Salesforce has a layered set of automation tools — from clicks-only to full code. The 2026 reality: Flow is the default for almost everything declarative, and Apex is reserved for what Flow can’t model. Workflow Rules and Process Builder are deprecated for new builds but still run in many orgs.
The full landscape
| Tool | Status | What it does | When to reach for it |
|---|---|---|---|
| Flow Builder | Current default | Visual automation: record-triggered, screen, scheduled, autolaunched, platform-event | Almost any declarative automation in 2026 |
| Approval Process | Current, stable | Multi-step approval routing with email + record lock | Approvals — Flow has approval steps too, but this is still used heavily |
| Apex Trigger | Current | Code-based logic on insert/update/delete/undelete | When Flow can’t do it: complex bulk logic, callouts in a complex orchestration, recursion |
| Flow Orchestration | Current | Multi-stage, multi-user workflows | Long-running processes with handoffs across teams |
| Workflow Rules | Deprecated for new orgs (retiring) | Field updates, email alerts, tasks, outbound messages | Legacy only — migrate to Flow |
| Process Builder | Deprecated | Record-change automation | Legacy only — migrate to Flow |
| Validation Rules | Current | Block saves when a formula is TRUE | Data quality enforcement |
Why Salesforce consolidated everything into Flow
Until ~2022, you had Workflow Rules for simple field updates, Process Builder for branching logic, Flow for screens, and Apex for everything complex. Maintaining four tools meant four debuggers, four test stories, and four sets of governor-limit footguns. Salesforce announced retirement of Workflow Rules and Process Builder so admins could focus on one tool — Flow — and so the platform could keep investing in one engine.
What Flow covers — the five flow types
- Screen Flow — interactive, user-facing wizards
- Record-Triggered Flow — runs on record save (replaces Process Builder + most Workflow Rules)
- Schedule-Triggered Flow — cron-like recurring automation
- Platform Event-Triggered Flow — reacts to platform events
- Autolaunched Flow — no UI, called by Apex, REST, or other flows
When to use Apex over Flow
| Use Flow when | Use Apex when |
|---|---|
| Simple field updates, related-record creation, basic decisions | Bulk logic on >10k records per transaction |
| Sending emails, calling subflows, screen wizards | Complex recursion, framework patterns |
| Most “if X then Y” record automation | Callouts inside complex transactions, advanced error handling |
What interviewers want
- A confident enumeration: Flow, Apex, Approval Process as the “live” tools
- Awareness that Workflow Rules and Process Builder are deprecated for new orgs
- A one-line “Flow first, Apex when Flow can’t” philosophy
Verified against: Salesforce Help — Which Automation Tool Do I Use?. Last reviewed 2026-05-17 for Spring ‘26 release.