Big Idea or Enduring Question:

How do you run a Lightning Flow in system mode?

Objectives:

This blog post will help us to understand the following

Difference between user mode vs system mode?
How to create a flow that runs in the system mode

Business Use case

Vigne Kozacek is working as a System Administrator at Universal Containers (UC). They normally grant read access to account records to account team members. He received a requirement to develop an application that will allow all users to add Chatter followers to the account record without editing it. (It should also work in case if they have only read access to the account record.)

Automation Champion Approach (I-do):

In this article Getting Started with Process Builder – Part 20 (Add Chatter Followers to Record), we had discussed a way to auto-add Chatter followers to an account record using Process Builder. But it will only work for System Administrators or users with the Edit permission on the Account object. There are few business scenarios where a business wants to implement this for all users so that anyone can add followers without editing the account record. Let’s start working through the solution for the business use case.

We will use Flow and Process Builder because it runs in system mode. Before proceeding ahead, you have to understand User mode and System mode in Salesforce.

System mode: In which the object and field-level permissions of the current user are ignored.
User mode: In which the permissions, field-level security, and sharing rules of the current user are enforced.

A few points to remember

By default, Screen Flow runs in user mode.
- But Salesforce provides an ability to runs it in system mode.
Record-Trigged Flow always runs in system mode.
Scheduled-Trigged Flow always runs in system mode.
Process Builder runs in system mode.
When you launch a Flow using the Process Builder, then it will run in system mode.

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 5 steps to solve Vigne’s business requirement using Lightning Flow. We must:

Define flow properties for screen flow
Create a text variable
Create a screen to capture the user data
1. Add a screen element
2. Add a Lookup component
3. Add a create records element
Setup the flow runtime mode
Create a quick action

Step 1: Define Flow Properties

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

Step 2: Create a Text Variable

Want the quick action to send the record’s ID to your flow? Create a variable like below and the rest Salesforce will handle for you.

Under Toolbox, select Manager. Click on the New Resource.
Input the following information:
1. Resource Type: Variable
2. API Name: recordId
3. Data Type: Text
4. Default Value: {!$GlobalConstant.EmptyString}
5. Check Available for Input
6. Check Available for Output
Click Done.

Step 3.1: Add a Screen Element

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

Step 3.2: Add a Lookup Component to capture the user data whom they want to make a follower of the record

Under Input section on Screen Element. Drag and drop Lookup onto the screen.
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: Select a Follower (Enter a label that appears next to the lookup control)
4. Object API Name: Account ( Enter the object API name)
5. Required: {!$GlobalConstant.True}
Click Done.

Step 3.3: Add a Create Records Element to add followers into the Record

Under Toolbox, select Elements. Drag and drop Create Records onto the canvas.
Input the following information:
1. Enter Label the API Name will auto-populate.
2. How Many Records to Create: One
3. How to Set the Record Fields: Use separate resources, and literal values
4. Object: Entity Subscription
5. Set Field Values for the Entity Subscription
6. Row 1:
  1. Field: ParentId
  2. Value: {!recordId}
7. Click Add Row
8. Row 2:
  1. Field: SubscriberId
  2. Value: {!Select_a_Follower.recordId} (RecordId from screen component lookup field added in the step 3.2)
Click Done.

Step 4: Setup the Flow Runtime Mode

For a flow running in the user context, the running user’s profile and permission sets determine the object permissions and field-level access of the flow. When a flow attempts to create, read, edit, or delete Salesforce data, it enforces the running user’s permissions and field-level access. For example, if the running user doesn’t have the edit permission for the Account object, and the flow attempts to update account records, an error occurs. If the running user doesn’t have permission to edit the Rating field on the Account object, and the flow attempts to update that field, an error occurs.

You can set a flow version to always run in the system context, overriding the context it normally runs in. If you choose system context with sharing, the flow respects org-wide default settings, role hierarchies, sharing rules, manual sharing, teams, and territories. But it doesn’t respect object permissions, field-level access, or other permissions of the running user.

Connect the elements. It will look like the image below.
Click Save.
Enter Flow Label the API Name will auto-populate.
Click Show Advanced.
How to Run the Flow: System Context Without Sharing-Access All Data
Type: Screen Flow
API Version for Running the Flow: 50
Interview Label: Add details to Account object {!$Flow.CurrentDateTime}
Click Save.

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

Step 5: Create a Quick Action – Add Follower

The next step is to create a quick action (Add Follower) on the Account object to call the Flow and add it to the page layout.

Click Setup.
In the Object Manager, type Account.
Select Buttons, Links, and Action, then click New Action.
Input the following information:
1. Select Flow as Action Type.
2. Select Add Follower to Record as Flow.
3. Enter Label the Name will auto-populate.
Click Save.

Make sure to add the above quick action on the page layout.

Proof of Concept

In this demo, I am going to use Adam Smith’s account (Profile assigned – Standard Read-Only).

The next step is to click on the Add Follower button and follow the instructions available on the Flow screen.

Finally, check out the Follower section available on the record detail page.

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.

Big Idea or Enduring Question:

As your community grows, organizations have to ensure that customers get quick answers to their questions. Question-to-Case allows moderators to escalate unresolved questions to cases from the question detail page. You can automate this escalation process using Process Builder or Lightning Flow, For example:

Create a case from a question if, the question has received more than two likes without a reply.
Create a case from a question immediately if the question contains the word Urgent Help.

Objectives:

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

Understand the basic components of Process Builder
Learn how to auto-create a record using Process Builder

Business Use case

Rachel Gillett is working as a System Administrator at Universal Containers (UC). He received a requirement to auto-create a case whenever a new question is created, which contains the word Urgent help in the title.

Automation Champion Approach (I-do):

There are multiple ways to solve the above business requirement. You can either use Apex trigger, Combination of Flow & Process Builder, and more. To solve this requirement, we will use the Process Builder.

There are four basic components that should be considered when using Process Builder — a trigger, criteria, immediate action, and scheduled action.

Component	Process
Trigger	Indicates when the action should fire – only when a record is created or anytime a record is created or edited
Criteria	Set conditions to execute the process
Immediate Action	The action is fired immediately
Scheduled Action	The action is fired at a scheduled time

Before diving further, 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 Rachel’s business requirement using Process Builder. We must:

Define process properties
Define evaluation criteria
Define process criteria
Add action – create a record

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 Question object from the dropdown list.
Start the process only when a record is created.
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: Question | Title
  2. Operator: Contains
  3. Type: String
  4. Value: Urgent Help
Select All of the conditions are met (AND).
Click Save.

Step 4: Add Action – Create a Record

Below Immediate Actions, click Add Action.
For Action Type, select Create a Record.
Name the action.
Select the Case record type.
Set Field Values:
1. Row 1:
  1. Field: Status
  2. Type: Picklist
  3. Value: Escalated
2. Click Add Row
3. Row 2:
  1. Field: Priority
  2. Type: Picklist
  3. Value: High
4. Click Add Row
5. Row 3:
  1. Field: Question ID
  2. Type: Field Reference
  3. Value: Question | ID
6. Click Add Row
7. Row 4:
  1. Field: Contact ID
  2. Type: Field Reference
  3. Value: Question | CreatedBy | Contact ID
Click Save.

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

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 question with the title Urgent Help, Process Builder will automatically create a new case. It’s time to test out the process.

Now create a question by login into a community
Navigate to the case tab and check out the newly created case

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

Tag: Add Chatter Followers to Record using Process Builder

Getting Started with Process Builder – Part 38 (Automatically Create Cases from Unresolved Questions)

Posted at 10:04 PM by Rakesh Gupta, on July 24, 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 – Create a Record

Proof of Concept

Formative Assessment:

Search

Upcoming Trainings

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Tag: Add Chatter Followers to Record using Process Builder

Getting Started with Salesforce Flow – Part 42 (Running a Flow in System Mode)

Posted at 1:50 PM by Rakesh Gupta, on November 21, 2020

Big Idea or Enduring Question:

Objectives:

Business Use case

Automation Champion Approach (I-do):

Guided Practice (We-do):

Step 1: Define Flow Properties

Step 2: Create a Text Variable

Step 3.1: Add a Screen Element

Step 3.2: Add a Lookup Component to capture the user data whom they want to make a follower of the record

Step 3.3: Add a Create Records Element to add followers into the Record

Step 4: Setup the Flow Runtime Mode

Step 5: Create a Quick Action – Add Follower

Proof of Concept

Formative Assessment:

Getting Started with Process Builder – Part 38 (Automatically Create Cases from Unresolved Questions)

Posted at 10:04 PM by Rakesh Gupta, on July 24, 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 – Create a Record

Proof of Concept

Formative Assessment:

Search

Upcoming Trainings

Sponsor #1

Sponsor #2

Sponsor #3

Sponsor #4

Sponsor #5

Buy My Book

Buy My Book

Buy My Book

Recent Posts

Salesforce ID Converter Build on Lightning Flow

Blog Archives

Categories

Information

Top Posts

Social Media