Big Idea or Enduring Question:

How do you auto-create a chatter group using Process Builder?

Objectives:

This blog post will help us to understand the following

Understanding Quick actions
How to use the quick action in Process Builder

Business Use case

Warren Mason is working as a System administrator at Universal Containers (UC). His organization wants to auto-create a private Chatter group, whenever an active campaign gets created. For Chatter group name they want to use the campaign name.

Automation Champion Approach (I-do):

Actions allow users to perform certain activities very quickly – such as create records, update records, send an Email, log calls, call a Lightning component, execute Lightning Flow, and call a Visualforce page. With custom actions, users save precious time by getting quick access to important information. It also has the capability to pre-populate the data from the record.

There are two types of actions available to users: object-specific and global.

Object-Specific Actions:- These actions have automatic relationships to other records. The actions let users quickly create or update records, send an Email, log calls, call Lightning components, execute Lightning Flow, and call a Visualforce page in the context of a particular object.
Global Actions – A System Administrator can create global actions in Setup. Then, s/he can put global actions anywhere on an object that supports actions. Using global actions, users can log calls, create records, send an email, call a Visualforce page, execute a Lightning component, and call Custom Canvas, all without leaving the page.

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. The benefits of using Global or Object-specific action with Process Builder over create a record or update records action are the following:

Before proceeding, ahead, understanding the below-listed salesforce objects:

Action	Create a Record or Update Records
It allows you to set the Record Type without hard code the ID	Currently, you have to hard code the record ID
It allows you to create Chatter Group or Notes	Currently, Process Builder doesn’t support Group, Note object

Before discussing the solution, 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 4 steps to solve Warren’s business requirement using Process Builder. We must:

Define process properties
Define evaluation criteria
Define process criteria
Add action – quick actions

Step 1: Define Process Properties

Click Setup.
In the Quick Find box, type Process Builder.
Select Process Builder, then click New.
Name the Process and click the Tab button. The API Name will populate.
As a best practice, always input a description.
The process starts when A record changes.
Click Save.

Step 2: Define Evaluation Criteria

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

Step 3: Define Process Criteria

Click the Add Criteria node to begin defining the process criteria.
Name the criteria.
The criteria should execute actions when the conditions are met.
Set Conditions
1. Row 1
  1. Field: Campaign | IsActive
  2. Operator: Equals
  3. Type: Boolean
  4. Value: True
Select All of the conditions are met (AND).
Click Advanced.
Select Yes to execute the actions only when specified changes are made to the record.
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 4: Add Action – Quick Actions

Below Immediate Actions, click Add Action.
For Action Type, select Quick Actions.
Name the action.
Filter Search By: Global Actions
Type: Create a Record
Action: NewGroup
Set Quick Action Field Values:
1. Row 1:
  1. Field: Name
  2. Type: Field Reference
  3. Value: Campaign | Name
2. Click Add Row
3. Row 2:
  1. Field: Access Type
  2. Type: Picklist
  3. Value: Private
4. Click Add Row
5. Row 3:
  1. Field: Related Record ID
  2. Type: Field Reference
  3. Value: Campaign | ID
Click Save.

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.

Proof of Concept

Now onwards, if a business user creates a campaign and makes it active, then Process Builder will automatically trigger and create a Chatter group.

Now create a new campaign (Demo Campaign 1), as shown in the following screenshot:
Navigate back to the Groups tab and check the newly created chatter group.

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.

Author: - Rakesh Gupta

Big Idea or Enduring Question:

How do you delete system generated Chatter posts?

Objectives:

After reading this blog post, the reader will be able to:

Create an Auto-Launched flow to delete records
Launch a Flow using Process Builder to auto-delete Chatter Posts

Business Use case

Warren Mason is working as a System Administrator at Universal Containers (UC). When we convert the Lead, an automatic chatter post appears on the Account feed i.e., UserName converted a lead to this account, as shown in the following screenshot:

He wants to auto delete this post upon lead conversion.

Automation Champion Approach (I-do):

Salesforce Chatter is a great way to boost collaboration in your organization. A user can post statuses, links, and files and comment on other’s posts. However, many times I have found that people are looking for ways to delete system generated Chatter posts.

In this article, I am going to discuss how to auto-delete system generated Chatter posts. There are several possible solutions. I will help you understand how to auto-delete system generated Chatter posts using Flow, and we will launch the Flow via Process Builder when the Leads gets converted.

Before proceeding, you have to understand the Feed table in Salesforce. All objects have a default related “Feed” object.

For custom objects, all feeds are named as CustomObject__Feed, where CustomObject__c is the name of the related custom object, such as JobApplication_Feed.
For standard objects, all feeds are named as ObjectFeed, where Object is the name of the related standard object, such as LeadFeed.

Now you have to understand the below-mentioned object in Salesforce:

AccountFeed: – This object represents a single feed item in the feed displayed on the detail page for a Lead record.

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 Warren’s business requirement using Flow and Process Builder. We must:

Create a custom checkbox field on Lead
Create a custom checkbox field on Account
Map custom lead fields for lead conversion
Lightning Flow Steps:
1. Define flow properties for auto-launched flow
2. Add a text variable to store account id
3. Add a delete records element to delete system generated post
Process Builder Steps:
1. Define process properties
2. Define evaluation criteria
3. Define process criteria
4. Set time for actions to execute
5. Add action – flows

Step 1: Creating a Checkbox Field on Lead Object

Click Setup.
In the Object Manager, type Lead.
Select Fields & Relationships, then click New.
Select Checkbox as Data Type, then click Next.
Enter Field Label and click the tab key, the API Name will populate.
As a best practice, always input a description.
Default Values: Checked
Set the Field-level Security for the profiles, make sure to set this field as read-only.
Do not add this field on the Page Layout.
Click Save.

Step 2: Creating a Checkbox Field on Account Object

Click Setup.
In the Object Manager, type Account.
Select Fields & Relationships, then click New.
Select Checkbox as Data Type, then click Next.
Enter Field Label and click the tab key, the API Name will populate.
As a best practice, always input a description.
Default Values: Unchecked
Set the Field-level Security for the profiles, make sure to set this field as read-only.
Do not add this field on the Page Layout.
Click Save.

Step 3: Map Custom Lead Fields for Lead Conversion

Click Setup.
In the Object Manager, type Lead.
Select Fields & Relationships, then click Map Lead Fields.
1. You can map each of your organization’s Lead custom fields to one of your custom Account, Contact, or Opportunity fields.
Map the Lead Conversion field as shown in the screenshot below.
Click Save.

Step 4.1: Lightning Flow – Define Flow Properties

Click Setup.
In the Quick Find box, type Flows.
Select Flows then click on the New Flow.
Select the Autolaunched Flow (No Trigger) option and click on Next and configure the flow as follows:
1. How do you want to start building: Freeform
Click Done.

Step 4.2: Lightning Flow – Add a Text Variable to Store Account Id

Under Toolbox, select Manager, then click New Resource to pass the store Account Id.
Input the following information:
1. Resource Type: Variable
2. API Name: varTAccountId
3. Data Type: Text
4. Default Value: {!$GlobalConstant.EmptyString}
5. Check Available for Input
6. Check Available for Output
Click Done.

Step 4.3: Lightning Flow – Add a Delete Records Element to Delete System Generated Post

Drag-and-drop Delete Records element onto the Flow designer.
Enter a name in the Label field; the API Name will auto-populate.
For How to Find Records to Delete select Specify conditions.
Select the Account Feed object from the dropdown list.
Set Filter Conditions
1. Row 1:
  1. Field: ParentId
  2. Operator: Equals
  3. Value: {!varTAccountId}
Click Done.

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

Once everything looks good, perform the steps below:

Click Save.
Enter Flow Label the API Name will auto-populate.
Click Show Advanced.
API Version for Running the Flow: 50
Interview Label: Delete system generated post {!$Flow.CurrentDateTime}
Click Save.

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

Our next task is to create a Process on the Account object to launch a Flow, only when an account is created from lead conversion.

Step 5.1: Define Process Properties

Click Setup.
In the Quick Find box, type Process Builder.
Select Process Builder, then click New.
Name the Process and click the Tab button. The API Name will populate.
As a best practice, always input a description.
The process starts when A record changes.
Click Save.

Step 5.2: Define Evaluation Criteria

Click on the Add Object node to begin selecting the evaluation criteria.
Select the Account object from the dropdown list.
Start the process only when a record is created.
Click Save.

Step 5.3: Define Process Criteria

Click the Add Criteria node to begin defining the process criteria.
Name the criteria.
The criteria should execute actions when the conditions are met.
Set Conditions
1. Row 1
  1. Field: Account | Lead_Conversion__c
  2. Operator: Equals
  3. Type: Boolean
  4. Value: True
Select All of the conditions are met (AND).
Click Save.

Step 5.4: set time for actions to execute

Below Scheduled Actions, click Set Schedule.
Set Field Values:
1. Row 1:
  1. 0
  2. Hours
  3. After
  4. CreatedDate
Click Save.

Step 5.5: Add Action – Flows

Below 0 Hours After CreatedDate Scheduled Actions, click Add Action.
For Action Type, select Flows.
Name the action.
Select Flow – Delete system generated post.
1. Set Flow variables:
  1. Row 1
    1. Field: varTAccountId
    2. Type: Field Reference
    3. Value: Account | Id
Click Save.

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

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

Proof of Concept

Now onwards, if a business user converts a lead, Process Builder will automatically trigger and launch the Flow. It will then delete the system generated post after a few minutes. Let’s test it out.

Below is the current status of lead Ms. Kristen Akin before conversion.
After you convert the Lead, you will be directed to the Account Detail page. Click on the Account Chatter feed.
Final Output
1. Wait a few minutes and refresh the Account detail page.
2. Check out the Account feed. The Chatter post will be deleted.

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.

Automation Champion

Category: Spring’15 Release

Getting Started with Process Builder – Part 18 (Auto Creates a Private Chatter Group )

Posted at 1:44 AM by Rakesh Gupta, on April 14, 2015

Big Idea or Enduring Question:

Objectives:

Business Use case

Automation Champion Approach (I-do):

Guided Practice (We-do):

Step 1: Define Process Properties

Step 2: Define Evaluation Criteria

Step 3: Define Process Criteria

Step 4: Add Action – Quick Actions

Proof of Concept

Formative Assessment:

Getting Started with Process Builder – Part 17 (Auto Delete System Generated Chatter Post)

Posted at 2:22 AM by Rakesh Gupta, on April 9, 2015

Big Idea or Enduring Question:

Objectives:

Business Use case

Automation Champion Approach (I-do):

Guided Practice (We-do):

Step 1: Creating a Checkbox Field on Lead Object

Step 2: Creating a Checkbox Field on Account Object

Step 3: Map Custom Lead Fields for Lead Conversion

Step 4.1: Lightning Flow – Define Flow Properties

Step 4.2: Lightning Flow – Add a Text Variable to Store Account Id

Step 4.3: Lightning Flow – Add a Delete Records Element to Delete System Generated Post

Step 5.1: Define Process Properties

Step 5.2: Define Evaluation Criteria

Step 5.3: Define Process Criteria

Step 5.4: set time for actions to execute

Step 5.5: Add Action – Flows

Proof of Concept

Formative Assessment:

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