When must a default workflow user be specified?

A default workflow user must be specified on all time-dependent workflow rules because this user is assigned to handle any actions that are scheduled to execute at a later time, such as sending email alerts or tasks. When a time-dependent workflow rule triggers, it operates based on the context of a specific user, and the default workflow user serves as the default owner of these actions.

This specification becomes critical when workflow rules are set to execute actions at a future date and time, ensuring there is always a user associated with those workflow actions. Consequently, without a designated default workflow user, the system does not know who to attribute or assign these actions to, which could lead to operational confusion or unexecuted workflow actions.

While other workflow rules may not always require a default user because they can operate on immediate actions or rely on the record’s owner, time-dependent rules have this distinctive requirement to maintain clarity and functionality within the specified automation processes in Salesforce.