Getting Started with Process Builder – Part 1 (Automatically Create a record)

Getting Started with Process Builder – Part 1 (Automatically Create a record)

Last Updated on December 13, 2020 by Rakesh Gupta

Big Idea or Enduring Question:

How do you automatically create a record using Process Builder?

Objectives:

After reading this blog, you’ll be able to: 

  • Understand the basic components of Process Builder 
  • Learn how to auto-create a record using Process Builder

Business Use case

Corey Eridon is working as a System Administrator at Universal Containers (UC). He received a requirement to build a process that would automatically create a child case whenever a new case is created with the Case Reason – Breakdown.

Automation Champion Approach (I-do):

Because we need to create a new record, a workflow rule would not meet the needs of this requirement. Therefore, in order to automatically create a child case, Corey should use Process Builder. 

Before we dive into the solution to help Corey, though, we need to first understand what is Process Builder and its components. 

You can think of Process Builder as a happy medium between workflow rules and flow — it allows more automation than a workflow rule, without the advanced complexity of a flow — all with the ease of point-and-click. 

However, unlike workflow rules, Process Builder allows more functionality, such as:

  • Creating a record 
  • Updating a related record
  • Posting to Chatter
  • Submitting a record for approval
  • And much more

There are four basic components that should be considered when using Process Builder —  a trigger, criteria, immediate action, and scheduled action.

Component Process
Trigger Indicates when the action should fire – only when a record is created or anytime a record is created or edited
Criteria Set conditions to execute the process
Immediate Action The action is fired immediately
Scheduled Action The action is fired at a scheduled time

To better understand Universal Containers’ requirements, let’s break down the use case by Process Builder component. This will help us conceptualize the process by defining each node and action first.  

Component Process
Trigger When a new Case is created 
Criteria Case Reason – Breakdown is selected
Immediate Action create a Child Case.
Scheduled Action Not Applicable

Before diving further, let me show you a diagram of a Process Flow at a high level. Please spend a few minutes to go through the following Flow diagram and understand it.

Let’s begin building this automation process.

Guided Practice (We-do):

There are 4 steps to solve Corey’s business requirement using Process Builder. We must: 

  1. Define process properties
  2. Define evaluation criteria
  3. Define process criteria
  4. Add action – create a record 

Step 1: Define Process Properties

  1. Click Setup.
  2. In the Quick Find box, type Process Builder.
  3. Select Process Builder, then click New.
  4. Name the Process and click the Tab button. The API Name will populate. 
  5. As a best practice, always input a description
  6. The process starts when A record changes.
  7. Click Save.

Picture1

Step 2: Define Evaluation Criteria

  1. Click on the Add Object node to begin selecting the evaluation criteria.
  2. Select the Case object from the dropdown list.
  3. Start the process only when a record is created.
  4. Click Save.

Picture1.2.png

Step 3: Define Process Criteria

  1. Click the Add Criteria node to begin defining the process criteria.
  2. Name the criteria.
  3. The criteria should execute actions when the conditions are met.
  4. Set Conditions
    1. Field: Case | Reason
    2. Operator: Equals
    3. Type: Picklist
    4. Value: Breakdown
  5. Select All of the conditions are met (AND)
  6. Click Save.

Picture1.3.png

Step 4: Add Action – Create a Record

  1. Below Immediate Actions, click Add Action.
  2. For Action Type, select Create a Record
  3. Name the action.
  4. Select the Case record type. 
  5. Set Field Values:
    1. Row 1:
      1. Field: Status
      2. Type: Picklist
      3. Value: New
    2. Click Add Row
    3. Row 2:
      1. Field: Case Origin
      2. Type: Picklist
      3. Value: Email
    4. Click Add Row
    5. Row 3:
      1. Field: Parent Case ID
      2. Type: Field Reference
      3. Value: Case | ID
  6. Click Save.

Picture1.4.png

Almost there! Once everything looks good, click the Activate button. Moving forward, a child case will be automatically created whenever the Case Reason – Breakdown is selected. 

Note:- Before you activate your process, you will want to make sure that you have assigned data in the correct format because Process Builder obeys validation rules. If some fields are required by using validation rules, then make sure you have added those fields. Conversely, if some fields are required on the page layout, you can ignore those fields. 

Formative Assessment:

I want to hear from you!  

What is one thing you learned from this post? How do you envision applying this new knowledge in the real world? 

Let me know by Tweeting me at @automationchamp, or find me on LinkedIn.

Have feedback, suggestions for posts, or need more information about Salesforce online training offered by me? Say hello, and leave a message!

60 thoughts on “Getting Started with Process Builder – Part 1 (Automatically Create a record)

  1. In immediate action when you give parent case id then in value its not accepting [case].id. it is asking gor 15 or 18 salesforce id. getting error

  2. I have created a custom object called Training Records.Data (Come from LMS) for custom objects I pulled into reports.
    Also, I need the data from certain custom fields of custom objects to get visible in contacts page, made a custom section called Training records(with the same name as custom object) in the contacts page.
    Basically, I need the data to get populated from custom objects to the custom section-I fail here.
    Any help/suggestions would be appreciated?

  3. Hi Rakesh!

    Great resource.

    I successfully created a child record based on a specific condition using process builder.

    Is there a way to prevent the creation of additonal child records if one already exists?

    Thank you,

    REne

  4. Hi Rakesh,

    I have Lead Object , and 2 custom objects(Master Detail relationship between them) ..a junction object

    I’ll like to create both objects A&B records when Lead record is created.

    Thanks

  5. Hi Rakesh,

    In case of child case record created when creating a case , is there a way for me to send an email to user but with details of Case Id of the child record created rather than parent record.

    If I use case ID , it shows the parent Case Id (first case created ) not the child record Case id.

    1. You have two options

      1. Create another process on case, use it to send email alert
      2. Move child case creation process to Flow and then move email alert + Case Creation there

  6. Hi Rakesh,
    Many Thanks for wonderful blog, however, can you suggest how can we work out this requirement using process builder(as this might require creation of more than one record):
    A number of child cases records that will derive their desc and statuses etc. from related Parent case should be created automatically, may be based on a number of child records to be created specified over a field on the case record.Any help would be appreciated.

    Sakshi

    1. Thanks for your feedback Sakshi!

      If you want to create number of child cases based on value specified over a field, then follow the steps below

      1. Use Record Lookup on parent object to get the record ID, Field (Where the number of child cases to be created is specified), and other fields you want to copy.
      2. Then use Loop element to iterate through #number field
      3. Use assignment element, to assign all data in one Sobject variable
      4. Then use another assignment element to assign Sobject variable to a Sobject Collection Variable
      5. At the end, use Fast Create to insert all child cases
  7. Hi Rakesh,

    Your tutorial is really nice, one suggestion from my end is put popup functionality to the screenshots so that user can view screenshot directly from your site.

    Thanks,
    Ram

  8. [Case].Id is not accepting by process builder its throws an error “The value for this field type must be a 15- or 18-character Salesforce ID. For example, 5003000000D8cuI.”

  9. Hello. I have to custom Objects. Object 1 is the parent of Object 2 in a master-detail relationship. Is it possible for me to create a record in Object 2 automatically if a record in Object 1 is created and has a certain status?

  10. Hello sir ,
    I have a query
    I have a two process on same custom object

    First process will fire whenever a new record is created and than action i defined is specific approval process . after approved it will change check box from false to true.

    CONDITION – Object*
    opp custom

    Start the process* -only when a record is created
    IMMEDIATE ACTION – SPECIFIC APPROVAL PROCESS

    second process is having condition(Credited or edited) on same object that whenever check box is true it will create opportunity

    CONDITION – Object*
    opp custom

    START THE PROCESS – WHEN A RECORD IS CREATED OR EDITED
    CRITERIA FOR ACTION – WHEN CHECK BOX = TRUE
    immediate ACTION – created OPPORTUNITY

    when i create record first process fire and record is submitted for approval after this when i approved the check box changes from false to true but my second process isn’t Firing however if i manually simply click edit after step one AND SAVE than second process fire (isn’t it fire automatically when check box changes its value AFTER UPDATE FROM APPROVAL THROUGH first process).

    WHEN THERE IS UPDATE IN CUSTOM OBJECT FROM APPROVAL PROCESS WHY ITS NOT COMING UNDER MY SECOND PROCESS CRITERIA

  11. Tried to create the flow diagram for the process however, when I click the link it takes me back to the Process Builder page instead of the Flow detail page.

  12. Thanks for posting this, Rakesh. Question for you – on Step 5 where we are setting the Object Variables, what is happening when setting the Parent Case ID to Case ID? I assumed it would’ve been set to Parent Case ID, no? Thanks for your help in clarifying.

  13. Is it possible to create a new Opportunity when one is marked as closed/won? I know that I can create a record, but can I use Process Builder to populate information (for example: Close Date of previous Opportunity) in a new Opportunity when the old one is closed?

    1. Yes, you can map Close date of new record to Close Date of previous Opportunity Example at Getting Started with Process Builder – Part 7 (Auto Create and Activate the Contract ). But same time if you want to map Close Date of new record to Close Date of previous Opportunity Plus 10 or 20 Days, In this case you have to create a Formula field in your object and then map this formula field with Close date field Example at Getting Started with Process Builder – Part 3 (Clone a record)

  14. I have two objects custom1 and custom2. In custom1 when status is changed I am creating a record in custom2 using process builder. Is there any option to get related attachments of custom1 object in custom2 object using process builder.

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