is Closed-Won for an amount more than $5M. Only Process Builder can work with approvals. It also gives you the opportunity to set parameters.
- Posting to Chatter when an Opportunity is Closed-Won for an amount between $2M and $5M. Only Process Builder works with Chatter.
Process Builder allows you to go into more detail with your automation, because it can update records beyond the master level. This makes it more applicable to the day-to-day operations of a sales team.
Process Builder is easier to use
Setting up Salesforce automations in Process Builder is much easier than it is in Workflow. For Workflow Rules, Salesforce admins may need to spend time entering code. To set up chains of automated events requires admins to get creative, stitching together automations by hand.
With Process Builder, setting up automations is much simpler. Process Builder offers a visual interface, in the style of a flow chart. Admins can see exactly what is happening and how one automation can lead to another.
This saves time and effort for your Salesforce admins, meaning they can devote themselves to other projects that drive your organisation forward.
In the Process Builder vs Workflow Rules clash, it’s another win for Process Builder.
Process Builder creates better automations
Allowing admins to see their automation in visual terms rather than fields or codes allows them to set up more effective automations. As the manager of a sales team, you can think deeply about how to save time for your reps. Then, your admins can bring it to life.
As well as the ability to set up sequences of automation, you can also set the order in which you want the automations to happen. In Workflow Rules, you do not have this option. The ability to update multiple related records at the same time is also a massive time saver.
Process Builder offers backdated versions of its automations. This means that if you decide that something isn’t working and you want to revert to how things in Salesforce were before, you can do it easily. For quality of output, it’s another win for Process Builder in Process Builder vs Workflow Rules.
Process Builder is the present and the future of Salesforce
Finally, and possibly most importantly, Process Builder is a newer feature from Salesforce, continually being approved by Salesforce’s product teams. Workflow Rules, on the other hand, still exists but is no longer supported.
If you use Workflow Rules in your organisation, you can continue to do so. However, it will no longer be updated. To use any of the useful new features we have talked about, you have to use Process Builder.
Salesforce has put together a series of guides to help you migrate your Workflow Rules to Process Builder automation, should you want to.
So far, in the Process Builder vs Workflow Rules evaluation, Process Builder has the edge every time. So, why would you want to use Workflow Rules in any situation? Let’s look at it from the other side.
Why stay with Workflow Rules?
Setting up Salesforce automation is supposed to be all about saving time for your organisation’s staff. If changing all your automations from Workflow Rules to Process Builder actions is going to be time-consuming, you must consider whether it is worth doing.
Depending on the expertise of your Salesforce admins, Process Builder may come with a learning curve. If your admins already know how to use Workflow Rules and they can set up the automations you need in a short amount of time, why change?
If your organisation is mature and you have been using Salesforce for a long time, you may have many Workflow Rules already set up. If they are running smoothly and you don’t need anything changed, why spend time migrating them to Process Builder?
Finally, some users believe that Workflow is better at handling automations on a large scale. If you are running hundreds or thousands of updates at the same time, Workflow Rules may be a better bet. However, Process Builder is continually being updated by Salesforce, so if there are any problems with Process Builder, you can expect them to be ironed out in due course.
Perhaps the Process Builder vs Workflow Rules battle isn’t so cut and dried after all?
Try for yourself
Whether you choose Process Builder or Workflow Rules for your Salesforce automation, one thing is clear. You are not getting the most from your Salesforce CRM if you are not automating your processes. Automation is there to help you, to give time back to your reps so they can help customers, to minimise human errors which can cause confusion and waste time, to let other areas of your organisation see how the sales team are performing.
Evaluate what automation could do for your sales team. Then, experiment to see how it can make your sales run more smoothly. Process Builder’s sandbox feature is there for a reason. If you try an automation but don’t like it, you can easily abandon it.
It’s time to pick a winner in the Process Builder vs Workflow Rules debate. Of course, it has to be Process Builder. It’s the future of Salesforce automation. It does more, it’s more user-friendly and it creates better outcomes. Plus, it is constantly improving with every update.
Why let a human do a robot’s job? Get automated today.