Last Updated on December 15, 2020 by Rakesh Gupta

Big Idea or Enduring Question:

A Price Book is a book in which the prices of products are listed. Currently, business users have to select a price book as soon as an opportunity is created. In this article, let’s check out a way to auto-assign a Price book based on the Opportunity record type using the Process Builder.

Objectives:

This blog post will help us to understand the following

• Using process builder to auto-assign Price book when an opportunity is created, based on the opportunity record type.
• The opportunity object and creating record types.
• The PriceBook object and creating price books
• Using Developer Console and SOQL query to find the PriceBookID
• How to use Custom Label in process builder

Business Use case

Martin Jones is working as a System administrator at Universal Containers (UC).  His organization wants to develop a Process to automate price book assignment based on the Opportunity record type and implement the following requirements

1. If the Opportunity record type is Manufacturing then assign a price book Manufacturing 
2. If the Opportunity record type is Retail then assign a price book Retail

Automation Champion Approach (I-do):

While this can be solved using various automation tools like Apex or Flow, we will use Process Builder. This is not something that can be accomplished with Workflow Rules.

Let’s breakdown the solution into the following steps for understanding:

1. Create two opportunity record types – Manufacturing and Retail
2. Create two Price books – Manufacturing and Retail
3. Using the Developer Console retrieves the PricebookId fields for the two Price books – Manufacturing and Retail. 
4. Create a process builder to automate the process of assigning the price book depending on the record type. 

Before discussing it, 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 8 steps to solve Martin’s business requirement using Process Builder. We must: 

1. Create two record types – Manufacturing and Retail
2. Create two price books – Manufacturing and Retail
3. Find the price books Ids for Manufacturing and Retail
4. Creating a custom label to store price book Ids
5. Define process properties
6. Define evaluation criteria
7. Define process criteria
8. Add action – update records 

Step 1: Create Two Record Types

1. Click Setup.
2. In the Object Manager, type Opportunity.
3. Clicks on the Record Type, then click New. 
4. Name the Record Type Label and the Record Type Name will populate. 
5. Now select the Sales Process and make sure to select the Active checkbox.
6. Click Save.

Step 2: Create Two Price Books

1. Navigate to App Launcher and select the Price Books.
2. Click on the New button. 
3. Name the Price Book and make sure to select the Active checkbox.
4. Click Save.

Step 3: Find the price books Ids for Manufacturing and Retail

The next step is to find out the Id of price books Manufacturing and Retail. One possible workaround is to use the Developer Console. 

1. Click Setup | Developer Console 
2. In the Query Editor, run the following SOQL query 
   1. Select id, name from pricebook2 where (name=’manufacturing’ or name=’retail’)
3. Make sure to copy the Ids. 

Step 4: Creating a Custom Label 

1. Click Setup.
2. In the User Interface, type Custom Labels.
3. Click on the New Custom Label button.
4. Enter Short Description the Name will auto-populate. 
5. Now enter the Manufacturing Price Book Id in the Value.
6. Click Save.
7. Repeat steps 1-6 to create another label to store the Retail Price Book.

Step 5: 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 6: 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 only when a record is created.
4. Click Save.

Step 7: 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 | RecordTypeId
      2. Operator: Is null
      3. Type: Boolean
      4. Value: False
5. Select All of the conditions are met (AND). 
6. Click Save.

Step 8: 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 that started your process record type. 
5. The criteria for updating records should be No criteria  – just update the records! 
6. Set new field values for the records you update: 
   1. Row 1:
      1. Field: Price Book ID
      2. Type: Formula
      3. Value: IF([Opportunity].RecordType.Name=’Manufacturing’,$Label.Manufacturing_Price_Book_Id ,IF([Opportunity].RecordType.Name=’Retail’,$Label.Retail_Price_Book_Id ,[Opportunity].Pricebook2Id) )
7. Click Save.

Almost there! Once everything looks good, click the Activate button. 

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. 

Proof of Concept

Now onwards if a business user creates an Opportunity with any of these two record types, then Process Builder will automatically add a corresponding price book to it.

1. Create an Opportunity with record type Manufacturing, as shown in the following screenshot:
2. Once you are done, check out the Product related list available on the Opportunity detail page.

Formative Assessment:

Hope you all enjoyed learning about assigning Pricebook depending on the selected record type of an opportunity using Process Builder. I shared here one way of solving this use case using Process builder. Feel free to solve this use case with a different approach and share it here so I and my readers can enjoy learning about them. If you have any ideas, insights, or questions you are most welcome to share them with me.

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

Author: - Rakesh Gupta
Technical Editor: - Mrudula Jarugula