There are few situations where the user account requires more work before deactivating it. To prevent users from logging into the organization while you perform the steps to deactivate them, you can freeze user accounts. To freeze a user account, you have to navigate to the user record and then click on Freeze button. In this article, I’m going to discuss a way through which you can automate this process. Let’s start with a business use case
Business Use Case
Steven Greene is working as System administrator in Universal Container. He received a new requirement to automate user freeze process. They want to allow their system administrators or delegated administrators to enter a user’s account freeze date and system will auto freeze the user account on that day.
Solution for the above business requirement
There are a few possible solutions for the above business scenario, but I’ll use Process Builder and Flow to solve the above business requirement. Before proceeding ahead, you have to understand UserLogin objects in Salesforce. Follow the below instructions to solve the above business requirement
1. First of all create a custom field Freeze Date (Data Type: – Date) on User object, as shown in the following screenshot
Custom field – Freeze Date
2. click on Name | Setup | App Setup | Create | Workflows & Approvals | Flows
3. Click on New Flow, it will open the Flow canvas for you. Now create a Text variable VarT_UserId to store the user’s Id (we will pass the user Id through Process Builder), as shown in the following screenshot
Text Variable
4. The next step is to update the field, IsFrozen on the UserLogin object to freeze the user’s account. To do this drag-and-drop Record Update element (Enter the name Update User Login Details) onto the canvas and map the fields according to below details
- Select Object User
- For criteria select UserId = {!VarT_UserId}
- For update record fields select IsForzen= {!$GlobalConstant.True}, as shown in the below screenshot
Update User Login Details
5. Finally, your Flow will look like the following screenshot
6. Save your flow with name Freeze users account Flow and close the canvas. Don’t forget to Activate the Flow.
Launch a Flow from Process Builder
Our next task is to create a Process Builder on the User object to launch a Flow. To create a Process Builder on the User object follow the below instructions
1. Click on Name | Setup | App Setup | Create | Workflows & Approvals | Process Builder and click on the New button, Enter Name, API Name and then click on the Save button
Define Process Properties
2. The next step is to add entry criteria. For this click on Add Object, select User object and for the entry criteria, Select when a record is created or edited, as shown in the below screenshot, once you are done click on the Save button
Evaluation Criteria
3. The next task is to add Process Criteria, To do this click on Add Criteria, enter Name, Type of action and set filter conditions (In this case set [User].Freeze_Date__c Is null False), also select the check-box Do you want to execute the actions only when specified changes are made to the record? and click on the Save button as shown in the following screenshot
Process Criteria
4. The next step is to set the time for schedule action. For this click on Set Schedule available under Scheduled actions. Set time for scheduled actions as shown in the following screenshot
Define time-based Process Builder
5. Now we have to add a Time-based action into the Process to launch a Flow. Click on Add Action (Under Scheduled actions), Select the type of action to create (In our case Flows) and then fill out the fields to define the action as shown in the following screenshot
Add action – Flows
5. Add one more action to clear/empty Freeze_Date__c field. Click on Add Action (Under Scheduled actions), Select the type of action to create (In our case Record Update) and then fill out the fields to define the action as shown in the following screenshot
Add action – Record Update
6. Once you are done, click on the Save button, it will redirect you to Process canvas. Finally, the Process will look like the following screenshot
Don’t forget to active the Process by clicking on the Activate button.
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