Workflows and Approvals Interview Q&A

1.What are the different kinds of evaluation criteria’s (events)?

Created
Created and every time edited to meet the criteria
Created and edited to subsequently meet the criteria

2.What is the difference between ‘Created and every time edited to meet the criteria’ and ‘Created and edited to subsequently meet the criteria’?

If we select ‘Created and every time edited to meet the criteria’ whenever we create a record or edit a record if the criteria of the workflow rule meets then it will trigger every time.

If we select ‘Created and edited to subsequently meet the criteria’ – whenever we create the record that meets criteria so that workflow will fire and while editing the record again criteria meets workflow won’t fire (meeting the criteria to meeting the criteria).

When we create the record, if the record criteria don’t meet then the workflow will not fire. In the dame way if criteria meet while editing the record then the workflow will fire.

Conclusion: Previous state of record should be not meeting criteria and current state of record should be meeting the criteria then only in current state workflow will fire.

3.What are the types of rule criteria’s?

Criteria meet (field – operator – value, if there are multiple criteria’s then in filter criteria we can give conditions like ( 1 or 2) and 3, field to field comparison is not possible, we can’t fetch the previous state information of the field).

Formula evaluated (we can write formulas with this we can do field to field comparison and we can fetch previous state value of the record).

4. What is immediate workflow action?

The action which will be performed immediately after the record criteria meets.

5. What is time dependent workflow action?

The action which will be performed in future based on the any of the date field. To create time dependent workflow action we should create one time trigger.

In time trigger we can give either days or hours with the maximum of 999 value and we can select either before or after.

6. For which event we can’t create time dependent workflow action?

Created and every time edited to meet the criteria.

7.What are the different kinds of workflow actions?

Field update – we can update a field of the same object or the fields of the parent objects which are at master side in master-detail relationship, only for master-detail parent objects we can update the field and for lookup we can’t update.

Email alert – we can send emails if the criteria meets

New task – we can create new task

Outbound Message – we can make a callout

8.What are the types of email templates?

Text
HTML (with letter head)
Custom HTML (without letter head)
Visual Force

9.There is a timebased workflow which will update one of the fields if the criteria meet. User submits the record with valid criteria, workflow triggered so that the field update is queued in the ‘time based flow’ queue which will fire after one day. If the user modifies the record which is submitted before the scheduled date, after modification, a record criterion is not meeting. Whether the field will be updated or not in schedule date?

It won’t trigger in the schedule date because if we modify the record to not meeting criteria that queued field update will be removed from the ‘time based flow’ queue.

10. For the same scenario explained in the above question what happens when we deactivate or modify the criteria of the workflow to different criteria? Whether the field will be updated or not in schedule date?

Yes, it will trigger in scheduled date.

11. Scenario: There are two workflow rules on the same object say namely wf1 and wf2. If wf1 fires then a field will be updated on the same object, if the field updated and due to this wf2 criteria meets then what will happen, wf2 will fire or not?

It won’t fire.

To fire wf2 we should enable ‘re-evaluate Workflow Rules’ checkbox of the field update which is there in wf1.

12. What is Approval Process?

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 have certain attributes.
An approval process also specifies the actions to take when a record is approved, rejected, recalled, or first submitted for approval.

13. How to configure Approval Process?

Before creating the Approval Process we should select the object after that we should follow below steps –

Give the Approval Process name
Give the criteria of the Approval Process
Select the email template – If we don’t select any email template salesforce by default send an email notification to the target approver else with our selected email template target approver will be notified
Select the users who can submit for the approval – If we do not select any user by default all the users who can access to that record can submit
Select the user to whom record should be submitted
Initial submission actions – after submitting the record for approval immediately whatever the actions included in the initial submission actions section will be triggered
Approval Steps – we can add multiple steps
For each and every step we can see ‘Approval actions’ and ‘rejection actions’ sections where we can add actions to be performed
If the Approver approves the record then actions which are under ‘approval actions’ section will be triggered
Final approval actions section – If all the steps approved then actions which are under ‘final approval actions’ section will be triggered
Final rejection actions section – If any one of the step rejected then actions which are under ‘final rejection actions’ section will be triggered
Recall approval actions – After submitting record for approval if you want to revoke we click on recall approval action on the detail page, after clicking on that button actions which are under recall approval actions section will be triggered

14. Scenario: After activating the approval process, I want to add one more step. Is it possible?

It’s not possible, to add one more step deactivate the approval process and clone the deactivated approval process and add the new steps.