Repetitive work processes are quite common in a lot of businesses, which can lead to employee fatigue and errors. When things take too long or go wrong, customers can get unhappy, resulting in a loss for the brand.
This is where task automation becomes relevant. Automated tasks are work done by systems that can do detailed and mundane tasks without human help. Salesforce is a well-known platform that offers automation features, thus helping businesses streamline their processes.
In Salesforce, automation can be done using two main tools: Workflow Rules and Process Builder. While both tools aim to increase productivity, they approach it differently.
If you are curious about Salesforce workflow vs process builder, don’t worry. A lot of people have difficulty with that. In this article, we will cover the most important aspects of process builder vs workflow in Salesforce. So let’s begin.
Salesforce Workflow is a feature that allows users to automate routine activities. It operates based on preset criteria known as Workflow Rules, which determine when actions are taken. These rules monitor specific triggers such as record creation and updates in your Salesforce data.
Key features of Workflow Rules are:
Workflow Rules make it easy to automate basic tasks. For instance, automating an email to thank customers after receiving an order, or updating fields automatically after a deal is closed.
Moreover, Workflow Rules have some limitations. They cannot perform complex action sequences or multi-step perform better with simple logic.
In the comparison between process builder vs workflow in Salesforce, Workflow Rules are ideal for quick and simple automation. On the other hand, Process Builder might be a better fit for complex requirements.
Process Builder is a more advanced feature used for automation in Salesforce. It allows businesses to create automated processes that do multiple functions at once, and multiple steps and rules can be added to control workflows within the business.
Key features of Process Builder include:
Unlike Workflow Rules, Process Builder takes the lead when dealing with complicated workloads due to its flexibility. That is the reason why, in most cases, users prefer the process builder vs the workflow.
For instance, Process Builder allows users to modify several related records, set conditions for task assignments, and send tailored alerts.
Every tool has its drawbacks, Process Builder does as well. For example, it may become harder to manage if the automation prompts complicated steps. In these scenarios, Salesforce encourages users to switch to Lightning Flow for highly intricate automation.
To evaluate Salesforce workflow and process builder, it is best to consider how each performs in certain areas. Here is a brief comparison to highlight some of their differences:
While deciding between process builder and workflow in Salesforce, go for workflow if you need something executed in seconds, and process builder if you want greater detail and flexibility for automation.
Both Process Builder and Workflow Rules help in task automation within Salesforce. These features, however, have some restrictions that you must pay attention to.
Sometimes people wonder whether they should use Apex triggers instead. Apex triggers are pieces of code created by developers and offer the highest level of customization, but require a larger investment of time and expertise. So, which is better: process builder vs workflow vs Apex triggers?
Salesforce is fully shifting away from Workflow Rules and Process Builder. Their focus now will be on Flow Builder, an advanced automation tool that focuses on powerful flows.
As of 2026, Salesforce will no longer support or provide updates to Workflow Rules and Process Builder. If you’re still using them, now is the time to plan a switch and seek alternatives.
Flow is preferable for new projects since it’s the future of automation within the platform. This change is part of Salesforce’s intent to consolidate automation tools and provide greater user flexibility within a single platform.
Salesforce is updating its automation systems. It is shifting from using Workflow Rules and Process Builder to focusing on Flow Builder. However, if you’re still on Workflow Rules, the first step is to Transition to Process Builder, especially for complex tasks.
This helps to:
While you may still be transitioning from workflow to process builder, start learning flow builder to familiarize yourself with it. It’s the direction Salesforce is going next!
Your requirements determine whether to choose Salesforce Workflow Rules or Process Builder. Workflow Rules are useful for basic functions such as sending emails and updating fields. Lots of actions at once or more advanced if/then logic are better handled by Process Builder. Both tools can be tested to see what is most beneficial to one’s business at the moment.
It’s good to note that both Workflow Rules and Process Builder will be retired by the end of 2025. The company is pivoting toward Focus on Flow Builder, which is an advanced automation tool that offers more capabilities than the legacy tools. So while deciding on which tool to use today, do not forget to pick up the Flow tool as well so that you can hit the ground running when the time comes and ensure minimal disruptions to your business processes.
Outdated tools can bring stagnation to industrial growth. With our Salesforce experts, you will be able to automate smarter with the right setup designed for your plant and team, and growth trajectory.
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Sending emails, updating fields, or even creating tasks are all simple functions that can be carried out using workflow. It is effective for tasks that consist of single steps only.
Complex tasks are better handled by Process Builder. However, it can manage multiple steps, incorporate if-then logic, and even make changes to other associated records.
No, Salesforce is planning to discontinue Workflow use past 2025. Salesforce wants all users to switch to Salesforce Flow. Flow is a newer tool that blends both Workflows and Process Builder into a single feature. If you’re still using Workflow, now is the time to familiarize yourself with Flow.
Absolutely. Process Builder is more beneficial for factories or large corporations. It is capable of overseeing functions like cross-team work approvals, activities, and even managing inventories. However, it is very effective for businesses that have complex, multi-step processes.
If your team lacks technical skills, Workflow is the simplest tool. Its simplicity is one of its strongest advantages. It does not require coding. Process Builder also has a friendly interface; however, it may require some degree of technical know-how.
That is up to you. With complex requirements, using Process Builder is still favorable to move to Flow. Moreover, with Flow, instructions are clearer, and tasks are organized step by step. With simple tasks needing automating, you can sit tight, but minimal, simple automation will need to be done using Flow soon.
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