Getting Started with Process Builder – Part 15 (An Introduction to Version Control)

Getting Started with Process Builder – Part 15 (An Introduction to Version Control)

Last Updated on February 2, 2021 by Rakesh Gupta

Big Idea or Enduring Question:

What happens when the business requirements for a Process Builder change after it’s already activated and in use?

Objectives:

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

  • Modify an existing Process Builder to reflect new requirements

Business Use case

Tamara McCleary works as a System administrator at Universal Containers (UC). She created a Process Builder that made updates to other records related to an opportunity.  This was covered in the article Getting Started with Process Builder – Part 6 (Update Related Quotes to Denied Except for the One That Was Accepted). Now, the Sales Manager wants the Opportunity Owner assigned a task to follow up to send the final agreement.

Automation Champion Approach (I-do):

Before discussing it, let’s discuss what is version control why we need it. 

What is version control?

Version control is a system that records changes to a file or set of files over time so that you can recall specific versions later. 

Why does Process Builder have version control?

Process Builder is essentially a combination of Workflow Rules and Flow.  Like Flow, Process Builder does not allow us to modify the automation once it is activated.  In order to make changes, we have to first create a new version.

You can have a maximum of 50 versions of a Process. If you need to continue to create new versions, you will have to delete older ones.

Let’s begin building this automation process.

Guided Practice (We-do):

Once a process gets activated it’s not possible to make any changes to it. Now we have two options that are save existing/activated process as: 

  • A version of the current process
  • New Process

To solve the above business requirement, we will save the existing activated Process as a new version. Follow the below instructions to modify the existing Process to meet the updated business requirement.

There are 2 steps to solve Tamara’s business requirement using Process Builder. We must: 

  1. Clone an existing process 
  2. Add action – create a record 

Step 1: Clone an Existing Process 

  1. Click Setup.
  2. In the Quick Find box, type Process Builder.
  3. Select Process Builder.
  4. Click on the Process name that will be modified.  In this case Update Quotes to Denied.
  5. Click on the Clone button at the top right of the Process detail page.
  6. In the pop-up window select Version of current process and enter the Name. It is recommended to update the description with a note about what changed. The API Name is not updateable. 
  7. For API Version for Running the Process always select the latest version, in this scenario, 50.0
  8. Click Save.

Step 2: Add Action – Create a Record 

  1. Below to the existing Immediate Actions, click Add Action.
  2. For Action Type, select Create a Record
  3. Name the action.
  4. Select the Task record type. 
  5. Set Field Values:
    1. Row 1:
      1. Field: Assigned To ID
      2. Type: Field Reference
      3. Value: Quote | Opportunity | Owner ID
    2. Click Add Row
    3. Row 2:
      1. Field: Priority
      2. Type: Picklist
      3. Value: Normal
    4. Click Add Row
    5. Row 3:
      1. Field: Status
      2. Type: Picklist
      3. Value: Not Started
    6. Click Add Row
    7. Row 4:
      1. Field: Related to ID
      2. Type: Field Reference
      3. Value: Quote | ID
    8. Click Add Row
    9. Row 5:
      1. Field: Subject
      2. Type: String
      3. Value: Create & send final quote
    10. Click Add Row
    11. Row 6:
      1. Field: Due Date Only
      2. Type: Formula
      3. Value: Today()+15
  6. Click Save.

Almost there! Once everything looks good, click the Activate button. The new version will become the active version and the others remain as Inactive.

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, when a business user updates the Quote Status to Accepted, Process Builder will automatically update the Quote Description and the Status on all other quotes to Denied. Process Builder will also create and assign a task to the Opportunity owner. 

  1. Currently, there are three Quotes attached to Opportunity Deer Valley Corp as shown in the following screenshot
  2. Now we update the Status on Quote 1 to Accepted and click Mark as Current Status
  3. Navigate back to the Opportunity to confirm other records are changed.

Task on Quote

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!

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