Getting Started with Process Builder – Part 32 (Define Additional Conditions When Updating Records)

Getting Started with Process Builder – Part 32 (Define Additional Conditions When Updating Records)

Last Updated on December 2, 2020 by Rakesh Gupta

Big Idea or Enduring Question:

How can I use automation to update other quotes related to a single opportunity?

Objectives:

  • Define criteria so specific records receive specific updates
  • Use process builder to update other records related to an Opportunity

Business Use case

Steven Greene is working as a System administrator at Universal Containers (UC). He has received a requirement from management, whenever a customer is going out of business, then auto-update related Open opportunity to Lost.

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. 

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 5 steps to solve Steven’s business requirement using Process Builder. We must: 

  1. Create a custom checkbox field (Out of Business) 
  2. Define process properties
  3. Define evaluation criteria
  4. Define process criteria
  5. Add action – update records 

Step 1: Creating a Checkbox FIeld on Account Object 

  1. Click Setup.
  2. In the Object Manager, type Account.
  3. Select Fields & Relationships, then click New.
  4. Select Checkbox as Data Type, then click Next.
  5. Enter Field Label and click the tab key, the API Name will populate. 
  6. As a best practice, always input a description
  7. Set the Field-level Security for the profiles, make sure to set this field as read-only. 
  8. Add this field to Page Layout.
  9. Click Save.

Step 2: 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 3: Define Evaluation Criteria

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

Step 4: 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: Account | Out_of_Business__c
      2. Operator: Equals
      3. Type: Boolean
      4. Value: True
  5. Select All of the conditions are met (AND)
  6. Click Advanced
  7. Select Yes to execute the actions only when specified changes are made to the record.
  8. 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 criteria. This means that these actions won’t be executed when irrelevant changes are made.

Step 5: 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 a record related to the Account record type. 
    1. Select the Account | Opportunities record type. 
  5. The criteria for updating records should be Updated records meet all conditions.
  6. Filter the records you update based on these conditions
    1. Row 1
      1. Field: Closed
      2. Operator: Does not equal
      3. Type: Boolean
      4. Value: True
  7. Set new field values for the records you update: 
    1. Row 1:
      1. Field: Stage
      2. Type: Picklist
      3. Value: Closed Lost
  8. Click Save.

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

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. 

Independent Practice (You-do):

Think about your own sales process. What are the additional actions we could add to this process?

Proof of Concept

Now onwards, if a business user updates an Account Out of business to True, then Process Builder will automatically update related open opportunities to closed lost. 

  1. Currently, there are Two open Opportunities attached to Account Deer Valley Corp as shown in the following screenshot:
  2. Now we update the Out of Business on Account to Checked.
  3. Navigate back to the Account and check the status of Opportunity. Process Builder automatically marked those open opportunities as closed lost.

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!

2 thoughts on “Getting Started with Process Builder – Part 32 (Define Additional Conditions When Updating Records)

  1. Hi there – is it better to set a lot of limiting conditions in the Criteria node or just have a lot of Immediate Actions with conditions that further limit the list of records? Thank you!

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