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Webinar: Building Smarter Apps Using Formulas and Workflow FAQ

This is the FAQ for the Building Smarter Apps Using Formulas and Workflow webinar.

Contents 1 Webinar: Building Smarter Apps Using Formulas and Workflow FAQ 1.1 Can you put a formula in a Account to pull data from a contract? 1.2 I would like to know if you can perform a Cross Object Formula which updates an Account Field from the User Object. For example I want take a "Territory #" Field from the User Table and update the "Territory #" on the Account Table. When we change the Account Owner, New Account Owner's User's Territory#. However only apply this update when the New User has specific Profiles. 1.3 I would like to know how I can create a workflow that can be based on a User's last login date (for instance, to send an email when a user hasn't logged in for over 4 weeks). 1.4 How do I get that grant remaining chart on the page as a formula field? 1.5 Is there any way to suppress the emails that go out to approvers? 1.6 Regarding formula fields, couldn't we come up with an easier way to deal with picklists than the ispickval function? It's awkward.... 1.7 What versions is this functionality available in? 1.8 Is there any way to suppress the emails that go out to approvers? 1.9 How did you make a read only field appear in the Edit mode for the 'verification' instructions? 1.10 When you make the eastern state NY, can the User over-write this? 1.11 Can you add approval steps after you already have an active approval process? 1.12 Will I still be able to use the old syntax? 1.13 I would like to use cross object formulas to calculate the number of activities listed on a parent object such as counting the number of emails sent to a particular lead or contact 1.14 Can the work flow email or tasks show up as a completed activity on the record so non-admin users can see the transaction? 1.15 What is the best way to get some training on these subjects? 1.16 Do cross object formulas work with picklist fields? 1.17 Does the hyperlink also work while the form is in edit mode? 1.18 Who gets the email? 1.19 Are cross-object formulas actually copying the data into the referencing object or simply displaying the most current value or the data? 1.20 Can you create reports and/or dashboards based on the Time Based Workflow Monitoring queries? 1.21 How do I get that Zip Code/City lookup piece 1.22 Just like State look ups are provided for the country, it would be great if you can enhance & provide the city look up functionality based on zip as oppose to every org individually uploading zip look up's. 1.23 Do Vlookup work for fields that are not UNIQUE? 1.24 Is there thought to use VLOOKUP in let's say Workflow rules for setting data rather than just checking it. 1.25 What are the limitations of the VLOOKUP function. Can I lookup into any object? 1.26 If you changed the field name from 'I verify eligibility' to something like 'I verified' -- will the workflow rule be updated automatically? Or do I have to change the field name on every rule 1.27 I noticed that there is no Contacts tab; however, you still link to contacts. Where do the contacts reside; especially if a customer doesn't use SFA. (e.g. force.com only customer) 1.28 Can I get Raja's apex code emailed to me. I'd like to study it. 1.29 Why 'NO' on the multiselect picklist value 1.30 Is there a flow chart view for the processes? 1.31 Question on routing - how can it be integrated with an external directory 1.32 Can you do an approval request on an event so this PTO requested automatically shows on your calendar? 1.33 I run into an issue where if you are just sending an email from workflow it does not show up on the object. 1.34 What happens to records that are in progress when you deactivate a the workflow process? 1.35 If I use an approval process via email, does the approver have to be a SF user? 1.36 Is there any way that i can create a time based workflow to send out an email to a queue? I have tried but it does not work. 1.37 What is the best way to get started with Apex code? 1.38 When working with time based workflows, if you update the record, the time based emails used to disappear out of the queue. Has this been remedied in the new release? 1.39 Is there a webinar on the Google APIs that we can access? 1.40 Is it possible to create an escallation process 1.41 Can I create an escalation process based on time based workflows? 1.42 Why can't time-based triggers be dependent on when a workflow fires? 1.43 Will formulas set up prior to Winter '09 be converted over to the new syntax? 1.44 Can you use a multiselect picklist value in a formula 1.45 What about the ability to send automated email reminders to the current approver using workflow? 1.46 Will you still be able to use the old operators? 1.47 Can a text field (zip code) be used to lookup (vlookup) a custom object zip code? 1.48 Will we be able to do a roll-up summary formula on non-Master/Detail records? 1.49 Will the change in syntax mean we have to change existing formulas or will they still work? 1.50 Do you have to be a Google Apps User 1.51 Workflow actions fire based on an evaluation criteria (when created, edited, etc.)... how about adding a feature that will allow us to schedule when we want the workflow actions to fire? 1.52 If a formula is used to calculate a field, does that value get stored in the database. ie. the expire date of a warranty 1.53 Regarding Recall functionally: If field update is done and recall is selected. Previous value is retrieved for the field? 1.54 Using the Formulas, can one make one so that neglected accounts are shown as those after 30 days?

Can you put a formula in a Account to pull data from a contract?

The Contract object has a lookup relationship to Account, which makes Account the "parent" and Contract the "child". Cross-object formulas can only reference parent merge fields from the child, not child merge fields from the parent. Thus, you cannot put a formula in a Account to pull data from a contract, but you can put a formula in a Contract to pull data from an Account.

I would like to know if you can perform a Cross Object Formula which updates an Account Field from the User Object. For example I want take a "Territory #" Field from the User Table and update the "Territory #" on the Account Table. When we change the Account Owner, New Account Owner's User's Territory#. However only apply this update when the New User has specific Profiles.

Unfortunately, you cannot reference a User field for Account Owner from the Account object. One of the current limitations of cross-object formulas is that they cannot traverse the "Owner" relationship. You can traverse to other User relationships, but because Owner can be a User or a Queue, we have not enabled that functionality for Owner. It is on the roadmap, but not planned for this year.

I would like to know how I can create a workflow that can be based on a User's last login date (for instance, to send an email when a user hasn't logged in for over 4 weeks).

You cannot create workflow rules on the User object currently

How do I get that grant remaining chart on the page as a formula field?

The chart was created with a formula field that uses the IMAGE() function and pulls the image from the google charts API. See the Help & Training documentation for how to use the IMAGE() function, and see the Google Chart API website for details regarding the API.

Is there any way to suppress the emails that go out to approvers?

No, the approval assignment email using the template you specify in the approval process definition cannot be suppressed.

Regarding formula fields, couldn't we come up with an easier way to deal with picklists than the ispickval function? It's awkward....

Yes we are aware of this; this is a popular request on IdeaExchange

What versions is this functionality available in?

Most of the formula capabilities are available in all editions; workflow is available in enterprise and unlimited editions

Is there any way to suppress the emails that go out to approvers?

No, the approval assignment email using the template you specify in the approval process definition cannot be suppressed.

How did you make a read only field appear in the Edit mode for the 'verification' instructions?

This is a regular field, not a formula field, which is why it appears in edit

When you make the eastern state NY, can the User over-write this?

Yes, as long as the User has Field Level Security access to edit the field. Setting a default value for a field just populates the field when creating a New record, and then the user has a chance to change the value. If you don't want them to change the value you can make the field read-only via the page layout or Field Level Security.

Can you add approval steps after you already have an active approval process?

Once an approval process is used in an approval process, you cannot "alter the structure" of the process. You can certainly deactivate, clone and add new steps to the new approval process. Existing records using the older approval process will still work. Once the new approval process is activated, it will be used for all new records submitted for approval. Having the older, deactivated approval process remain in your org should not harm.

Will I still be able to use the old syntax?

Yes

I would like to use cross object formulas to calculate the number of activities listed on a parent object such as counting the number of emails sent to a particular lead or contact

Cross-Object Formulas cannot count child records, they can only reference parent merge fields. Roll-Up Summary Fields are used to count records, but currently Roll-Up Summary Fields are not available for the standard Activities object. So, there is currently no way to do this.

Can the work flow email or tasks show up as a completed activity on the record so non-admin users can see the transaction?

Yes - audit trails can be set to visible for all users

What is the best way to get some training on these subjects?

Please go to www.salesforce.com go to the education area under the service tab for class offerings. We also have webinars and documentation available on developer.force.com

Do cross object formulas work with picklist fields?

Any merge field that is available for an object is available to a cross-object formula. Picklists are available in formulas, but multi-select picklists, long text areas, and Description are not.

Does the hyperlink also work while the form is in edit mode?

No. Formulas do not display in edit mode.

Who gets the email?

The email is typically received by the next person defined in the workflow

Are cross-object formulas actually copying the data into the referencing object or simply displaying the most current value or the data?

Cross-object formulas display the real data from another object - it isn't a copy

Can you create reports and/or dashboards based on the Time Based Workflow Monitoring queries?

No.

How do I get that Zip Code/City lookup piece

Examples of using VLOOKUP to validate Zip Codes are in the Help & Training documentation and also can be found at developer.force.com, under Database Services: click on the link for "100 Ways to Use Formulas".

Just like State look ups are provided for the country, it would be great if you can enhance & provide the city look up functionality based on zip as oppose to every org individually uploading zip look up's.

This is not in our plans, but is an interesting idea. Please post this on IdeaExchange.

Do Vlookup work for fields that are not UNIQUE?

VLOOKUP() expects one value to be returned. If the Name field in the custom object is not unique, then it will just return the first row it finds.

Is there thought to use VLOOKUP in let's say Workflow rules for setting data rather than just checking it.

Yes, supporting VLOOKUP in Workflow Rules and Workflow Field Updates in on the roadmap (and would be really useful for things like looking up Sales Tax rates and such), but is not planned for this year.

What are the limitations of the VLOOKUP function. Can I lookup into any object?

You can only lookup to custom objects. There are a lot of limitations for this feature, so definitely check the online Help & Training documentation if you are considering this functionality.

If you changed the field name from 'I verify eligibility' to something like 'I verified' -- will the workflow rule be updated automatically? Or do I have to change the field name on every rule

Yes - since it's a custom field, any change to it will be reflected system wide due to the power of our meta-data model

I noticed that there is no Contacts tab; however, you still link to contacts. Where do the contacts reside; especially if a customer doesn't use SFA. (e.g. force.com only customer)

Accounts and Contacts are available in all editions including force.com. We happened to not expose the tab but the object data is still there. Tabs are a user interface feature, not a database feature.

Can I get Raja's apex code emailed to me. I'd like to study it.

Examples of dynamic workflow powered by apex are available on developer.force.com A complete working example for the dynamic approval routing is available on the appexchange. You can download it in your own org. You can get it here: http://www.salesforce.com/appexchange/detail_overview.jsp?id=a0330000005AIHmAAO

Please read the associated doc.

Why 'NO' on the multiselect picklist value

This is a longstanding technical limitation in formulas, and a popular idea on idea exchange. It is on our roadmap, but not planned for this year.

Is there a flow chart view for the processes?

No. We are working towards this feature.

Question on routing - how can it be integrated with an external directory

The routing used in approval processes are with the users in our salesforce org. So, whatever mechanism you are using to sync your salesforce users with any external directory should suffice.

Can you do an approval request on an event so this PTO requested automatically shows on your calendar?

Yes - in fact, we internally use a custom PTO application built 100% on force.com that does exactly this and allows entire teams to share their vacation calendars so managers can see team schedules

I run into an issue where if you are just sending an email from workflow it does not show up on the object.

Yes. This is something I am tracking to enhance in my roadmap.

What happens to records that are in progress when you deactivate a the workflow process?

There is no impact. As approvers approve the record, it will still work using the deactivated approval process definition. Of course, if you submit a new record, there will not be any approval process to use.

If I use an approval process via email, does the approver have to be a SF user?

Yes the email address must be associated with an active salesforce.com user

Is there any way that i can create a time based workflow to send out an email to a queue? I have tried but it does not work.

Queue is not listed currently as a recipient when you create an email alert. You can however, use a public group. If you are using case, lead or custom objects the owner of a record can be a queue and you can send the email alert to the record owner. In this case, the queue email address will receive the email.

What is the best way to get started with Apex code?

Please visit developer.force.com and the Apex wiki. Also check out the Documentation page for the reference guide. We'll also be publishing an Introduction to Apex within the next week or so.

When working with time based workflows, if you update the record, the time based emails used to disappear out of the queue. Has this been remedied in the new release?

This isn't a bug - if the record conditions change on a record, it resets the time-based workflows associated to reflect the change which overrides older workflows in the queue

Is there a webinar on the Google APIs that we can access?

There is no webinar on the Google Chart API because it is not part of an official force.com toolkit. We recommend that you look at the online Help & Training documentation for the IMAGE() function and also look at the Google Chart API website for information. We do have toolkits for Google Apps (Gmail and Google Spreadsheets) - check out the Google Data API Toolkit.

Is it possible to create an escallation process

Yes - examples of this will be covered shortly

Can I create an escalation process based on time based workflows?

Yes

Why can't time-based triggers be dependent on when a workflow fires?

It is dependent. That is how time-based workflow works. When a workflow rule fires, the time-triggers are evaluated and the needed actions are scheduled for a future date.

Will formulas set up prior to Winter '09 be converted over to the new syntax?

No, we will not autoconvert existing formulas. The old syntax for AND(), OR(), = and <> will still work and are still a valid way to write a formula. The new syntax (&&, ||, ==, !=) is an alternative for folks who are familiar with this syntax from other programming languages, and for folks like me who just think it reads better.  :-)

Can you use a multiselect picklist value in a formula

No

What about the ability to send automated email reminders to the current approver using workflow?

We are tracking the Approval reminder feature as an important enhancement in the roadmap

Will you still be able to use the old operators?

Yes

Can a text field (zip code) be used to lookup (vlookup) a custom object zip code?

Yes. That is how the demo example works. There are a number of limitations for VLOOKUP(), though, so please refer to the online Help & Training documentation for all of the details.

Will we be able to do a roll-up summary formula on non-Master/Detail records?

No. This is not on the roadmap.

Will the change in syntax mean we have to change existing formulas or will they still work?

They will still work. All of your customizations will still work from release to release (which is one of the amazing things about the force.com platform, if you ask me!). [Mary]

Do you have to be a Google Apps User

No. The Google Chart API does not require that you be a Google Apps user.

Workflow actions fire based on an evaluation criteria (when created, edited, etc.)... how about adding a feature that will allow us to schedule when we want the workflow actions to fire?

This is possible using time-based workflow rules. You essentially do this by creating "Time triggers". Refer to documentation for examples. The Webinar has an example of this, where I create a time-based rule of "10 days before Non Profit: Verification Due Date"

If a formula is used to calculate a field, does that value get stored in the database. ie. the expire date of a warranty

Formula field values are not stored in the database. Every time you refer to the field (via the UI, API etc) you will get the calculated value.

Regarding Recall functionally: If field update is done and recall is selected. Previous value is retrieved for the field?

You can use the PRIORVALUE formula to get the previous value before updating with the new value when using a field update action as a recall action.

Using the Formulas, can one make one so that neglected accounts are shown as those after 30 days?

Yes. Assuming you are basing this on the Last Modified Date, you could create a formula field called "Neglected?" on the Account object with the following formula:

IF(TODAY() - DATEVALUE(LastModifiedDate) > 30, "Yes", "No")

If you want to make it flashier with an IMAGE(), see the sample formulas in the online Help & Training for how to leverage some standard images or reference your own images.