[SalesForce] Send email or report only when a field value is updated

I have a rich text field on contact object.

I want to send an email whenever the content in the rich text field changes.
I have enabled field history tracking. If reporting is a right way to achieve this, I need the report to clearly specify that there is a change. Or can a report be sent only when there is a change?

I have created a workflow rule, to use the "ISCHANGED" function.
But, I get this error: Error: Function ISCHANGED may not be used in this type of formula.
Below is a snapshot of the same.

I know that I can write a trigger, use emailmessaging to send email. Is there any simple and efficient way to do this ?

[Update]
I was able to achieve this through process builder, because I just read that workflow rule does not allow to track changes for rich text field.

But still, I would like to know if this can be done through reporting.. since reports do not need any deployments/ CI process.

Best Answer

The ISCHANGED() function is available only in specific contexts:

This function is available only in:

Assignment rules

Validation rules

Field updates

Workflow rules if the evaluation criteria is set to Evaluate the rule when a record is: created, and every time it’s edited .

Formula criteria for executing actions in Process Builder.

Because your Workflow Rule is set to evaluate the rule any time a record is edited to meet criteria, you cannot use the ISCHANGED() function.

Salesforce Reporting is not a particularly good match for this requirement, but it can work. You could use a Workflow Rule that does comply with the above restrictions to populate a Date field with TODAY() each time the field changes, and subsequently create a subscription to that report.

Related Solutions

[SalesForce] Is it possible to send an Email Alert with a Workflow rule applied to a task object

I'm not sure if anyone can come up with a native workaround, I do not know of one. You can accomplish this with a trigger if you are comfortable with Apex though. I know it's not ideal but at least you know its possible.

Something like this should work. Don't really know your use case so this is very simplified and you will have to set the body, subject, recipients, etc. based on your use case. This should get you started though.

trigger myTaskTrigger on Task (after insert) {

    set<Id> oppIDs = new set<Id>();
    for(Task t : trigger.new){
         if(t.What.Type == 'Opportunity'){
               oppIDs.add(t.WhatId);
         }
    }

    map<Id, Opportunity> oppMap = new map<Id,Opportunity>([Select Id, Name From Opportunity Where Id In : oppIDs]); 

    List<Messaging.SingleEmailMessage> emails = new List<Messaging.SingleEmailMessage>();
    for(Task t : trigger.new){

        Messaging.SingleEmailMessage email = new Messaging.SingleEmailMessage();

        // create email content
        String subject = 'My Subject for the task email alert';
        email.setSubject(subject);

        String body = 'Here is where I can se the body of the email';
        email.setPlainTextBody(body);

        // add recipients
        List<String> toAddresses = new List<String>();
        //Set your too addresses here based on task criteria
        email.setToAddresses(toAddresses);
    }

    if(!emails.isEmpty()){
        Messaging.sendEmail(emails);
    }
}

[SalesForce] Send email when changing Lead owner via Apex

Use workflow, criteria would be when the lead owner id changed, and then add an email alert to it ...

Apex is totally possible, but a gross overkill, and also subject to limits on how many emails can be sent in one day.

Best Answer

Related Solutions

[SalesForce] Is it possible to send an Email Alert with a Workflow rule applied to a task object

[SalesForce] Send email when changing Lead owner via Apex

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