Last Updated on July 11, 2023 by Rakesh Gupta

Big Idea or Enduring Question:

• How can you automatically add specific users to the account team?

Once an Account Manager creates a new account, the Manager can add a team member, or multiple team members, to an Account Team. This blog is a sequel to my previous blog – Auto Add Member to New User’s Default Account Team. 

As you may recall from my previous blog, an Account Team is a set of users that usually work together on an Account. A typical Account Team may include an Account Manager, Sales representative, Legal advisor, etc. In the previous blog, I discussed how to automatically add a member to a new user’s default account team. In this blog, I will go one step further and discuss requirement #2 – how to add multiple team members to an account team.

In Salesforce, a user can define Account Team in two places: 

1. Define Default Account Team on user’s record
2. Manually add the members to Account Team for each new account record

Furthermore, one user can be associated with multiple Account Teams, and an account team can have multiple users. Yes! You are right! A Junction object is needed if one user is to be associated with multiple account teams and an account team is associated with multiple users. Lo and behold, there is such a junction object that connects one team member to multiple account teams and associates multiple account teams with a user. The object is called AccountTeamMember! In other words, the AccountTeamMember is a junction object between Account and User, as shown in the following screenshot: 

1. Define flow properties for record-triggered flow
2. Create a formula to determine whether the record is created or updated
3. Add a decision element to check if the account type is Customer – Direct 
4. Add a get record element to find legal advisor profile details 
5. Add a decision element to check if legal advisor profile was found or not (from step 4) 
6. Add a get record element to find all users with profile legal advisor
7. Add a decision element to check if users with profile legal advisor was found or not (from step 6) 
8. Add a loop element to retrieve records from the record collection variable (from step 6)
9. Add an assignment element to add account team member to a record variable
10. Add an assignment element to add record variable to a record collection variable
11. Add a create records element to add legal advisors to account team 

Step 1: 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 Record-Triggered Flow option, click on Create 
   1. Object: Account
   2. Trigger Opportunity Flow When: A record is created or updated
   3. Set Entry Criteria
      1. Condition Requirements: None
   4. Optimize the Flow For Action and Related Records
5. Click Done.

Step 2: Formula to Determine Whether the Account is Created or Updated

1. Under Toolbox, select Manager, then click New Resource to determine whether the record is created or updated. 
2. Input the following information:
   1. Resource Type: Formula
   2. API Name: forB_IsNew
   3. Data Type: Boolean
   4. Formula: IsNew()
3. Click Done.

Step 3: Using Decision Element to Check If the Account’s Type is Customer – Direct

Step 4: Adding a Get Record Element to Find Legal Advisor Profile Details 

To find Legal Advisor profile details, we will use Get Records element.

1. On Flow Designer, below the Customer – Direct  node, click on the +icon and select the Get Records element.
2. Enter a name in the Label field; the API Name will auto-populate.
3. Select the Profile object from the dropdown list.
4. Select All Conditions Are Met (AND). 
5. Set Filter Conditions
   1. Row 1:
      1. Field: Name
      2. Operator: Equals
      3. Value: Legal Advisor
6. How Many Records to Store:
   1. select Only the first record
7. How to Store Record Data:
   1. Choose the option to Automatically store all fields. 
8. Click Done.

Step 5: Using Decision Element to Check If Legal Advisor Profile was Found or Not 

Now, will use the Decision element to check if the previous Get Records element returns a contact record. 

1. On Flow Designer, click on the +icon and select the Decision element.
2. Enter a name in the Label field; the API Name will auto-populate.
3. Under Outcome Details, enter the Label the API Name will auto-populate.
4. Condition Requirements to Execute Outcome: All Conditions Are Met (AND)
   1. Row 1:
      1. Resource: {!Get_Legal_Advisor_Profile}
      2. Operator: Is Null 
      3. Value: {!$GlobalConstant.False}
5. When to Execute Outcome: If the condition requirements are met.
6. Click Done.

Step 6: Adding a Get Record Element to Find Active Users with Profile Legal Advisor

Now we will use the Get Records element to find Active Legal Advisors. 

1. On Flow Designer, below the Yes node, click on the +icon and select the Get Records element.
2. Enter a name in the Label field; the API Name will auto-populate.
3. Select the User object from the dropdown list.
4. Select All Conditions Are Met (AND). 
5. Set Filter Conditions
   1. Row 1:
      1. Field: IsActive
      2. Operator: Equals
      3. Value: {!$GlobalConstant.True}
   2. Click Add Condition
   3. Row 2:
      1. Resource: ProfileId
      2. Operator: Equals 
      3. Value: {!Get_Legal_Advisor_Profile.Id}
6. How Many Records to Store:
   1. select All record
7. How to Store Record Data:
   1. Choose the option to Automatically store all fields. 
8. Click Done.

Step 9: Adding an Assignment Element to Add Account Team Member to a Record Variable 

The next step is to assign legal advisor’s to correct account and grant record access. For this, we will use Assignment element. 

1. Create a Record Variable varR_AccountTeamMember type Account Team Member to add the account team member.
2. On Flow Designer, click on the +icon and select the Assignment element.
3. Enter a name in the Label field; the API Name will auto-populate.
4. Set Variable Values
   1. Row 1:
      1. Field: {!varR_AccountTeamMember.AccountId}
      2. Operator: Equals
      3. Value: {!$Record.Id}
   2. Add Assignment 
   3. Row 2:
      1. Field: {!varR_AccountTeamMember.AccountAccessLevel}
      2. Operator: Equals
      3. Value: Read Only
   4. Add Assignment 
   5. Row 3:
      1. Field: {!varR_AccountTeamMember.ContactAccessLevel}
      2. Operator: Equals
      3. Value: Read Only
   6. Add Assignment 
   7. Row 4:
      1. Field: {!varR_AccountTeamMember.CaseAccessLevel}
      2. Operator: Equals
      3. Value: Private
   8. Add Assignment 
   9. Row 5:
      1. Field: {!varR_AccountTeamMember.OpportunityAccessLevel}
      2. Operator: Equals
      3. Value: Read Only
   10. Add Assignment 
   11. Row 6:
       1. Field: {!varR_AccountTeamMember.TeamMemberRole}
       2. Operator: Equals
       3. Value: Legal Advisor
   12. Add Assignment 
   13. Row 7:
       1. Field: {!varR_AccountTeamMember.UserId}
       2. Operator: Equals
       3. Value: {!Loop_Through_Users.Id}
5. Click Done.

Step 10: Adding an Assignment Element to Add the Record Variable to Record Collection Variable

1. Create a Record Collection Variable varR_AccountTeamMembers type Account Team Member to store record variable (created in step 9) for the bulk process.
2. On Flow Designer, click on the +icon and select the Assignment element.
3. Enter a name in the Label field; the API Name will auto-populate.
4. Set Variable Values
   1. Row 1:
      1. Field: {!varR_AccountTeamMembers}
      2. Operator: Add
      3. Value: {!varR_AccountTeamMember}
5. Click Done.

Step 11: Adding a Create Records Element to Add Users to Account Team 

The final task is to insert data into the Account Team Member object. For this, we will use the Create Records element.

1. On Flow Designer, click on the +icon and select the Create Records  element.
2. Enter a name in the Label field; the API Name will auto-populate.
3. For How Many Records to Create select Multiple.
4. Map Record Collection: {!varR_AccountTeamMembers}
5. Click Done.

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