Getting Started with Process Builder – Part 28 (Auto Freeze Users Account)

June 11, 2015January 1, 20217 min read Rakesh Gupta

Last Updated on January 1, 2021 by Rakesh Gupta

Big Idea or Enduring Question:

There are a few situations where the user account requires more work before deactivating it. To prevent users from logging into the organization while you perform the steps to deactivate them, you can freeze user accounts. To freeze a user account, you have to navigate to the user record and then click on the Freeze button.

Objectives:

After reading this blog post, the reader will be able to:

Create a Flow
Use Process Builder to automate freezing a user
Launch a Flow from Process Builder

Business Use case

Steven Greene is working as a System administrator in Universal Container. He received a new requirement to automate the user freeze process. They want to allow their system administrators or delegated administrators to enter a user’s account freeze date and the system will auto-freeze the user account on that day.

Automation Champion Approach (I-do):

We will use Process Builder and Flow to solve the above business requirement in order to keep it scalable and declarative.

Before proceeding, you may want to follow this link: UserLogin to help you understand the UserLogin object.

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 3 steps to solve Steven’s business requirement using Flow and Process Builder. We must:

Create a custom date field (Freeze Date) on the user object
Lightning Flow Steps:
1. Define flow properties for auto-launched flow
2. And add text variable to store User Id
3. Add an update records element – update IsFrozen to true
Process Builder Steps:
1. Define process properties
2. Define evaluation criteria
3. Define process criteria
4. Set time for actions to execute
5. Add action – flows
6. Add action – update records

Step 1: Creating a Custom Date FIeld on User Object

Click Setup.
In the Object Manager, type User.
Select Fields & Relationships, then click New.
Select Date as Data Type, then click Next.
Enter Field Label and click the tab key, the API Name will populate.
As a best practice, always input a description.
Set the Field-level Security for the profiles, make sure to set this field as read-only for everyone except system administrators or right users.
Add this field to Page Layout.
Click Save.

Step 2.1: Lightning Flow – Define Flow Properties

Click Setup.
In the Quick Find box, type Flows.
Select Flows then click on the New Flows.
Select the Autolaunched Flow (No Trigger) option and click on Next and configure the flow as follows:
1. How do you want to start building: Freeform
It opens ups the Flow Designer for you.

Step 2.2: Lightning Flow – Add Text Variable to Store User Id

Now create a Text variable varTUserId to store the user’s Id, which we will later pass through from Process Builder.

Under Toolbox, select Manager, then click New Resource to store user record.
Input the following information:
1. Resource Type: Variable
2. API Name: varTUserId
3. Data Type: Text
4. Default Value: {!$GlobalConstant.EmptyString}
5. Check Available for Input
6. Check Available for Output
Click Done.

Step 2.3: Lightning Flow – Update Records to Update IsFrozen to True

The next step is to update the field IsFrozen on the UserLogin object to freeze the user’s account.

Under Toolbox, select Element.
Drag-and-drop Update Records element onto the Flow designer.
Enter a name in the Label field; the API Name will auto-populate.
Click Specify conditions to identify records, and set fields individually
Object: User Login
Select All Conditions Are Met (AND).
Set Filter Conditions
1. Row 1:
  1. Field: UserId
  2. Operator: Equals
  3. Value: {!varTUserId}
Set Field Values for the User Login Records
1. Row 1:
  1. Field: IsFrozen
  2. Value: {!$GlobalConstant.True}
Click Done.

In the end, Steven’s Flow will look like the following screenshot:

Once everything looks good, perform the steps below:

Click Save.
Enter Flow Label the API Name will auto-populate.
Click Show Advanced.
API Version for Running the Flow: 50
Interview Label: Freeze user account flow {!$Flow.CurrentDateTime}
Click Save.

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

Our next task is to create a Process on the User object to Launch a Flow, only when a Freeze Date is not null. To create a Process on the User object, follow the instructions below.

Step 3.1: Define Process Properties

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

Step 3.2: Define Evaluation Criteria

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

Step 3.3: Define Process Criteria

Click the Add Criteria node to begin defining the process criteria.
Name the criteria.
The criteria should execute actions when the conditions are met.
Set Conditions
1. Row 1
  1. Field: User | Freeze Date
  2. Operator: Is Null
  3. Type: Boolean
  4. Value: False
Select All of the conditions are met (AND).
Click Advanced.
Select Yes to execute the actions only when specified changes are made to the record.
Click Save.

The reason why we would select the Yes checkbox for the question — Do you want to execute the actions only when specified changes are made to the record? — is to allow the Process Builder to execute the actions only if the record meets the criteria now, but the values that the record had immediately before it was saved didn’t meet the criteria. This means that these actions won’t be executed when irrelevant changes are made.

Step 3.4: Set time for actions to execute

The next step is to set the time for scheduled action.

Below Scheduled Actions, click Set Schedule.
Set Field Values:
1. Row 1:
  1. 0
  2. Hours
  3. After
  4. Freeze_Date__c
Click Save.

Step 3.5: Add Action – Flows

Now we have to add the Action into the Process to launch a Flow.

Below 0 Hours After Freeze_Date__c Scheduled Actions, click Add Action.
For Action Type, select Flows.
Name the action.
Select the flow we just created – Freeze user account flow.
Set Flow Variables:
1. Row 1:
  1. Flow Variable: varTUserId
  2. Type: Field Reference
  3. Value: User | Id
Click Save.

Step 3.6: Add Action – Update Records to Set Freeze Date to Null

Add another action to clear the Freeze Date field.

Below Scheduled Actions, click Add Action.
For Action Type, select Update Records.
Name the action.
Select the option Select a User related that started your process for the record type.
The criteria for updating records should be No criteria-just update the records!.
Set new field values for the records you update:
1. Row 1:
  1. Field: Freeze Date
  2. Type: Global Constant
  3. Value: $GlobalConstant.Null
Click Save.

In the end, Warren’s Process will look like the following screenshot:

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

Proof of Concept

Now onwards, if a system administrator or anyone set the Freeze date for a user.

Process Builder will fire on that day and froze the user account.

Guided Practice (You-do):

Identify additional actions (like remove permission set) that should be completed when a user is frozen. Add to the Process Builder

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.

Jeremy

May 27, 2021 at 3:24 PMs Reply

Can this be used for password reset instead of freeze? I have a requirement to reset the password after a process builder completes a scheduled action of activating a user. Just wanted to know whats the solution and if this might work.
1. Rakesh Gupta
  
  May 27, 2021 at 11:08 PMs Reply
  
  Yes you can but you have to use Apex. with Flow/Process Builder
Pingback:Getting Started with Salesforce Flow – Part 53 (Clone a User with their associated Public Group, Queue Membership and Permission Sets) - Automation Champion
Pingback:Getting Started with Salesforce Flow – Part 53 (Clone a User with their associated Public Group, Queue Membership and Permission Sets)
Prasad Shiraskar

May 3, 2019 at 1:49 PMs Reply

I want to update all Contacts associated to Account when Status updates to Cancelled and want to disable all the community users associated with that Account’s Contacts. How can this be achieved with Process Builders and/or Flows?
1. Rakesh Gupta
  
  May 6, 2019 at 11:16 AMs Reply
  Here you got, try this
  Good luck
  1. Prasad Shiraskar
    
    May 6, 2019 at 4:04 PMs Reply
    
    Hey Rakesh,
    
    Thanks for your prompt response. I did try as per you mentioned. Now it’s allowing me to save the account with the cancelled status without any error after I used the time based action. But it’s not updating anything on the contact and neither deactivating the status nor deactivating the community user associated with the Contact.
    
    The Process Builder (PB) is on Account: Created or Edited — Recursion checkbox Off.
    
    The Following Conditions are met
    [Account].ParentId — Isnull — Boolean — False
    [Account].Parent.PersonContactId – Isnull — Boolean — False
    [Account].Parent.Status__c — Equals — Picklist — Cancelled
    [Account].Parent.RecordType.DeveloperName — Equals — String — Business_Account
    
    Do you want to execute the actions only when specified changes are made to the record? Checked
    
    Immediate Action
    No criteria—just update the records!
    [Account].Parent Account ID.Contact ID
    Account Status — String — Cancelled
    
    Time Based — 1 Hour After Last Modified Date
    [Account].Parent Account ID.Contact ID.Users
    Active — Boolean — False
    Also tried
    Is Portal Enabled — False
    
    NO Paused and Waiting Interviews
    1. Rakesh Gupta
      
      May 7, 2019 at 10:04 AMs Reply
      
      I would suggest using Debug log to find the root cause. Also check if, process builder is able to find the user.
sagarbtech50

December 7, 2015 at 8:48 PMs Reply

Hello Rakesh,

I achieved it…A big thanks for your support.

Really i learnt a lot from your blogs.

I have one more question for you:

In PB in Scheduled actions if we put record update(if we make PB fired) that will come and wait in “Paused and Waiting interviews”
Now what i am trying to do is….Even though users having “Manage Force.com Flow” permission …. i don’t want them to delete waiting interviews under ‘Paused and Waiting interviews’

(OR)

Is their anyway to track who deleted waiting interviews?

Thanks in Advance,
Sagar
1. Rakesh Gupta
  
  December 7, 2015 at 10:12 PMs Reply
  
  As per my knowledge No
Sagar K

July 21, 2015 at 3:32 PMs Reply
yeah! able to get Scheduled jobs option now…

–Correct me if my way is wrong–

Created 2 fields( 4 hours and 8 hours) on user object with checkbox data type.
so if i edit the user record, changed the profile( to system admin), checked the 4 hours(field) and save the record.
Our aim is to revert back the profile to previous profile after 4 hours.

I started building Process Builder like below:
1. Selected USER object
2. In CRITERIA:
selected- Conditions are met
In set conditions :
Field : 4 hours (field)
Operator : equals
Type : Boolean
Value : True
Conditions: All conditions are met
Advanced: Do you want to execute the actions only when specified changes are made to the record? = TRUE

IN Scheduled Actions:
I gave 4 hours after “last modified date”

–>IN Add Action:
Selected “Update Records”.
Under RECORD took “user”
IN criteria for updating records:
selected “No criteria—just update the records!”
```
Under 'Set new field values for the records you update':
      Field: ProfileID
      Type: String 
      Value: (i am hardcoding previous profileID here) This is           not going to help me. It should revert to previous profile dynamically.
```
Could you help me to achieve this please!!!

Thanks Again
1. Rakesh Gupta
  
  July 21, 2015 at 7:15 PMs Reply
  
  Option 1:- Try PRIORVALUE() formula
  
  https://rakeshistom.wordpress.com/wp-admin/post.php?post=6627&action=edit
  
  Option 2 :- Create a custom field on the user object to save the old profile id
  1. sagarbtech50
    
    September 21, 2015 at 8:26 PMs Reply
    
    Hi Rakesh,
    
    –> Created new field in User object
    As suggested, i have created a WFR to capture old profileID in new field
    –> And in flow i created a Record update element (i am pulling old profileID value here) and i am calling this flow in Process builder in scheduled actions
    its not working:-(
    
    I have a doubt:
    Which will execute first :
    Workflow Rule (or) process builder as per salesforce order of execution.
    
    The link which you shared its not opening, please check.
    
    and i have a request for you,
    why don’t you make this scenario as your next post ( i believe this typical scenario will meet your standards to post)
    
    Thanks,
    Sagar
    1. Rakesh Gupta
      
      September 23, 2015 at 3:03 PMs Reply
      
      Check out this thread (https://success.salesforce.com/_ui/core/chatter/groups/GroupProfilePage?g=0F9300000009OEk&fId=0D53000002E7Ei0) on Success Community.
Sagar K

July 19, 2015 at 9:05 PMs Reply

Hi Rakesh,

I am in love with your blog…thanks a lot:-)

but…by referencing the above article i tried to achieve a new requirement… but i am keep on failing, can you help me on this please!!!

Business requirement:
Being an Salesforce Administrator i have to give system admin access to users for 4 hours or 8 hours or 12 hours…and have to revert that access automatically after that (4 hours or 8 hours or 12 hours).

Could you let me know whether we can achieve this!!!

Thanks in Advance,
Sagar
1. Rakesh Gupta
  
  July 19, 2015 at 9:55 PMs Reply
  
  Yes you can achieve it thorough Process Builder and Flow. What specific error you are getting ?
  1. Sagar K
    
    July 20, 2015 at 3:51 PMs Reply
    
    I selected the ‘User’ object in Process Builder
    
    In ‘Start the process’
    
    If we select ‘when a record is created or edited’ scheduled action tab is not appearing…(if this is not possible how can we update profile after 4 hours or after 8 hours)
    
    Its appearing only for
    ‘only when a record is created’
    1. Rakesh Gupta
      
      July 20, 2015 at 4:55 PMs Reply
      
      Scheduled actions are only available in two cases.
      
      On the object node, the process is set to “Start the process only when a record is created.” All criteria will then have the Scheduled Actions option available.
      
      OR
      
      On the object node, the process is set to “Start the process when a record is created or edited”, AND on the criteria node, the checkbox “Do you want to execute the actions only when specified changes are made to the record?” is checked. Only criteria on which this is checked will have the Scheduled Actions option available.
  2. Samir Sayyad
    
    December 11, 2015 at 3:35 PMs Reply
    
    Hi Rakesh,
    
    Malware issue in Remedyforce: Everyday 5-6 user’s accounts are getting frozen. Appreciate if we get solution to this ASAP.
    
    Thanks.
    1. Rakesh Gupta
      
      December 11, 2015 at 3:40 PMs Reply
      
      Malware ?? Could you please explain me your requirement in detail