How do I trigger the workflow on existing records that meet the criteria?

Question

Thanks to Sunil Sarilla's help on my last question, my workflow to trigger an email to a contact 7 days before asset expiry works fine for new records. Evaluation is 'created, and any time it’s edited to subsequently meet criteria' and if I amend my new record's expiry date the email sends again. All fine. However, I have a batch of assets that are already less than 7 days to expiry and I want to trigger the workflow to fire the email to them too. I have tried a Data Loader update on Asset ID, but this didn't trigger it.

Do I have to change the expiry date to more than 7 days away, then change it back again to make the rule fire? Is there a simpler way?

Thanks in advance.

Damien Owen · Answer

Hi Sara,

If this is just a one-off excercise you could just temporarily a create custom field and a new workflow rule for those records in questions. So the custom field could be a checkbox and the workflow rule could just be a rule to look for records that have the checkbox checked. For the workflow action you can use the same Send Email action that you use in your oringinal workflow rule (assuming that you want to send the same email).

Then you can update all of the records in question to have the box checked using the data loader or a bulk update from a list view. This will kick-off your new rule and send the email. Once the task is complete you can delete the rule and the custom field.

There may be a more elegant solution but that will certainly give you what you need.

Thanks

Damien

How do I trigger the workflow on existing records that meet the criteria?

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