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Topics#Data ManagementSophie Ritzman's Question
Sophie Ritzman (Cloudbase) asked in #Data Management
Apr 2, 2014, 4:16 PM

Workflow formula to update custom field for sharing rule

Can someone help me with this? I am sharing settings for a particular profile and since lookup fields and formula fields are not allowed in criteria based sharing rules, I am unable to see the lookup field required as a filter criteria in my sharing rules. So, as a workaround, I am using a workflow formula to update a custom field with the value of the lookup (basically it is just lookup__r.name and my criteria is this:

 

AND (

 

NOT(ISBLANK ( lookup__r.Name )))

 

||

 

Retroactively_Triggers_Workflow__c =true

 

But the value only gets updated if a new Contact record is created... and I want all existing records to be updated with that custom text value. What am I doing wrong?
3 answers
  1. Deepak K Anand (‎‎‎‎‎‎Zoom Communications, Inc.)
    Apr 2, 2014, 4:31 PM
    Sophie,

     

    What you have to do now is create a Report on the Object(Standard or Custom). When you create the Report you have to make sure that you include the ID column and the Retroactively_Triggers_Workflow__c. Also, you can export the same as a CSV.

     

    Once when the Report has been extracted to a CSV, you an open that in a Spreadhseet Application of your choice. You will then set the whole column - Retroactively_Triggers_Workflow__c to TRUE. When these changes have been made, you will then have to export the same to Salesforce.

     

    So to export it back, you an either use the native Apex Data Loader or the cloud based - https://dataloader.io. The latter can be access from your Browser and you can login with your Org's Credentials. You can refer the document - https://dataloader.io/exporting-data-salesforce for detailed explanation on how to do this.

     

    Also, I would recommend you to do this either on the Sandbox(if you have any) or you can try for 5 or 10 records at first and if you feel you are comfortable you can go ahead with the remaining.
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