Melissa says, when a record meets a specific criteria, I want to duplicate the record, adjust some values, and save the new record. This made me think: While Salesforce doesnt offer a duplicate record action, there are a couple of different ways to accomplish this. Select Record-Triggered Flow, click Next and choose a layout style. Watch a quick video for more . Weve created the subflow, so now lets create the flow that calls it. The last and fifth text variable is varUserHasPermissionSet. In this episode, lets see how Jennifer Cole increased efficiency for [], By For our use case, when theres a new Finance user or a user has left Finance, we want the permission set to either be assigned or removed. I started out as a SharePoint developer but have since found myself intrigued by other aspects of Microsoft 365 including the Power Platform, Stream and Teams. Configure the custom buttons display properties. To subscribe to this RSS feed, copy and paste this URL into your RSS reader. First, select to create an autolaunched flow. In this example, we only show the address section if the Also update Address on File box is checked. Salesforce Flow Basics: Screen, Pause, Action, and Subflow Howdy! Now, you can configure Salesforce to remember for you. I prefer solutions that dont require future work, and you should, too, as an Admin best practice. Disclaimer: All information is provided \"AS IS\" without warranty of any kind. Go back to the main flow screen and select New Flow. Before you remove a permission set, you need to ensure the user is already assigned to the permission set. Doing so lets you fine-tune the flows behavior, identify and fix bugs, and otherwise make sure your users have a pleasant experience. Here, we check that the varHasPermissionSet variable has a value (that is, Is Null Falsetwo negatives equals a positive) and the varPermissionSetAction is Remove. The User object holds all the records of your users. And if you set any variable (say flow variable) in sub flow . Join our group of 500+ trusted guest posters Click here to start the conversation. This can allow users to review and act upon lists of records one at a time until each is resolved. Asking for help, clarification, or responding to other answers. Check here). Well use the permission set developer name to find the permission set ID because #AwesomeAdmins do not hard code IDs in their automation. Entitlement Process And you benefit, because youll spend less time responding to panicked emails from your sales reps. When configuring the Lookup component, you set the API name of the component, the API name of the field you want to reference, the label you want to display for the user on the screen, the API name of the Object the Lookup field is on, and can optionally set the default record for the component to display when the screen loads. Strange behavior of tikz-cd with remember picture. Next, well add a Subflow element. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); Salesforce Ben With automation, you can remove manual tasks, drive efficiency, and eliminate friction and redundancy. They often have at least one variable that has been made available for Input and another that has been made available for Output. Our first Flow element is a Get Records. Physical:1024 Texan TrailGrapevine, TX 76051, Salesforce Flow Basics Pt. How does a fan in a turbofan engine suck air in? There are two parts to this process: adding a user to a permission set and removing a user from a permission set. Learning Salesforce Visual Workflow. You may be wondering how I got these cool, dark Salesforce screenshots. Flows are accessible through the Setup menu. Yes, there are four common steps between the two processes. A Trailblazers Insights from Migrating Workflow Rules to Flow, Automate This! Its easier to make changes on paper than to have to refactor your configuration. Creating a single set of complex actions once and allowing multiple Flows to take advantage of it makes your declarative programming much easier and faster. Now add an Immediate Action. Now, we need to set these field values. Use Flows with MuleSoft RPA. Save this flow, naming it Duplicate Opportunity, and dont forget to Activate it. February 23, 2023, Welcome to another Automate This! In this live-streamed video series, we cover all things automation, from use cases and best practices to showcasing solutions built by #AwesomeAdmin Trailblazers like you. The flow then uses the variable to update the opportunity's discount. Like the name suggests, the Pause element pauses a flow until a specified time or event before allowing the flow to continue. January 19, 2023, Welcome to another Automate This! In this live-streamed video series, we cover all things automation, from use cases and best practices to showcasing solutions built by #AwesomeAdmin Trailblazers like you. Next, select Opportunity. You are responsible for your own actions. All screen components other than the section component (which is used to structure other components) require you to set their name and API names, and the input components can then be referenced as variables later on in the flow to access the values input by the flow user. Give the formula a name (fxModifyOpptyName) and data type of Text. Make this available for input. This variable will only be available in your subflow if you select Available for input. Link all elements together, along with the Start. Could I build this? document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); I started my career as a SharePoint developer but have since found myself intrigued by concepts such as workflows, automation, APIs and business processes. To be more aggressive with the discount program, look up whether the last opportunity was lost on price. There might be many possibilities, but the most common case is when you have many flows and in each of them there is the same set of actions, you can make that set of actions into a Subflow so you do not need to create those actions again and again. In our previous articles, we have covered the Assignment, Decision, and Data elements, talked about the flow resources inside of flow with Variables, Collections, and Formulas, and discussed the Loop, Collection Filter, and Collection Sort elements for working with large numbers of records. Restrictions apply. With seven certifications under his belt and counting, hes always tackling Salesforce Trailhead to up his integration and configuration skills. In the Toolbox, switch to the Manager and create a new variable resource. Add Criteria as defined in the requirements. While we can design each process as its own process and its own flow, did you notice what both processes have in common? Copy that. Happy flowing! Jonathan Davis is a Salesforce Consultant at Venn Technology in Grapevine, TX. Now its time to build your subflow! In the below example, the Send Email action is used to send up an email using a Text Template variable for the body, a text variable for the Subject, a text collection variable to store the list of recipient emails, and allowing the email body to contain Rich Text. For example, many input components also accept default values that are displayed in the component when the user first sees it. By Because the flow gets all the fields on the Opportunity, even if we add or remove fields from the object, we dont have to modify our automation! Discover Tips and Best Practices for Record-Triggered Flows. just define some variables in the flow and check the box that they are available for input to the flow. User and Permission Sets are objects. Perhaps the value depends on which record the flow operates on, or perhaps it depends on the result of some logic in the flow. Heres what we want to do at a high level: When an Opportunity is set to Closed Won: You could use Process Builder with a Create Record action, but this requires you to define every field, one-by-one. These elements provide flow builders with the tools to collect information from the user mid flow, pause the flow until a later time, and launch a variety of actions and other flows. Can the Spiritual Weapon spell be used as cover? While still on the Opportunity page in Object Manager, go to, From the Buttons category, click and drag, If the predefined actions in the Salesforce Mobile and Lightning Experience Actions section were overridden, click, Make sure that you have an account called Edge Communications and that its annual revenue is $139,000,000. | For example, if I provide the user the ability to jump into a screen subflow to create an Account or Contact (which I would store in an sAccount or sContact variable with "output" enabled. To determine whether the Get Records element found a permission set record, we need to make a decision. The various input components have a number of fields that can be configured to set a variety of qualities for that component. Another valuable piece of information well get to within the process is whether the user is already assigned to the permission set. If youve done everything correctly, when an Opportunity reaches a Closed Won stage, Process Builder will send the record ID to the Flow Duplicate Opportunity. In this case, the variable must be named recordId (and case is important). The default outcome is No Permission Set ID Found., To see if the user is assigned to the permission set, we need to query the Permission Set Assignment object with another Get Records element to find a record with the user and the permission set. When you re-use an autolaunched flow in another flow, its called a subflow. We have two outcomes: Add Path - No Permission Set and Remove Path - Has Permission Set. Select the subflow we created in Step 1 Duplicate Opportunity Subflow. We want to pass our record variable from this flow into our subflow, so be sure to check the Include box and choose the {!Get_Opportunity} resource. With the recent announcement of the future retirement of Workflow Rules and Process Builder, well focus heavily on record-triggered flow solutions this year. Lets create some variables. When you think about automation, the use cases that come to mind are most likely automation that your customers or users can benefit from. 1. Duplicate Opportunity Subflow will then modify the Name, Close Date, and Stage, and create a new duplicate record. In order for our record-triggered flow to call or invoke an autolaunched flow, we need to build the autolaunched flow first. The Screen element is unique to screen flows, and provides a way to display and collect information during the flow, allowing users to input data and control the path of the flows logic. In short, it was because of a private setting on my sContact sObject variable from the main Flow. Note: You can assign a permission set in the user interface (UI) only if its listed in the Available Permission Sets list. Select the data type of the variable (in my example, I have selected Text but if you wanted to pass the Record to the subflow, choose the Record data type). Faults and errors are bound to happen when working with Flows and other automation. Select Autolaunched Flow (No Trigger) and click Next. Sometimes youll find additional issues in the actual process that you need to clean up before deploying. The record-triggered flow we build will look like this. Select the permission set from the Available Permission Sets list to add to the Enabled Permission Sets list. This new feature now allows us to break our flows down into bit-sized chunks (great for some of our flows that have grown a life of their own and you get lost trying to follow the path). You cant do much else at that point. Test both expected outcomes (new Finance user and an existing user who used to belong to Finance) and one where the user does not meet the entry criteria (that is, new user with a department thats not Finance) using Flow debugger. The third text variable is varPermissionSetAction. Add a Get Records element with API name Get Opportunity. If youve created a new Record Type in Sandbox and push it to a new environment alongside the Flow, the Record Type Id will change when it is recreated in the new environment. Every flow resource is a placeholder, but variables are the only resource that can change during the flow, hence the name "variable.". Schedule-Triggered Flows. When we find records, well use a Get Records element to find information about the permission set. Watch a quick video for more information on what a variable is. (What is allowed-for-input variables? This will store the user ID passed from the record-triggered flow. 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