Business Use case

Martin Jones is working as a System Administrator at Gurukul on Cloud (GoC). At GoC they use Account Team to easily track collaboration on Accounts. GoC has a team of Legal Advisors that helps on the legal side of all deals. Martin has received a new requirement from the higher management: 

• Automatically add Legal Advisors (all legal advisors) to new accounts if the account Type =”Customer – Direct” and grant them the following access as stated below:
  • Account:- Read
  • Contact :- Read
  • Case:- Private
  • Opportunity:- Read

Solution for the above business requirement

There are a few possible solutions for the above business scenario, but we’ll use  Flow and Process Builder to solve the above business requirement. Before trying to understand the technical aspect of the solution, let us spend some time to understand the general flow at a high level. Please spend few minutes to go through the following flow diagram and understand it.

Before we proceed further, let us understand the characteristics of an AccountTeamMember object – It represents a User on the default account team of another User.

1. First of all, we will create a new Custom Label to store the Legal Advisor’s profile ID. 
2. To create a custom label click on Setup (Gear Icon) | Setup | User Interface | Custom Labels
   1. Click on New Custom Labels; it will open a new window for you. Now, create a new custom label to store the Legal Advisor profile Id, as shown in the following screenshot: 
   2. once you are done, click on the Save button.
3. The next step is to create a Flow, by clicking on Setup (Gear Icon) | Setup | Process Automation | Flows
4. Click on New Flow, it will open flow canvas for you.
5. To access custom label in flow, you must create a formula. Create one formula For_LegalAdvisorProfileID, as shown in the following screenshot:
6. Also create few variables in the Flow, as shown in the following table:
   

   Name	Variable type	Object type	Input/Output type
   VarTAccountId	Text	Not applicable	Input and Output
   SocLegalAdvisors	SObject Collection Variable	User	Input and Output
   SovLegalAdvisor	SObject Variable	User	Input and Output
   SovAccountTeamMember	SObject Variable	AccountTeamMember	Input and Output
   SocAccountTeamMembers	SObject Collection Variable	AccountTeamMember	Input and Output

7. To find all users with the profile (Legal Advisor), drag and drop a Fast Lookup ( Give the name Find active legal advisors) onto the window and map the fields as shown below:
   1. Select Object User
   2. Enter criteria ProfileId= {!For_LegalAdvisorProfileID} and IsActive= {!GlobalConstant.True}
   3. Store the user Id into an SObject Collection Variable {!SocLegalAdvisors}, as shown in the following screenshot: 
8. The next task is to check whether SocLegalAdvisors contains user records or not. To check this, we will use the Decision element. To do that, drag and drop the Decision element onto the canvas; it will open a new window for you. Enter details as follows:
   1. Name: Enter the name Check if there are any legal advisor exist
   2. Unique Name: This will be auto-populated based on the name.
   3. Description: Enter a meaningful description.
   4. Outcome: Enter the name Exist as EDITABLE OUTCOME. Select the variable {!SocLegalAdvisors} as Resource, then is null as Operator, and {!GlobalConstant.False} as the value
   5. Also, add Default Outcome as DEFAULT OUTCOME. 
9. Now we will use the Loop element to extract records from the SObject Collection Variable (SocLegalAdvisors) and store it in the SObject Variable (SocLegalAdvisor). Click on the Palette tab and drag and drop the Loop element onto the Flow canvas. Map the Loop element according to the following screenshot:
10. The next step is to assign legal advisor’s to correct account and grant record access. For this, we will use Assignment element. Drag and drop an Assignment Element ( Give the name add users into a sov) onto the canvas and map the fields according to the following screenshot:
11. Next, add all SObject Variables into a SObject Collection Variable. So that, at the end, we can insert the data into AccountTeamMember. Drag and drop an Assignment element ( Give the name Add sov into a soc) onto the canvas and map the fields according to the following screenshot:
12. The final task is to insert data into the AccountTeamMember object. For this, we will use the Fast Create element. Drag and drop a Fast Create element onto the canvas and map the field according to the following screenshot: 
13. Use connectors to connect the elements used in the Flow. Finally, your Flow will look like the following screenshot:
14. Once done, Save the flow and name it Add Members to Account Team, with Type: Autolaunched Flow. Do not forget to activate the Flow by clicking on the Activate button.
15. The next step is to create a process, that will fire when a new account gets created. To do this, Navigate to Setup (Gear Icon) | Setup | Process Automation | Process Builder
16. To create a new process from scratch, click on the New Button available on Process Management page. A popup will appear where you have to enter the Name (Use Auto add members to Account Team as the name), API Name and Description as shown in the screenshot below:
    
17. Once you are done, click on the Save button.
18. Click on the Object node to add object and then select the Account object. For the entry criteria, select only when a record is created, as shown in the screenshot below:
19. Once you are done, click on the Save button.
20. The next task is to add Process Criteria, so that process will only fire when Type equals Customer – Direct. To do this click on Add Criteria, enter Name, Type of action and set filter conditions, and follow the instructions below
    1. For Criteria for Executing Actions, select Conditions are met
    2. Set condition –  [Account].Type equals Customer – Direct
21. Once you are done, click on the Save button.
22. Now we have to add an Immediate action into the Process to add Legal Advisors to Account Team for new accounts. Click on Add Action (Under Immediate actions), Select the type of action (In our case Flows), and then fill the values into fields to define the action – as shown in the following screenshot:
    
23. Once you are done, click on the Save button. 
24. In the end, your Process will look like the following screenshot:
25. Do not forget to activate the Process by clicking on the Activate button.

It’s time to test this feature

Next time, when an Account is created by the user, the process we created ( Using Process Builder) will fire and add Legal Advisors, to the Account Team.

I hope you enjoyed, and learnt, from the duo blogs, how to add, an individual team member, and multiple team members, to an Account Team. Mastering these skills will enhance your productivity and propel you to try various permutations and combinations to incorporate automation in your day-to-day processes and procedures.

Please feel free to add constructive comments and insights to the blogs.

Note: – I am thankful to Resco.net, Smartcloud.io, and FormTitan for sponsoring my blog.

Technical Editor and Proofreader: - Munira Majmunda