Automate Record Updates Using Process Builder in Salesforce

On May 21, 2025, Posted by Sandeep U , In Salesforce Admin, With Comments Off

Imagine a world where Salesforce records update themselves without any manual intervention. Process Builder makes this possible! Whether you want to update an Account when an Opportunity is won or change a Case status based on customer feedback, Process Builder simplifies automation with just a few clicks.

In this blog, you’ll learn:
✅ What Process Builder is and why it’s useful
✅ A step-by-step guide to updating records
✅ Real-world scenarios and best practices
✅ Limitations and alternatives

By the end, you’ll be able to create a fully automated record update without writing a single line of code!

What is Process Builder in Salesforce?

Process Builder is a powerful point-and-click automation tool in Salesforce that helps you automate business processes. It works based on if-this-then-that conditions to perform actions like:
✅ Updating records (including related records!)
✅ Sending email alerts
✅ Creating tasks and Chatter posts
✅ Invoking Apex code and Flows

Process Builder is an upgrade from Workflow Rules because it allows updating related records and executing multiple actions in a single process.

Why Use Process Builder for Record Updates?

Updating records manually can be time-consuming and prone to errors. Process Builder automates this, ensuring accuracy and efficiency.

Key Benefits

No coding required – Anyone can configure it
Multiple actions in one process – Update fields, send emails, and more
Works across objects – Update related records effortlessly
Improves data consistency – Reduces manual errors

Example: When an Opportunity is marked as Closed Won, Process Builder can automatically update the Account Status to Active—ensuring data accuracy without manual effort.

Step-by-Step Guide to Updating Records Using Process Builder

Now, let’s create a Process Builder automation to update an Account Status when an Opportunity is Closed Won.

Step 1: Access Process Builder Of Salesforce

Navigate to Settings → Search for Setup

Login to the Salesforce, after u login go to settings as u can see in the image and select the setup.

Navigate to Setup → Search for Process Builder

Now in the setup click on app launcher and find quick launcher and search Process Builder, and select it when you see it.

After selecting “Process Builder” as you can see it had launched in the new tab and you can see there are no records in it, to create one you need to select New. for that you can see on the right corner u can find the New button click on New Process Builder.

Now after u select Process Builder u can see it has opened in the new tab, as u can see there are no records u need to create one so on the right corner click on "New".

You can see the below Pop-Up when u click on New for the New Process Builder, here select Continue in Process Builder.

when u click on new. u can see a pop-up notification where you can see two options like continue in process builder and create in a flow builder. you need to select Continue.

After Clicking on Continue in Process Builder, → Enter a Process Name

after you click on continue, you will be redirected to the new process builder where you need to fill the details.

Here choose A record changes as the trigger and save it.

after giving the process name, we need to select A record changes and save it.

After giving A record changes then Click Save.

we need to save it after giving the A record changes.

Step 2: Define the Object and Start Condition in Process Builder Of Salesforce.

Select Account as the object

here while you select the object give the name as Account.

Choose “when a record is created or edited” and click on save.

after giving the name as Account choose when a record is created or edited.

Step 3: Define the Criteria for the Record Update

Click Add Criteria → Name it “Check Account Type”
Choose Conditions are met
Set the Criteria:

so here i had given criteria name as Check Account Type.

Field: Opportunity Stage
Operator: Equals
Value: Closed Won
4️⃣ Click Save

as you can see here i have given field name as Account type and operator as Equals, type as Picklist and value as Prospect and save it.

Step 4: Configure the Record Update Action

Click Add Action → Select Update Records

now i selected on Add Action and given the Account Type as Update Record.

Enter Action Name: “Update Active Field “

here i updated the Action Name as Update active Field.

Choose “Select a record related to the Account”

Select Account
Set Field to Active:

Type: Picklist
New Value: Yes
Click Save

here i gave field as Active and type as Picklist and value as yes and clicked on save.

Step 5: Activate and Test

1. Click Activate to enable the process

u can se the activate button, click on that.

here after clicking on activate u can see this pop up where u need to confirm it by clicking.

2. Test by updating an Opportunity to Closed Won

here i took a new record of contact and given the account name as Test Process 1.

as you can see here i had not selected anything for Active.

this pop is about succesfully creating of new contact record.

3. Verify if the Account Status changes automatically

this is the detail of the record i had given just before.

in this you can see the account status as Active.

🎉 Congratulations! You’ve successfully automated record updates in Salesforce!

Real-World Use Cases for Process Builder

✔ Update Case Status: When a customer submits a satisfaction survey, update the Case Status to Resolved.
✔ Lead Qualification: When a Lead score reaches 80+, update the Lead Status to Qualified and assign it to Sales.
✔ Order Processing: When an Order is paid, change the Order Status to Shipped.

Process Builder is your go-to automation tool for everyday business needs!

Limitations of Process Builder

While Process Builder is a fantastic automation tool, it does have some drawbacks:

Cannot handle complex logic – Apex or Flows may be needed
Performance impact – Large processes slow down system performance
Deprecation Alert – Salesforce is shifting towards Flows

Solution: Salesforce recommends using Flows for new automation. If you rely heavily on Process Builder, consider migrating to Flows for future-proofing.

Conclusion

Process Builder is a game-changer for record updates in Salesforce, eliminating manual efforts and ensuring data consistency. With just a few clicks, you can automate workflows, update records, and enhance productivity.

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