A Price book is a book in which the normal prices of an item are listed. Currently, business users have to select a price book as soon as Opportunity gets created. In this article, I am going to discuss a way to auto assign Price book based on the Opportunity record type using the Process Builder. Let’s start with a business use case
Business Use case
Martin Jones is working as 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
- If the Opportunity record type is Manufacturing then assign a price book Manufacturing
- If the Opportunity record type is Retail then assign a price book Retail
Solution for the above business requirement
To solve the above business requirement, we will use Process Builder. Before proceeding ahead, you have to understand the Opportunity object and fields to automate this process. To automate this process, we have to update the PricebookId field with valid price book ID. Our first task is to get the 15 digit record Id of price books, as mentioned below
- Manufacturing (15 digit price book Id) :- 01sB00000006aeb
- Retail (15 digit price book Id) :- 01sB00000006aeg
Follow the below instructions to create a Process for the above business requirement
1. Click on Name | Setup | App Setup | Create | Workflows & Approvals | Process Builder and click on the New button, Enter Name, API Name and click on the Save button
Define Process Properties
2. Click on Add Object, select Opportunity object and for the entry criteria, Select only when a record is created, as shown in the below screenshot and also click on the Save button
Evaluation Criteria
3. The step is to add Process Criteria for record type Manufacturing. To do this click on Add Criteria, enter Name, Type of action and set filter conditions (In this case set [Opportunity].RecordType.Name Equals Manufacturing. Use Field Picker to select the field Record Type Name and Text Entry field to enter the name, as shown in the following screenshot
Select Record type field
Once you are done click on the Save button. Finally, it will look like the following screenshot
Process Criteria – Manufacturing record type
4. Our next task is to add Immediate action to Process for the above-mentioned criteria (Record type Manufacturing). Click on Add Action (Under Immediate actions), Select the type of action to create (In our case Record Updates), and then fill out the fields to define the action, as shown in the following screenshot
Add action – Update records (Add price book manufacturing)
5. The step is to add another Process Criteria for record type Retail. To do this click on Add Criteria, enter Name, Type of action and set filter conditions (In this case set [Opportunity].RecordType.Name Equals Retail and click on the Save button, as shown in the following screenshot
Process Criteria – Retail record type
6. Our next task is to add Immediate action to Process for the above-mentioned criteria (Record type Retail). Click on Add Action (Under Immediate actions), Select the type of action to create (In our case Record Updates), and then fill out the fields to define the action, as shown in the following screenshot
Add action – Update Records (Add price book Retail)
6. Once you are done, click on the Save button, it will redirect you to Process canvas. Finally, the Process will look like the following screenshot
Automatically assign Price book based on Opportunity Record Type
Don’t forget to active the Process by clicking on the Activate button
It’s time to test this App
Now onwards if a business user creates an Opportunity with these two record type, then Process Builder will automatically add price book to it.
1. Create an Opportunity with record type Manufacturing, as shown in the following screenshot
Opportunity with record type Manufacturing
2. Once you are done, check out the Product related list available on Opportunity detail page.
Final Output
Note: – I will suggest you to implement this first on your developer org test it and then move it to Production.
22 thoughts on “Getting Started with Process Builder – Part 14 (Automatically assign Pricebook based on Opportunity Record Type)”
Brijesh Kumar
i dont what i am doing wrong in this scenerio followed staps as mentioned but having trouble , the error apears when i create a record : We can’t save this record because the “Auto assign pricebook based on opportunity record type” process failed. Give your Salesforce admin these details. This error occurred when the flow tried to update records: INVALID_CROSS_REFERENCE_KEY: invalid cross reference id. You can look up ExceptionCode values in the SOAP API Developer Guide. Error ID: 400282071-25548 (841704332)
Rakesh Gupta
Please send me complete error message or Developer Console Log
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Pratima Rana
Great! Thanks a ton 🙂
Rakesh Gupta
Good luck with implementation, and let me know how it goes.
Pratima Rana
Hi Rakesh,
Is it possible to refer the pricebook name rather than ID? We update pricebooks pretty regularly and all of them have currency code in their names. I want to update the pricebook based on the quote currency using name instead of ID.
Thanks
Pratima
Rakesh Gupta
Yes, it is possible to use Pricebook name rather than ID.
–> First create a custom Label to store Pricebook Name
–> Now move your logic from Process Builder to Visual Workflow, I mean use Record Lookup element to find Pricebook ID based on Pricebook Name
–> At th end, use Record Update element to assign Pricebook to opportunity record.
Elizabeth Haynie
Rakesh, I’ve followed your outline above to automatically add a Price Book to an Opportunity based upon the Opportunity Record Type – it works like a charm – thank you! I want to go a step further and also create a new (Opportunity) Product record based upon the Price Book that has been assigned; however, my process errors out. First, is this even possible within the same Process? Here’s a breakdown of what I’ve done:
– Followed your outline to add a Price Book to the Opportunity (this works great by itself)
– Created a second immediate action “Create a Record” for Record of “Opportunity Product”
– My Object Variables are:
— Opportunity ID / Reference / Opportunity.ID
— Quantity / Number / 1
— Sales Price / Currency / 0.00
— Type / Picklist / New Business
— Price Book Entry ID / ID / “18 Digit Price Book Entry ID”
Any ideas of how to make this work?
Rakesh Gupta
Thanks for your feedback! Can you please post the complete error message with screenshot of your process ? I think yes it’s possible with process builder.
Rakesh Gupta
Here you go
https://rakeshistom.files.wordpress.com/2015/07/craete-opportuntiy-poduct.png
Make sure that you have entered correct Price Book Entry Id for the Product
https://rakeshistom.files.wordpress.com/2015/07/pricebook-entry-id.png
Elizabeth Haynie
Thank you! This looks like what I have tried – I would double check my Price Book Entry ID to make sure that is correct. Thanks!
Rakesh Gupta
🙂
Chris
Yes sorry, In my sandbox i’m still on version 33 and it only shows the Field and Value in the “set object veriable” , it looks like summer 15 added “type” in the variables section.
Rakesh Gupta
You can ignore the type field
Chris
Rakesh, I’m Learning so much with your process builder series of post! Thanks so much. I’m running into an issue though. I’d like to create a Price book entry in the standard price book when a product is created. I’d also like to update the standard price on that entry when a field I have called “GSA Price” is changed. It seemed like it would be an easy task but I keep getting “The record couldn’t be saved because it failed to trigger a flow” Error. Any chance you could help? Thanks, Chris
Rakesh Gupta
Can you please post me the snapshot of the debug log and Process Builder.
Chris
Screen Shots of each are at the link.
https://drive.google.com/folderview?id=0B-eUYDYy6F8yWjI2T1ByQnpiYzA&usp=sharing
Rakesh Gupta
Try this
https://rakeshistom.files.wordpress.com/2015/06/product-to-price-book.png
It’s working for me)
Chris
I will try this shortly. How do I get the type field to show in my process? I don’t have that field and it would be a great help if I did.
Rakesh Gupta
Type field ?
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