Last Updated on February 10, 2022 by Rakesh Gupta

Big Idea or Enduring Question:

How do you allow Sales reps an easy to transfer their opportunities to another user?

In today’s world, Sales reps switch their job frequently. Transferring their existing or closed deals or leads to another user is time-consuming work. Salesforce provides various ways to change the Ownership of records from one user to another. But it has some limitations: 

• Salesforce doesn’t provide a way to transfer records Ownership using Salesforce mobile app.
• Changing the record’s owner from the user interface doesn’t provide a way to transfer all child records.
  • For example, it doesn’t allow you to change the related Orders owner when you change the opportunity owner. 
• Mass Transfer Chatter Files

This article will show you how you can develop your own tool for transfer Ownership and work on the Salesforce mobile app.

Objectives:

This blog post will help us to understand the following

• Use a Screen a flow to take the user input to update records
• Learn how to use the Update Records element to create multiple records

Business Use Case

Brenda David is working as a System Administrator at Universal Containers (UC). She has received a requirement from the management to create a wizard which allows their users to mass transfer opportunity record ownership from one user to another user. 

Automation Champion Approach (I-do):

There are multiple ways to solve the above business requirement. You can either use Lightning Web Component, Salesforce Flow, and more. To solve this requirement, we will use the Screen Flow.   

Before discussing the solution, let me show you a diagram of a Process Flow at a high level. Please spend a few minutes going through the following Flow diagram and understand it. Let’s begin building this automation process.

Guided Practice (We-do):

There are 4 steps to solve Brenda’s business requirement using Screen Flow. We must

1. Salesforce Flow Steps: Define flow properties 
2. Add a screen to capture the user’s input
   1. Add a lookup component to display all Users 
3. Add an Update Records element to update the opportunities owner 
4. Add flow to the lightning home page 

Step 1: Salesforce Flow – Define Flow Properties   

1. Click Setup.
2. In the Quick Find box, type Flows.
3. Select Flows then click on the New Flow.
4. Select the Screen Flow option and click on Next and configure the flow as follows: 
   1. How do you want to start building: Freeform
5. It will open the flow designer for you.

Step 2: Salesforce Flow – Add a Screen Element

1. Under Toolbox, select Elements. Drag and drop Screen onto the canvas. 
2. Input the following information:
   1. Enter Label the API Name will auto-populate.
3. Click Done. 

Step 2.1: Salesforce Flow – Add a Lookup Component to Display All Users

It’s time to add a Lookup Component to capture the new owner for opportunities. For this, we will use the lookup component.

1. 1. Under Input section on Screen Element. Drag and drop Lookup onto the screen. 
   2. Input the following information:
      1. Enter API Name.
      2. Field API Name: CreatedById (Enter the field API Name that will show up in the list box to represent a record.)
      3. Label: New Owner (Enter a label that appears next to the lookup control)
      4. Object API Name: Opportunity ( Enter the object API name) 
      5. Required: {!$GlobalConstant.True}
   3. Click Done.

Step 3: Lightning Flow – Add an Update Records Element to Update the Opportunities Owner

The next step is to mass update the opportunities owned by the logged_In user to the new owner.  For this, we will use an Update Record element.

1. Under Toolbox, select Element. 
2. Drag-and-drop Update Records element onto the Flow designer. 
3. Enter a name in the Label field; the API Name will auto-populate.
4. Click Specify conditions to identify records, and set fields individually
5. Object: Opportunity
6. Select All Conditions Are Met (AND). 
7. Set Filter Conditions
   1. Row 1:
      1. Field: OwnerId
      2. Operator: Equals
      3. Value: {!$User.Id}
8. Set Field Values for the Case Records
   1. Row 1:
      1. Field: OwnerId
      2. Value: {!New_Owner.recordId}
9. Click Done.

In the end, Brenda’s Flow will look like the following screenshot (I turned on Auto-Layout) for this flow: 


Once everything looks good, perform the steps below:

1. Click Save. 
2. Enter Flow Label the API Name will auto-populate.
3. Click Show Advanced.
4. How to Run the Flow: User or System Context—Depends on How Flow is Launched
5. Type: Screen Flow
6. API Version for Running the Flow: 52
7. Interview Label: Screen Flow: Mass Transfer Owner {!$Flow.CurrentDateTime}
8. Click Save.  

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

Step 4: Add a Flow to Lightning Home Page and Add Filter Criteria 

The next step is to distribute a flow to Lightning Experience or Salesforce app users by embedding it on a Lightning home page.

1. In the Quick Find box, type Lightning App Builder.
2. Select Lightning App Builder then click on the Edit next to the Home page.
3. From the Lightning Components pane on the left, drag the Flow component onto the Lightning page canvas.
4. Input the following information:
   1. Select Screen Flow: Mass Transfer Owner flow
   2. Layout: One Column 
5. Click Done.
6. Once everything looks good, click the Save button. 

Proof of Concept

Now Onwards, anyone can use this application to mass transfer their opportunities to another rep. 

Formative Assessment:

I want to hear from you!  

What did you learn from this post, is it relevant to you, and how will you modify the concepts taught in the post for your own business processes?  

Make a post and tag me on Twitter @automationchamp using #AutomationChampionFlow.