Back to Basics - Streamlining Salesforce Workflows with Macros

Ever feel like you spend more time clicking around in Salesforce than actually closing deals? Yeah, we’ve all been there. Whether you're updating the same field across dozens of records or sending the same email over and over, those small tasks can add up fast.

Good news: Salesforce has a built-in feature that can save you serious time—macros.

In this post, we’re breaking down what macros are, how to set them up, and a few super practical ways to start using them right away. Whether you're in sales, support, or admin, this is a tool you’ll want in your workflow toolkit.

What Are Macros in Salesforce?

Think of a macro as your personal shortcut for repetitive tasks. It’s essentially a small set of instructions telling Salesforce, “Hey, when I click this button, go do these things for me.” This could involve updating a field on a record, sending an email, creating follow-up tasks, and more—saving you countless clicks. 

You can create macros for many Salesforce objects like Cases, Leads, Tasks, and custom objects (the only standard object not currently supported is Campaigns). Just keep in mind that not all objects (like Leads and Contacts) come macro-enabled out of the box, and macros perform best on feed-based page layouts. Nonetheless, once everything is configured, you can run a macro on a single record—or even better—on a whole list. Easy win.

Where Can You Use Macros in Salesforce?

Lightning Experience—Macros aren’t just for Console apps anymore—you can use them in any Lightning app, which gives you lots of flexibility. The only catch? Make sure: 

• You’ve added the Macros Utility using App Builder; and
• Your page has Quick Actions enabled. 

In short, there’s no need for those old feed-based layouts anymore. 

How to Create a Macro

Before jumping in, make sure that: 

• Macros are enabled in your Salesforce org; 
• You have the necessary permissions to create and run them; and
• The Macros Utility is added to your app. 

Still stuck? Here’s what to ask your Salesforce admin: 

• Turn on Quick Actions (and feed tracking, if needed); 
• Add the Macros Utility to your app; and
• Grant you the Run Macros and Manage Macros permissions

Want to see macros in action? Check out this video on creating a macro in Salesforce and follow along step by step.

Five Smart Ways to Use Macros (That’ll Actually Save You Time)

• Updating Records in Bulk

Got a list of cases that all need their status changed? Or a field that requires the same update across multiple records? With Enhanced Lists and macros in the Console, you can do it all in just a few clicks (note: bulk macros are not available in the Lightning Experience).

• Sending Emails Efficiently

Stop sending the same email manually over and over. With a macro, you can quickly send templated follow-up emails in sequence (not in one mass email blast) to a specific group—like customers in a particular region, industry, or lifecycle stage—with barely any effort. No more copying and pasting templates—just click and go. 

• Creating Tasks Automatically

Need to assign follow-up calls to a group of new leads? Or set reminders after discovery calls? Whether you're setting reminders or assigning tasks, macros make it super simple to create numerous tasks all at once, so nothing falls through the cracks.

• Updating Case Statuses

Support teams, this one’s for you. If you’ve got a bunch of cases that need their status updated (say, moving them all to "Closed"), a macro will handle it way faster than updating them one by one.

• Launching Custom Actions

Want to get fancy? You can even set up macros to launch a series of actions when something specific happens—like updating a field, logging a call, or creating a task, all in one swoop.

Heads-up: Macros are object-specific. So if you make one for Contacts, it won’t work on Leads or Cases. You’ll need separate ones for each object you want to automate.

Macro Best Practices

• Keep It Simple

Fewer steps = fewer problems. Stick with clean, straightforward macros that are easy to maintain and troubleshoot.

• Test Before Running at Scale

Pro Tip: Always test your macro on a few records before going big. You definitely don’t want to accidentally send 200 emails to the wrong list (yikes!) or update fields you didn’t mean to.

• Use Filters Wisely 

When working with a large dataset, filters are your friend. Make sure your macro only applies to the records you actually want to change.

• Document What it Does

Another Pro Tip: Keep notes about what each macro does and why you made it. Future You—or your teammates—will thank you later when trying to figure it out six months from now.

Final Thoughts

Salesforce macros are one of those “small tools, big impact” features. Whether you're in sales, support, or ops, automate the repetitive stuff, speed up your workflow, and get back to the tasks that actually move the needle.

Ready to save some serious time? Fire up Salesforce, create your first macro, and see the difference for yourself. Once you start, you’ll wonder how you ever worked without them.