There are 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 Freeze button. In this article, I’m going to discuss a way through which you can automate this process. Let’s start with a business use case
Business Use Case
Steven Greene is working as System administrator in Universal Container. He received a new requirement to automate user freeze process. They want to allow their system administrators or delegated administrators to enter a user’s account freeze date and system will auto freeze the user account on that day.
Solution for the above business requirement
There are a few possible solutions for the above business scenario, but I’ll use Process Builder and Flow to solve the above business requirement. Before proceeding ahead, you have to understand UserLogin objects in Salesforce. Follow the below instructions to solve the above business requirement
1. First of all create a custom field Freeze Date (Data Type: – Date) on User object, as shown in the following screenshot
Custom field – Freeze Date
2. click on Name | Setup | App Setup | Create | Workflows & Approvals | Flows
3. Click on New Flow, it will open the Flow canvas for you. Now create a Text variable VarT_UserId to store the user’s Id (we will pass the user Id through Process Builder), as shown in the following screenshot
Text Variable
4. The next step is to update the field, IsFrozen on the UserLogin object to freeze the user’s account. To do this drag-and-drop Record Update element (Enter the name Update User Login Details) onto the canvas and map the fields according to below details
- Select Object User
- For criteria select UserId = {!VarT_UserId}
- For update record fields select IsForzen= {!$GlobalConstant.True}, as shown in the below screenshot
Update User Login Details
5. Finally, your Flow will look like the following screenshot
6. Save your flow with name Freeze users account Flow and close the canvas. Don’t forget to Activate the Flow.
Launch a Flow from Process Builder
Our next task is to create a Process Builder on the User object to launch a Flow. To create a Process Builder on the User object follow the below instructions
1. Click on Name | Setup | App Setup | Create | Workflows & Approvals | Process Builder and click on the New button, Enter Name, API Name and then click on the Save button
Define Process Properties
2. The next step is to add entry criteria. For this click on Add Object, select User object and for the entry criteria, Select when a record is created or edited, as shown in the below screenshot, once you are done click on the Save button
Evaluation Criteria
3. The next task is to add Process Criteria, To do this click on Add Criteria, enter Name, Type of action and set filter conditions (In this case set [User].Freeze_Date__c Is null False), also select the check-box Do you want to execute the actions only when specified changes are made to the record? and click on the Save button as shown in the following screenshot
Process Criteria
4. The next step is to set the time for schedule action. For this click on Set Schedule available under Scheduled actions. Set time for scheduled actions as shown in the following screenshot
Define time-based Process Builder
5. Now we have to add a Time-based action into the Process to launch a Flow. Click on Add Action (Under Scheduled actions), Select the type of action to create (In our case Flows) and then fill out the fields to define the action as shown in the following screenshot
Add action – Flows
5. Add one more action to clear/empty Freeze_Date__c field. Click on Add Action (Under Scheduled actions), Select the type of action to create (In our case Record Update) and then fill out the fields to define the action as shown in the following screenshot
Add action – Record Update
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
Don’t forget to active the Process by clicking on the Activate button.
Please feel free to share it with your family, friends, and colleagues!
16 thoughts on “Getting Started with Process Builder – Part 28 (Auto Freeze Users Account)”
Prasad Shiraskar
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?
Rakesh Gupta
Here you got, try this
Use process builder to Update Account’s Contacts when account status updates to Cancelled.
Use time-based action to deactivate user, we are using time-based action to avoid MIXED DML operation.
Good luck
Prasad Shiraskar
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
Rakesh Gupta
I would suggest using Debug log to find the root cause. Also check if, process builder is able to find the user.
sagarbtech50
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
Rakesh Gupta
As per my knowledge No
Sagar K
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!”
Could you help me to achieve this please!!!
Thanks Again
Rakesh Gupta
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
sagarbtech50
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
Rakesh Gupta
Check out this thread (https://success.salesforce.com/_ui/core/chatter/groups/GroupProfilePage?g=0F9300000009OEk&fId=0D53000002E7Ei0) on Success Community.
Sagar K
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
Rakesh Gupta
Yes you can achieve it thorough Process Builder and Flow. What specific error you are getting ?
Sagar K
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’
Rakesh Gupta
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.
Samir Sayyad
Hi Rakesh,
Malware issue in Remedyforce: Everyday 5-6 user’s accounts are getting frozen. Appreciate if we get solution to this ASAP.
Thanks.
Rakesh Gupta
Malware ?? Could you please explain me your requirement in detail