Embrace the Change: Transitioning from Workflow Rules and Process Builder to Salesforce Flow

If you’re a Salesforce admin, getting those notifications about the retirement of Workflow Rules might feel a bit overwhelming.

But here’s the deal: this shift is actually a fantastic chance to take your Salesforce organization to the next level, especially if you’ve been using it for a while.

The Evolution of Salesforce Automations

Let’s take a step back. Workflow Rules have been around in Salesforce since the Winter ’04 Release, and at that time, they were a complete game changer. They let admins automate simple processes, such as field updates, alert emails, and task creation—all without having to code. For years, these rules were the go-to automation tool.

• As business needs grew more complex, the limitations of Workflow Rules became clearer. That’s when Process Builder came onto the scene in 2015, offering a simpler interface for visually creating automated workflows and handling interconnected processes.
• Then came Flow Builder in 2018, which really raised the bar for what’s possible. This powerful tool lets admins visually design complex automations without the hassle of older methods.

The Mess We’ve Created

With each new automation tool added to the mix, many admins end up layering workflows on top of one another. Soon enough, we ended up with a spaghetti mess of automation processes.

This spaghetti-like automation can lead to complexities—lots of Workflow Rules, Process Builders, Flows, and even custom code all interfacing (and sometimes conflicting) in odd ways.

• This messy set-up may lead to the following:
• Recursive loops that cause infinite loops.
• Bulky processes that slow overall performance.
• CPU timeouts from too many processes triggering simultaneously.
• CPU timeouts can significantly disrupt operations, causing loss of productivity and problematic data inconsistencies-which is very problematic in sensitive areas like reporting and communication with customers.

Technically, you can continue to use your Workflow Rules and Process Builders after their scheduled retirement dates. However, Salesforce will not be able to troubleshoot any errors, which is not an ideal option. Why get stuck when you have the opportunity to:

• Improve processing speeds: Flows run faster, lessening the possibility of CPU timeouts.
• Streamline your automation toolkit: Remove the outdated or conflicting processes that are no longer working for your current business needs.
• Clarify and enhance automation logic: Use modern tools like Flow Builder to create clear and maintainable structures.

For example, After-Save Flows may run about 50% faster than Process Builder automations, and Before-Save Flows might be up to 100 times faster! By shifting to Flows, you’ll enjoy improved performance, greater functionality, and ongoing support from Salesforce.

 

Embracing the Change: Here’s How You Can Maximize This Transition

 

Here are five practical areas to focus on that would unlock the full potential of your Salesforce org:

1. Revamp Your Automation Strategy

Scrutinize all the current automated workflows, such as Workflow Rules, Process Builders, and Flows. Note the requirements, dependencies, and business rules and define, in detail, which will be used for what processes. Seek a clean and scalable approach that makes sense out of your operations. Identify redundancy among automations that can be merged and prioritize those which could have the most impact.

2. Reassess Your Processes

Don’t just rush to migrate your old automations to Flows; use this moment to reinvent your core processes. For things like data entry, order management, and quote approvals:

• Map out the current workflow and identify any bottlenecks.
• Design an optimized future state flow, taking advantage of Flow’s advanced features.
• Create the new Flows with all the necessary details like screens, loops, and conditions.
• Test the new configuration out intensively and ensure every staff member is trained up in the new process

3. Improve Team Skill Level

This transition does not have to be admins, however; make sure to urge developers to join the wagon! Training programs should take this occasion where they will have hand-practice in developing deep, powerful automations from and in Salesforce using Apex and Flow. Also best practice of improving Flows on dynamic UIs along with maintaining code quality.

4. Quality of Your Code

As you continue to add more Flows and Apex code, it is important to maintain the quality of your code. Ensure that you have high standards for testing, such as at least 80% test coverage, and use static code analysis tools to ensure quality and security. Automate your testing through CI/CD pipelines, peer code reviews, and regression testing to ensure that existing functionality is not broken.

5. Visibility

The larger your automated presence, the greater becomes the task of monitoring and troubleshooting. Implement sound logging and error handling accordingly, such as through Flows and Apex via custom-logging and error-handling features, supported by the Nebula Logger; be sure to configure alert systems so problems are caught early, set a release management process in place for changes deployment, and always review logs for proper running.

What About the ‘Migrate to Flow’ Tool? Don’t I Just Use That?

Salesforce has an integration tool that is really handy called ‘Migrate to Flow’ that takes your old Workflow Rules and Process Builders over to Flows. However, you should know what it can do and most importantly what this tool can’t.

• The Migrate to Flow tool takes a picture of your existing Workflow Rules and Process Builders and then tries to re-create this automation logic in Flow. Sounds convenient, but pretty straightforwardly, it is usually resulting in Flows that are nothing more than a step-by-step iteration of the original automations.
• And this will save you some initial configuration time, but be prepared that the migrated Flows might not take advantage of all the advanced capabilities available in Flow, such as screens, loops, conditions, and integrations. This also means that they are mostly not optimized for performance and efficiency, so you would end up with the same mess of automations only using a different tool.
• Rather than relying solely on the Migrate to Flow tool, consider using it as a starting point. From there, you’ll want to thoroughly review and redesign the migrated Flows to make sure they’re streamlined and aligned with your current business processes. This way, you’ll truly take advantage of everything Flow has to offer.

Conclusion

Change is scary, but the end of Workflow Rules and Process Builder is the perfect chance to rethink your automation game within Salesforce. With Flow Builder, along with some smart upgrades, you are not only making the Salesforce environment more efficient but enabling your team to work on better things.

Migrate to Flow and be better prepared for the fast-changing world of customer relationship management, thanks to features that have improved integration capabilities and user interface. So, retire without a fear, embracing retirement with your Salesforce organization.

FAQs

1. What’s going to happen to my old Workflow Rules and Process Builders when Salesforce retires those?

You can still leverage your existing Workflow Rules and Process Builders, but Salesforce will not service them anymore. We urge you to migrate to Flow Builder for continued support and further take advantage of new, advanced automation capabilities.

2. When is Workflow Rule and Process Builder retiring date?

Salesforce has announced specific retirement dates for these tools, although one would have to consult the official Salesforce communications or website to get the best and latest information on a timeline.

3. What are the principal benefits of moving to Flow Builder?

Flow Builder has several benefits, including improved performance, functionality, more complex automations, and use of more modern features like screens and loops. That makes it more flexible to the needs of various business requirements.

4. How do I start migrating from Workflow Rules and Process Builder to Flow?

Start by reviewing your current automations, documenting processes, and marking any redundant or outdated workflows. From there, map out your ideal state and begin to transition to Flow Builder for your automations.

5. What types of automations can I create with Flow Builder?

This helps you automate anything from basic updates of fields and alerts up to more complex workflows in data manipulation, user interaction, and even integration with other systems.

6. Does “Migrate to Flow” succeed in transferring existing automations?

Helps will be the “Migrate to Flow” tool. Nevertheless, this will likely not optimize your processes toward their maximum efficiency. Maybe a little more fiddling after Migrating Flows for a full utilization of all what’s advanced in Flow.

7. What are available resources to train my team about Flow Builder?

Salesforce provides a community of resources, including Trailhead modules, training videos, and documentation specifically focused on Flow Builder. Additionally, joining Salesforce user groups or forums can provide support and shared experiences.

8. How does Flow Builder handle errors and debugging?

Flow Builder has in-built error handling features that enable you to handle errors gracefully. You can implement fault paths in your flows to handle exceptions and receive notifications about issues that arise during execution.

9. Can I run Flow automations without needing to code?

Yes! Flow Builder is low-code in nature, and hence users can develop strong automations without much knowledge of coding. The interface is so visual that even a simple flow could be built with it.

10. What help does Plative offer in transitioning to Flow Builder?

Plative provides assessment, planning, and migration services to help make the transition. They would provide expert guidance, ensure optimized flows, and facilitate trainings to get your team to feel comfortable with using Flow Builder effectively.