Last Updated on November 24, 2020 by Rakesh Gupta

Big Idea or Enduring Question:

How to use Process Builder to automate business scenarios that involve cloning an existing record. 

Objectives:

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

• Understanding the Record Create Process in Process Builder
• Understanding how to clone a record by using the create record option.
• Using a custom field to restrict the process builder to fire only once when a condition is met.
• Using the formula in filter condition in the process.

Business Use case

Steve Cartwright is working as a System Administrator at Universal Containers (UC). He received a requirement to auto-create a new Opportunity (Similar to an old record) whenever an Opportunity is successfully closed and set the Close date for the new Opportunity to 120 days from the old opportunity’s close date.

Automation Champion Approach (I-do):

Usually, with Salesforce multiple approaches are available to solve a business requirement. Choose the ones that are simple, straight forward, and consume fewer resources. 

Similarly in this scenario, either use Apex trigger, a combination of Flow and Process Builder, or a few more.

Let’s solve this scenario using Process Builder, as this business case involves only one level of cloning. To implement deep clone (Multilevel cloning),  either Lightning Flow or Apex Programming can be used. 

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

The solutions involve two steps.

1. Create a checkbox field to ensure the process builder is fired only once after it meets a criteria. So, the checkbox field is used as a flag to hold a boolean value
2. Create a record change process and use the Create record action to clone a record whenever a specified criteria is met. 

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 6 steps to solve Steve’s business requirement using Process Builder. We must: 

1. creating a checkbox
2. define process properties
3. define evaluation criteria
4. define process criteria
5. add action – create a record 
6. add action – update records 

Step 1: Creating a Checkbox

1. Click Setup.
2. In the Object Manager, type Opportunity.
3. Select Fields & Relationships, then click New.
4. Select Checkbox as Data Type, then click Next.
5. Enter Field Label and click the Next button. The API Name will populate. 
6. As a best practice, always input a description. 
7. Set the Field-level Security for profile, make sure to set this field as read-only. 
8. Don’t add this field to Page Layout.
9. Click Save

Step 2: 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.

Step 3: Define Evaluation Criteria

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

Step 4: 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. Row 1:
      1. Field: Opportunity | Stage
      2. Operator: Equals
      3. Type: Picklist
      4. Value: Closed Won
   2. Row 2:
      1. Field: Opportunity | One Time Activity
      2. Operator: Equals
      3. Type: Boolean
      4. Value: False
5. Select All of the conditions are met (AND). 
6. Click Advanced. 
7. Select Yes to execute the actions only when specified changes are made to the record.
8. Click Save.

Step 5: 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 Opportunity record type. 
5. Set Field Values:
   1. Row 1:
      1. Field: Close Date
      2. Type: Formula
      3. Value: [Opportunity].CloseDate + 120
   2. Click Add Row
   3. Row 2:
      1. Field: Name
      2. Type: Formula
      3. Value: [Opportunity].Name +” + “
   4. Click Add Row
   5. Row 3:
      1. Field: Stage
      2. Type: Picklist
      3. Value: Prospecting
   6. Click Add Row
   7. Row 4:
      1. Field: Forecast Category
      2. Type: Picklist
      3. Value: Pipeline
6. Click Save.

Step 6: Add Action – Update Records

1. Below Immediate Actions, click Add Action.
2. For Action Type, select Update Records. 
3. Name the action.
4. Select the option Select the Opportunity record that started your process record type. 
5. Criteria for Updating Records: No criteria – just update the records! 
6. Set Field Values:
   1. Field: One Time Activity
   2. Type: Boolean
   3. Value: True
7. Click Save.

Almost there! Once everything looks good, click the Activate button. Moving forward, a new opportunity will be automatically created whenever (only once) an opportunity is updated as Closed Won. 

Note:- Before you activate your process, you have 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.