How to reduce number of workflow rules

[Krishna Prabhakar]

hi friends,

We are having a Idea Community with about 25 categories values. For each value in the category we have set of people as category owners. So whenever an idea is posted with some category we want to send an email to category owner saying a new idea is posted under your category. So in order to to do this we have taken the approach of Workflow rule with Email alerts, where every time an idea is posted with a category populated it would send an email alert to set of people i provide in Email Alert. So in this process we eneded up with 25 rules since we have 25 values of categories. In our Org we almost reached the Org limit on number of workflow rules so we are thinking of decreasing this number of rules to some extend. Is there any alternate approach or a way to decrease these number of rules. Thanks in Advance.

[Umesh Vajpayee]

I would suggest you to adopt the combination of standard+custom approach. For example you can create a generic single workflow to send an email to email handler(to routing address) whenever a new idea is posted. Then, handle your custom logic to send mass emails through inbound email handler using batch apex or whatever.

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Best Regards,

Umesh Vajpai

[rakesh boinepalli]

Can we create a trigger on Idea object?.

If yes, can we not implement all the logic inside the trigger and send single email to respective recipient . 

Thanks,

Rakesh . 

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[Chimakurthy]

Hi all thanks I took the trigger an custom settings approach and it is working fine now 

Regards,

Krishna Chimakurthy 

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[tracie holmes]

you can request more workflow rules - just enter a case and explain why you need more than 50 workflow rules on an object and sf will give you more - I have done so with several organizations.

Tracie

[Chimakurthy]

Hi tacie thanks for the suggestion I have looked into that option but came to know Salesforce can increase object level limit but not org level limits. Where our issue here is org limit which is hard limit :(

Regards,

Krishna Chimakurthy 

On Oct 9, 2012, at 12:33 PM, tracie holmes <tracie...@gmail.com> wrote:

you can request more workflow rules - just enter a case and explain why you need more than 50 workflow rules on an object and sf will give you more - I have done so with several organizations.

Tracie

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[Krishna Prabhakar]

Hi Umesh,

Thanks for the idea, i took a similar approach with different customizations.
1. I have a created distribution lists for each set of people for each category
2. I have a created a custom Email field and populated this using a workflow based on the value it is created i hardcoded the DL in the formula
3. i have a created one more work flow to sedn email to the email field i populated in the above field.

So this reduced 25 rules to 2 rules :)

Regards,
Prabhakar.