Introduction
Tracking business processes accurately is no longer just about running simple rules or building one-off automations. Modern organizations demand insights into every workflow, decision, and action. Salesforce makes this possible by converting manual tasks into structured automation that admins and developers can manage with ease. Unlike older approaches that relied on Workflow Rules or Process Builder, Salesforce Flow uses advanced logic, scalable architecture, and powerful automation capabilities. As a result, it can handle multiple processes in real time while ensuring system performance is not interrupted.
This blog explores how Salesforce Flow compares with Workflow Rules and Process Builder, the technical foundations behind these tools, case studies of migration, expert views from Salesforce practitioners, and how Flow is reshaping both business strategy and system efficiency.
1. At a Glance: Comparison Table
| Criteria | Workflow Rules | Process Builder | Flow |
|---|---|---|---|
| Features | Basic “if/then” automation | Multi-criteria branching, related record updates | Full automation suite (record-triggered, scheduled, screen, subflows) |
| Supported Actions | Field update, email alert, task, outbound message | All Workflow actions + related record updates, quick actions, launch Flows | All Process Builder/Workflow actions + advanced logic, loops, invocable actions, error handling |
| Limitations | Cannot update related records; no branching; hard to maintain | Performance issues at scale; debugging is difficult; no control over execution order | Steeper learning curve; requires design best practices for performance |
| Retirement Status | Retired (no new rules; legacy still runs until end-of-support) | Retired (no new processes; legacy runs until end-of-support) | Active; strategic focus of Salesforce automation going forward |
2. Salesforce Workflow Rules
What it is & Key Features
Workflow Rules were Salesforce’s first automation tool. They allowed admins to set up simple “if/then” logic that ran automatically when records were created or updated. Common use cases included:
- Sending email alerts
- Updating fields on the same record
- Creating tasks for users
- Sending outbound messages to external systems
For years, Workflow Rules were the go-to solution for quick, lightweight automation.
Limitations
Despite being useful, Workflow Rules came with major restrictions:
- No related record updates actions were limited to the record that triggered the rule.
- Only one “if/then” path no branching logic.
- Hard to scale multiple rules often conflicted or overlapped.
- Minimal error handling no built-in debugging or logging.
These limitations made it harder to manage complex business processes as organizations grew.
Retirement Status
Retired in 2022. Existing rules still run but no new ones can be created.
3. Salesforce Process Builder
What it is & Key Features
Salesforce Process Builder was the next step after Workflow Rules, designed to give admins more flexibility with automation. With its drag-and-drop interface, Process Builder made it easier to build advanced automation without code. It allowed multiple if/then branches in a single process, supported updates on related records, and added quick actions like creating records or posting to Chatter. It could also launch Flows or call Apex, making it more powerful than Workflow Rules.
Limitations
However, Process Builder also had significant drawbacks:
- Performance issues with large data volumes (slower than Flow).
- Execution order problems multiple processes could run unpredictably, making debugging difficult.
- No true bulkification, which led to inefficiencies in high-volume orgs.
- Maintenance challenges complex processes became hard to read and update.
- Still couldn’t fully replace Apex for advanced use cases.
Retirement Status
Salesforce retired Process Builder in 2022. Existing processes continue to run, but you can’t create new ones. The recommended approach is to migrate to Salesforce Flow, which is faster, scalable, and actively supported.
4. Salesforce Flow
What it is & Key Features
Salesforce Flow is now the primary automation tool on the platform. It combines and expands on the capabilities of Workflow Rules and Process Builder while adding more advanced functionality. With Flow, admins and developers can build anything from simple field updates to multi-step processes.
Types of Flow include:
- Record-Triggered Flows – Run when a record is created, updated, or deleted.
- Scheduled Flows – Run at a set time, ideal for batch jobs or time-based actions.
- Screen Flows – Provide guided user interactions.
- Autolaunched Flows & Subflows – Run in the background or be reused across other automations.
Strengths of Flow
Flow goes far beyond what Workflow Rules and Process Builder could do. It supports related record updates, loops, branching logic, and reusable subflows that reduce duplication. Built-in debugging and fault paths make error handling easier, while performance is far better than Process Builder, especially with bulk data. Flow also integrates with Apex through invocable actions, giving teams the flexibility to combine no-code and code-based automation.
Why Salesforce Recommends Flow
Salesforce Flow is the future of automation. Unlike Workflow Rules and Process Builder, which are frozen, Flow is enhanced with every release. It gives businesses one tool for all automation, simplifies governance, and lets admins manage even complex processes without Apex.
In short: If you are building new automation in 2025, Flow is not just recommended it’s the only option Salesforce supports for long-term success.
5. Timeline: Retirement & End-of-Support
Salesforce has been moving away from Workflow Rules and Process Builder for several years. Here are the key milestones:
- 2021 – Retirement plan announced at Dreamforce; Flow named the single automation tool going forward.
- 2022 – No new Workflow Rules or Processes allowed. Salesforce released the first Migrate to Flow tool.
- 2023–2024 – Migration became the focus. The tool was improved, and Flow Trigger Explorer was introduced for better run-order control.
- 2025 (Today) – Workflow Rules and Process Builder still run but are considered legacy. No new features are added. Flow is the only automation tool receiving enhancements.
What This Means for You
If you still rely on Workflow Rules or Process Builder, it’s only a matter of time before support ends. Starting your migration now will prevent future disruption. Salesforce strongly recommends building all new automation in Flow.
6. When to Use Flow vs Apex
As Salesforce shifts fully to Flow, many admins ask: “Do I still need Apex?” The answer is yes — but only in specific cases.
When to Use Flow
Salesforce Flow should be your first choice for most automation. It can:
- Handle record-triggered updates (create, update, delete).
- Support multi-step logic with branching and loops.
- Update related records across objects.
- Guide users with screen flows.
- Run scheduled or time-based actions.
- Reuse automation through subflows.
If your process can be built declaratively and doesn’t hit platform limits, Flow is the right tool.
When to Use Apex
Apex remains essential when:
- You’re working with very high data volumes and need optimized bulk performance.
- The logic requires complex calculations or algorithms.
- You need advanced integrations beyond Flow connectors.
- Transaction-level control or strict governor limit handling is required.
- Advanced error handling is necessary.
Best Practice
- Start with Flow for all automations.
- Use Apex only when Flow cannot achieve the outcome reliably.
- Often, the best solution is a hybrid: Flow for orchestration and Apex for specialized tasks.
Key takeaway: Salesforce Flow covers about 90% of automation needs. Apex fills the remaining 10% where performance and complexity demand it.
7. Real-World Examples
To make migration practical, here’s how common automations from Workflow Rules and Process Builder can be rebuilt and improved in Flow:
- Email Alerts
Before: Workflow Rule sent a “Thank You” email when an Opportunity was closed as Won.
After: Flow sends the email instantly and adds a follow-up after 7 days. - Related Record Updates
Before: Process Builder updated all related Contacts when an Account was updated.
After: Flow uses loops to bulk update related Contacts safely and efficiently. - Complex Multi-criteria Logic
Before: A single Process handled lead assignment, notifications, and field updates, becoming messy over time.
After: Flow splits these into subflows for cleaner, reusable automation. - Error Handling
Before: Workflow Rules had no error handling, so failures went unnoticed.
After: Flow uses fault paths to notify admins when issues occur.
Conclusion
Workflow Rules and Process Builder were once the backbone of Salesforce automation. But in 2025, they are legacy tools. Salesforce has made Flow the future a single platform that is faster, more flexible, and built for scale.
The direction is simple: build all new automation in Flow, migrate old Workflow Rules and Processes before support ends, and use Apex only when Flow can’t handle the job.
FAQ's
Q1. Are Workflow Rules discontinued?
Q2. Is Flow replacing Process Builder?
Q3. Can I still use old Workflows or Processes?
Q4. How do I migrate existing automation to Flow?
Q5. How do I test migrated Flows?
- Use the Flow Debugger to run through your logic.
- Validate with sandbox testing and sample data.
- Include unit tests and negative test cases to make sure your Flow handles unexpected inputs.
