Opportunities are the sales and pending deals that you want to track. By adding opportunities, you’re building your pipeline, which contributes to your sales forecast. Products are a catalog of items that your company can sell. An Opportunity Product is a specific item or service that is purchased and delivered to the client as it relates to that specific opportunity. The Opportunity line item, also known as Opportunity Product in the user interface. Many Organization is using the opportunity for renewal business of assets, and software. There are no out of box feature that allows you to auto-generation of renewal opportunities based on the close date of a current opportunity or once an opportunity is successfully closed-won. Let’s start with a business use case
Business Use case
Steven Greene is working as a System administrator at Universal Containers (UC). He has received a requirement from the management, to auto-create/generate a new Opportunity with opportunity line items based on the close date of an existing opportunity.
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 OpportunityLineItem objects in Salesforce. OpportunityLineItem represents an opportunity line item, which is a member of the list of Product2 products associated with an Opportunity. Follow the below instructions to solve the above business requirement
1. Click on Name | Setup | App Setup | Create | Workflows & Approvals | Flows
2. Click on New Flow, it will open the Flow canvas for you. Now create few Text variables VarT_AccountId, VarT_OldOpportunityId, VarT_NewOpportunityId, VarT_PricebookId, and VarT_OldOpportunityName to store the Account Id, old Opportunity Id, new Opportunity Id, existing Opportunity Price Book Id, and old Opportunity Name respectively.
3. The next step is to get all the Opportunity Line Items from the existing opportunity. To do this drag-and-drop Get Records element (Enter the name To get all Line Items from existing opportunity) onto the canvas and map the fields according to below details
- Select Object OpportunityLineItem
- For criteria select OpportunityId = {!VarT_OldOpportunityId}, as shown in the following screenshot
4. The next step is to create a new Opportunity, for this we will use the Create Records element. Drag-and-drop Create Records element (Enter the name Create new opportunity) onto the canvas and map the fields according to the following screenshot:
5. Now we will use the Decision element to check the Record Collection Variable {!SOC_OLI} size. If the Record Collection Variable is not equal to null, then we will go ahead else do nothing. You can take help from the following screenshot to add a Decision Element:
6. The next step is to extract the opportunity line items from Record Collection Variable {!SOC_OLI} one by one. For this, we will use the Loop Element. To do this Drag and drop a Loop Element ( Give the name Extract 1 by 1) onto the canvas and loop through Record Collection Variable {!SOC_OLI} and save the current value in a Record Variable {!Sov_OLI} as shown in the following screenshot
7. Now Drag and drop an Assignment Element ( Give the name Assign data into a new Record Variable) onto the canvas and map the fields according to the following screenshot:
8. The next steps are to add all Record Variable into a Record Collection Variable, So at the end, we will create records in OpportunityLineItem. Drag and Drop Assignment Element (Give the name All in one) on the window and assign the value from Record Variable {!NEWOLI} to Record Collection Variable {!SOCNewOLI}, as shown in the following screenshot
9. The final task is to create records in the OpportunityLineItem object. For this, we will use the Create Record Element. Drag and drop a Create Records ( Give the name Create New OLI) onto the canvas and map the field according to the following screenshot:
In the end, your Flow will look like the following screenshot
5. Save your flow with name Auto-generate renewal Opportunity WIth OLI 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 Opportunity object to launch a Flow. To create a Process Builder on the Opportunity 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 the entry criteria. For this click on Add Object, select Opportunity 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
Record 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 [Opportunity].CloseDate 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 scheduled action. For this click on Set Schedule available under Scheduled actions. Set the 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
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.
It’s time to test this feature
1. Now create an Opportunity with few line items via the UI
Create new Opportunity with Line Items
2. Once the Opportunity gets created, the system will schedule a time-based action to create a renewal Opportunity with Line Items. Below are the Proof of concepts
Proof of concept
Note: – I will suggest you to implement this first on your developer org, test it and then move it to production. Don’t try to implement this in Spring’15 org, otherwise, you will get an error.
