Automation · Topic 1 of 2
Choosing an Automation Tool and Building Flows
Salesforce automation: choosing between rules and Flow, screen, record-triggered, scheduled and autolaunched flows, before and after save, order of execution.
- 4 min
- Flow is the main automation tool; Workflow Rules and Process Builder are out of support since 31 December 2025.
- Flow types: screen, record-triggered, schedule-triggered, autolaunched, platform event-triggered.
- Before-save for same-record field updates; after-save for related records and actions.
What it is
Salesforce automates business processes without code. Flow is the main declarative automation tool; assignment rules, escalation rules and auto-response rules handle routing and replies; approval processes handle sign-off. Workflow Rules and Process Builder reached end of support on 31 December 2025; existing ones still run, but new automation uses Flow.
How it works
Choosing the tool
| Requirement | Best tool |
|---|---|
| Route new leads or cases to owners | Lead or case assignment rules |
| Escalate cases not solved in time | Case escalation rules |
| Email the customer when a case or lead is created | Auto-response rules |
| Guide users through a multi-step screen | Screen flow |
| Update fields or create records when a record changes | Record-triggered flow |
| Run on a schedule, such as nightly | Schedule-triggered flow |
| Reusable logic called from other places, such as buttons, Apex or agents | Autolaunched flow (subflow) |
| Formal approval with approvers | Approval process (or Flow-based approvals) |
| Let AI help | Agentforce actions built from flows and prompts |
Flow types
| Type | Starts when |
|---|---|
| Screen flow | A user launches it from a page, button, action or app |
| Record-triggered flow | A record is created, updated or deleted |
| Schedule-triggered flow | At a set time and frequency |
| Autolaunched flow | Called by another process, such as a subflow, Apex, REST or an agent action |
| Platform event-triggered flow | A platform event message arrives |
Record-triggered flows: before and after save
| Option | Best for |
|---|---|
| Fast field updates (before save) | Updating fields on the same record that triggered the flow; fastest |
| Actions and related records (after save) | Creating or updating other records, sending emails, calling actions |
Entry conditions decide which records start the flow; you can run only when a record is updated to meet the conditions.
Order of execution
When a record is saved, Salesforce runs steps in a defined order. Key points for administrators:
- Before-save record-triggered flows run early, before before-triggers and before custom validation rules.
- Validation rules run before the record is saved.
- Assignment, auto-response and escalation rules run after the record is saved.
- After-save record-triggered flows run after the record is saved, near the end.
Default automation user
Some automation runs as a system user. The default workflow user and the Automated Process user own or run certain automated actions, so set the default workflow user (in Process Automation Settings) to an active administrator. Schedule-triggered flows on API version 53.0 or later run as the default workflow user, and a user can't be deactivated while set as the default workflow user.
A worked example: when an opportunity is Closed Won, set a "Won Date" field and create an onboarding case. Use one record-triggered flow on Opportunity: fast field updates can't create other records, so use an after-save flow that updates the Won Date and creates the case.
Use before-save (fast field updates) when you only change fields on the triggering record. Use after-save when you touch other records or send actions.
How the exam asks about this
- "Guide agents through a troubleshooting script." A screen flow.
- "Every night, close tasks overdue by 90 days." A schedule-triggered flow.
- "A Process Builder process needs a change." Migrate it to Flow; Process Builder is no longer supported.
What to remember for the exam
- Flow is the main automation tool; Workflow Rules and Process Builder are out of support since 31 December 2025.
- Flow types: screen, record-triggered, schedule-triggered, autolaunched, platform event-triggered.
- Before-save for same-record field updates; after-save for related records and actions.
- Use purpose-built rules for lead and case routing, replies and escalation.
- Validation rules run before save; after-save flows run after save.
Several record-triggered flows on one object can run in an order you didn't expect. Use the trigger order setting, or consolidate flows.
Common mistakes
Building new Process Builder or Workflow automation. Use Flow.
Using after-save to change the same record's fields. Before-save is faster and avoids extra saves.
Using a flow where an assignment rule fits. Purpose-built rules are simpler.
Check yourself
Which flow type runs when a record is created or updated?
A record-triggered flow.
When should a record-triggered flow use fast field updates (before save)?
When it only updates fields on the record that triggered it.
Which tool should replace an existing Process Builder process?
Flow, because Process Builder has reached end of support.
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