Can I create a workflow rule with an email alert based on number of records?

Question

I have a custom object called Parseq Activity which relates to a Case and would like to create an email alert based on the number of Parseq Activities on a Case.

If there is only one Parseq Activity record, I want to send one (new case) email alert. If there are two or more records, I want to send a different (case update) alert.

How do I write number of Parseq Activity records into the formula for the workflow?

Can I create a workflow rule with an email alert based on number of records?

Usually, I could select something from the Insert Field button, but I'm struggling.

Thanks.

Ines Garcia · Accepted Answer

Hi Lee,

Is the 'Parseq Activity' object a child from master detail relationship to case?

If so you could do a roll up field in cases to count the number of 'Parseq Activity' records.

1) workflow rule 1

Then in your workflow say when edited to meet criteria:

your count field is = to 1

Then add an inmediate email alert action for new case

2) workflow rule 2

Then in workflow say when edited to meet criteria:

your count field is =greater than 1

Then add an inmediate email alert action for case update.

Hope this helps :)

Ines

Lee Beardshaw · Answer

Thank you Ines... This is a great idea... I'm on with it now but this is happening;     Which Roll Up Type do I choose... The Fields to Aggregate in MIN and MAX are Created Date and Date/Time Modified. There are none in SUM.   Thanks

Can I create a workflow rule with an email alert based on number of records?

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