Big Idea or Enduring Question:

• How can I use the Transform element for data mapping and data transformation to collect data in a record collection variable and later create records?

Objectives:

After reading this blog, you’ll be able to:

1. Utilize the Transform element to map and transform source data to target data.
2. Create a formula expression to transform the data within the Transform element.
3. Set a fixed value for the target data field within the Transform element.
4. And much more!

Business Use case

Warren Mason, a Junior Developer at Gurukul on Cloud (GoC), started learning about the Flow Transform element. From his mentor, Joe Smith, he learned about a simple use case: Transform Elements Over Loops: A Modern Method for Collecting IDs in Salesforce Flow. This gave him a clear overview of the Flow Transform element.

After a few days’ break, he reached out to his mentor, Joe Smith, again and asked if he had more use cases to help him explore what else is possible with the Transform element.

Joe introduced a new use case to help Warren understand the Transform element better, as described below:

When an account is updated, find all related open opportunities and create a task for each of them with the following parameters:

• Task Subject: Opportunity Name
• Status: Not Started
• Priority: High
• Due Date: Today + 15 Days
• Assigned To: Opportunity Owner
• Related To: Opportunity Record 

Automation Champion Approach (I-do):

Before diving into the discussion of the Transform element, let’s take a moment to pause and understand how you can solve the aforementioned business use case. Typically, most of us would use the Loop element, as shown below.

The Loop element is the traditional method for iterating over items within a collection variable by temporarily assigning each current record to a loop variable.

To solve the above use case, we will use the Transform element instead of the Loop element. The Transform element will help us seamlessly map fields from the source data to the target data, simplifying the overall data transformation process. In our case, the entire mapping will be completed within the Transform element. Let’s get started!

Guided Practice (We-do):

There are 4 steps to solve Warren’s business requirement using Record-triggered After-Save Flow. We must:

1. Define flow properties for a record-triggered flow.
2. Add a Get Records element to find related open opportunities.
3. Add a Transform element to map and transform the task record collection variable.
4. Add a Create Records element to bulk create tasks.

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 Start From Scratch option and click on Next.
5. Select the Record-Triggered Flow option, click on Create
   1. Object: Account
   2. Trigger the Flow When: A record is created or updated
   3. Optimize the Flow For: Action and Related Records 
6. Click the X at the top to save your changes.

Step 2: Adding a Get Record Element to Find Related Open Opportunities  

The next step is using the Get Element to find related open opportunities. We will apply the filter logic to find the related open opportunities here instead of using an additional element.

1. On Flow Designer, 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 Opportunity object from the dropdown list.
4. Select All Conditions Are Met (AND). 
5. Set Filter Conditions
   1. Row 1:
      1. Field: AccountId
      2. Operator: Equals
      3. Value: {!$Record.Id}
   2. Click Add Condition
   3. Row 2:
      1. Field: IsClosed
      2. Operator: Equals
      3. Value: {!$GlobalConstant.False}
6. How Many Records to Store:
   1. Select All record
7. How to Store Record Data:
   1. Choose the option to Choose fields and let Salesforce do the rest. 
      1. Select Opportunity Fields to Store in Variable
         1. Id
         2. Name
         3. StageName
         4. AccountId
         5. OwnerId
8. Click the X at the top to save your changes.

Step 3: Add a Transform Element to Map and Transform the Task Record Collection Variable

Now we will add a Transform element to map task records for each open opportunity and transform the data as per the requirements.

1. On Flow Designer, click on the +icon and select the Transform element.
2. Enter a name in the Label field; the API Name will auto-populate.
3. For Source Data select {!Get_Open_Opportunities}.
4. For Target Data select the following options:
   1. Data Type: Record
   2. Allow multiple values (collection):  Checked
   3. Object: Task
      
   4. Click Create
5. For the ActivityDate, let’s create a formula within Transform element.  
6. For the Status, set a fixed value, Not Started.
7. For the Priority, set a fixed value, High.   
8. Map the OwnerId (Source Data) to the OwnerId (Target Data), as demonstrated below.
9. Map the Name (Source Data) to the Subject (Target Data), as demonstrated below.
10. Map the Id (Source Data) to the WhatIs  (Target Data), as demonstrated below.
11. In the end, connect Id from Source to Target Collection variable.
12. Click the X at the top to save your changes.

Step 4: Add a Create Records Element to Bulk Create Tasks

The next step is to create tasks as part of a single DML operation. For this, we will use the Create Records element.

1. On Flow Designer, click on the + icon and select Create Records element. 
2. Input the following information:
   1. Enter Label the API Name will auto-populate.
   2. How Many Records to Create: Multiple 
   3. Set Field Values for the Opportunity
      1. Record Collection: {!Data_Transform_for_Tasks}
   4. Update Existing Records: Disabled
3. Click the X at the top to save your changes.

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

Once everything looks good, perform the steps below:

1. Click Save.
2. Enter the Flow Label the API Name will auto-populate.
3. Click Show Advanced.
4. API Version for Running the Flow: 63
5. Interview Label: Bulk Create Record Using Transform {!$Flow.CurrentDateTime}
6. Click Save.

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

Proof of Concept

I am using On-Screen Debug in Flow to check if the logic is working and to confirm whether tasks are being created for open opportunities.

If you look at the debug log, the Transform element returned 4 tasks as the Account has 4 open opportunities. Therefore, the Create Records element inserted 4 tasks.

Task Created by Flow:

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? Feel free to share in the comments below.