1. Workflow

Workflow is an older tool for automating simple processes based on defined criteria.

Features:

• Limited Actions:

  • Field updates

  • Email alerts

  • Tasks

  • Outbound messages

• Evaluation Criteria: Can trigger on record creation, record updates, or specific conditions.

• One-Action Execution: Executes only the first action when criteria are met (e.g., a field update or email).

• Simple Logic: Lacks advanced branching or logic.

• No Chaining: Cannot directly invoke other workflows or processes.

• Immediate or Time-Dependent Actions: Can delay actions based on time triggers.

Use Case:

• Basic automation, like sending an email when a case is created or updating a field when a specific condition is met.

2. Process Builder

Process Builder is a more advanced and versatile tool introduced as a successor to Workflow.

Features:

• Multiple Action Types:

  • Create records

  • Update related records

  • Post to Chatter

  • Launch flows

  • Invoke Apex

  • Submit for approval

• Complex Criteria: Allows branching logic using "if/then" statements.

• Chaining: Can call other processes or flows for more extensive automation.

• Visual Interface: Provides a graphical user interface for creating processes.

• Immediate and Scheduled Actions: Like workflows, supports both immediate and time-based actions.

• One-Stop Automation: Consolidates multiple workflows into a single process.

Use Case:

• Handling more complex automation, such as creating a record in a related object and updating parent records based on criteria.

Conclusion

In summary, both Workflow and Process Builder are essential tools for automating tasks in Salesforce, but they serve different purposes:

• Workflow is perfect for simple, single-action automations with minimal complexity.

• Process Builder, on the other hand, is a more advanced tool capable of handling complex processes with multiple actions, branching logic, and the ability to chain other processes and flows.

As Salesforce continues to evolve, Process Builder has become the preferred tool for most automation needs due to its flexibility and visual interface. However, Workflow remains a useful option for simpler tasks that don’t require the advanced capabilities of Process Builder.