Understanding the Differences & Why You Must Migrate to Flow in 2025
Before diving into the technical difference between Workflow and Process Builder, let’s address the big picture: existing processes built using both will work for now, but they will not receive updates or improvements after December 31, 2025.
Whether you refer to it as “Workflow” or “Workflow Rules,” they mean the same thing. The tool itself is called Workflow, and Workflow Rules are created to automate processes.
So, as you explore the differences between Workflow and Process Builder in 2025, keep in mind that Flow is the tool you’ll want to use to build automations that work well and grow with your needs.
Why Automation Matters in Salesforce.
Automation makes your job easier. That seems to be the mantra coming from Salesforce.
The most experienced admins are automating pretty much everything they can in Workflow and Process Builder. This includes operations, handling data entry, assigning tasks, managing reports, managing leads, sales forecasting, approval processes, campaign workflows, and the list goes on.
Enter Flow.
Flow is Salesforce’s most powerful and versatile automation tool to date, officially putting an end to the Workflow vs. Process Builder dichotomy.
Introduced as the successor to both Workflow and Process Builder, Flow combines their best automation features. Here’s how we got here.
Need help making the switch to Flows?
CRMNinjas is here to guide you through the process.
Book a free 30-minute consultation to begin your seamless transition to Flows!
Key Difference Between Workflow Rules and Process Builder (Before Retirement)
Difference Between Workflow and Process Builder in Salesforce Workflow Rules (Introduced in the early 2000s):
Salesforce introduced Workflow Rules in the early 2000s as its first automation tool, designed to simplify routine tasks using straightforward “if/then” logic without requiring coding skills.
This user-friendly tool offered a range of capabilities to streamline business processes. Workflow Rules could automatically send pre-defined email alerts to specific users or contacts when certain conditions were met, such as welcoming new customers. The tool also allowed for automatic field updates based on specific criteria, like changing a customer’s status after a sale.
Additionally, it could create and assign tasks to team members, send XML messages to external systems for integration purposes, and execute scheduled actions at specific times after a trigger condition was met. These features made Workflow Rules a versatile automation solution for Salesforce users for many years.
Process Builder (Introduced in 2015)
Process Builder was designed to take automation to the next level, making it easier to create multi-step processes, decision-based workflows, and automated record creation: all through a simple, visual, point-and-click interface.
Workflow and Process Builder in Salesforce — How They Used to Work
For years, admins used Workflow Rules and Process Builder together, choosing Workflow Rules for simple triggers and Process Builder for more advanced workflows.
“This led to inefficiency and confusion, as organizations often had to maintain automation across both tools,” notes Taylor Smith, Partner at CRMNinjas.
In some cases, certain automation requirements could only be achieved using Workflow Rules, as Process Builder lacked the functionality to handle them.
This forced admins to split a single business process between the two tools, with some steps managed in Workflow Rules and others in Process Builder.
As a result, it created a lack of organization and made it harder to keep the whole system running smoothly. Fortunately, these limitations have been resolved with Flow, which consolidates all automation capabilities into a single, unified tool.
Process Builder Actions in Salesforce vs. Workflow Rules
Below, we compare both difference between Workflow Rules and Process Builder features, helping identify the difference between Workflow and Process Builder in 2025 and their key differences in functionality. This will help you make informed decisions about your current automations and prepare for the transition to Flow.
| Feature | Workflow Rules | Process Builder |
|---|---|---|
| Automation Complexity | Handles simple “if/then” logic for basic tasks like email alerts and field updates. | Supports multi-step processes, complex decision trees, and record creation. |
| Interface | Rule-based with limited actions. | Visual, point-and-click interface for designing automation. |
| Criteria Handling | A single set of entry criteria per rule. | Allows multiple criteria with OR/NOT operators and multiple actions per criterion. |
| Actions Supported | Email alerts, task creation, field updates, and outbound messages. | Record creation, posting to Chatter, invoking other processes, and calling Apex code. |
| Record Updates | Can update fields only in the parent record; no support for related objects. | Can update child records but is not designed for bulk updates. |
| Order of Execution | No control over execution order. | Allows admins to define the order of execution (though it cannot be changed later). |
| Error Handling | Limited error handling; process halts when criteria are not met. | Displays a simple pop-up error message with limited details when an error occurs |
| Performance | Lightweight and faster for simple tasks; rarely crashes. | Feature-rich but can crash with simultaneous loading of multiple records. |
| Ease of Use | User-friendly; requires no technical knowledge to set up rules. | Requires a learning curve; may be challenging for non-technical users. |
https://www.luru.app/post/simplifying-salesforce-workflows-automation
https://www.salesforceben.com/workflow-rules-vs-process-builder-feat-apex
https://www.xerago.com/xtelligence/salesforce-automation-tools
Why Is Salesforce Retiring Workflow Rules and Process Builder in 2025?
Salesforce is planning to retire Workflow Rules and Process Builder on December 31, 2025. This decision is part of an effort to concentrate on developing a modern, extensible low-code automation solution through Flow Builder. The goal is to streamline automation tools and offer users a more powerful solution for their business process automation needs.
Flow Builder allows users to build more complex automations while also incorporating a user interface component, something that was missing in Workflow Rules and Process Builder.
“Previously, there was no way to guide users through a step-by-step process or gather input through a wizard-like interface. With Flow, businesses can now engage users in the automation process, asking relevant questions and dynamically adjusting workflows based on their responses. This shift ensures a more powerful, flexible, and interactive automation experience,” adds Darrel Niemann, CEO at CRMNinjas
Workflow Rules and Process Builder have become increasingly inefficient due to several limitations. Performance issues were common, especially with large Process Builder workflows, which often slowed down record updates. The ability to handle increased workloads was another major concern, as complex automations could quickly hit system limits, causing failures and disruptions.
Additionally, having automation split between Workflow Rules and Process Builder created fragmentation, making it difficult to manage and maintain processes. These challenges showed the need for a more unified and flexible solution, which is why Salesforce brought everything together under Flow.
Why You Need to Migrate to Flow Builder in 2025.
Flow is now the only automation tool receiving updates, new features, and full support from Salesforce.
Business processes and rules are always changing because businesses themselves are dynamic and continuously adapting to new challenges and opportunities. Relying on outdated automation tools can leave you unprepared when modifications are needed, making it difficult to adapt to new requirements.
Planning ahead and migrating to Flow ensures that when your business processes change, you can update them seamlessly and without stress or disruption. Instead of being caught off guard by aging systems that no longer support updates, transitioning to Flow now allows you to stay agile, efficient, and ready for whatever comes next.
What Happens If You’re Still Using Process Builder in 2025?
If your organization is still relying on Workflow Rules or Process Builder, it’s time to transition: because running outdated automation will lead to inefficiencies, system limitations, and unexpected failures down the road.
Final Thoughts: Adapting to a Flow-First Salesforce
Salesforce is making it clear: Flow is the future of automation. With Workflow Rules and Process Builder retiring by December 31, 2025, continuing to rely on outdated tools will only lead to maintenance headaches, inefficiencies, and potential system failures.
By migrating to Flow, you’re not just keeping up with Salesforce’s roadmap, you’re accessing a more powerful, scalable, and future-proof automation platform that comes with advanced capabilities.
Don’t Put Your Salesforce At Risk by Migrating Alone.
CRMNinjas is here to guide you through the process. Book a no-obligation, 30-minute consultation where our experts can review your project and help identify your specific needs.
