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  • Tag: Flow and PB examples

    • Getting Started with Salesforce Flow – Part 43 (Dynamic Approval Routing in Salesforce)

      Posted at 1:12 AM by Rakesh Gupta, on January 2, 2021

      Big Idea or Enduring Question:

      How do you set up dynamic approval routing?

      In Salesforce, a user can use an Approval process to get approval from managers or higher authority. Approval processes route a record to one or more approvers, specifying the steps necessary for a record to be approved, and who must approve it at each step.

      In a normal approval process, i.e., Static approval process, the approvers at each step are explicitly specified in each step approval process, or you can have the submitter choose the approver manually, as shown in the following screenshot: Whereas dynamic approval routing allows us to specify the approvers for each record using User lookup fields on the record requiring approval. These fields can be populated using Process Builder or Apex, using data from a special custom object/setting that contains all the information needed to route the record. Dynamic approval routing provides the flexibility to route the approval request to different people based on Account Type or some other criteria related to the record. Let’s start with a business use case.

      Objectives:

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

      • Use Before-save Record-Triggered Flow to route approval requests to designated approvers
      • Use a Decision element to find – record variable or record collection variable contains a record or not
      • Use an Assignment element to assign default approver to opportunity 

      Business Use case

      Steven Greene is working as a System administrator in Universal Container. He has received a requirement from the management to route opportunity approval requests to designated approvers based on the opportunity’s Lead Source and the opportunity’s account Type.

      Automation Champion Approach (I-do):

      While this can be solved using various automation tools like Apex or Flow, we will use Before-save Record-Triggered Flow. This is not something that can be accomplished with Workflow Rules or Process Builder. 
       
      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 Steven’s business requirement using Salesforce Flow. We must: 

      1. Create a custom lookup (with User object) field on the object being approved
      2. Create a custom object that will be used as an approval matrix
      3. Populate the approval matrix, i.e., create a few records in a custom object 
      4. Create an approval process 
      5. Salesforce Flow Steps:
        1. Define flow properties for record-triggered flow
        2. Add a get records element to find opportunity owner
        3. Add a decision element to check the record collection variable (from step 5.2)
        4. Add an assignment element  – assign dynamic approver
        5. Add an assignment element  – assign default approver

      Step 1: Creating a Custom lookup (user) 

      On the Opportunity object, create a lookup field called Opportunity Approver as mentioned in the steps below. 

      1. Click Setup.
      2. In the Object Manager, type Opportunity.
      3. Select Fields & Relationships, then click New.
      4. Select Lookup Relationship as Data Type, then click Next.
      5. Select the User object for the Related To option, then click Next.
      6. Enter Field Label and click the Next button. The API Name will populate. 
      7. As a best practice, always input a description. 
      8. Set the Field-level Security for the profiles, make sure to set this field as read-only. 
      9. Add this field to Page Layout.
      10. Click Save.

      Step 2: Create a Custom Object 

      The next step is to create a custom object Approver Matrix and a few custom fields to store related information which will use in approval routing. 

      1. Click Setup.
      2. In the Object Manager, click Create | Custom Object.
      3. Now create a custom object Approver Matrix and fields as shown in the screenshot below: 
      4. Click Save.

      Field Name Values
      Lead Source Web
      Phone Inquiry
      Partner Referral
      Type Existing Customer – Downgrade
      Existing Customer – Replacement
      Existing Customer – Upgrade
      New Customer

      Step 3: Create Approval Matrix Records 

      The next step is to create approval matrix records that associate the Lead Source and Type to the appropriate Opportunity Approver. For example, if Lead Source = Web and Type = Existing Customer – Upgrade, then one might route the records to Adam Smith as Opportunity Approver. It will look like the following screenshot:

      Step 4: Create an Approval Process 

      1. Click Setup.
      2. In the Quick Find box, type Approval Processes.
      3. Clicks on the Create New Approval Process | Use Standard Setup Wizard button. 
      4. Select the Opportunity object for Manage Approval Processes For drop-down. 
      5. Now create an approval process, as shown in the following screenshot:

      Make sure to modify the approver step (Step 3), and select related user Opportunity approver, as shown in the preceding screenshot. 

      Step 5.1: Salesforce Flow – 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 Record-Triggered Flow option and click on Next and configure the flow as follows: 
        1. How do you want to start building: Freeform
        2. Trigger the Flow When: A record is created or Updated
        3. Run Flow: Before the record is saved
        4. Object: Opportunity
      5. Select Any Condition Is Met (OR). 
      6. Set Conditions
        1. Row 1
          1. Field: Opportunity | Type
          2. Operator: Does Not Equal 
          3. Value: {!$GlobalConstant.EmptyString}
      7. Click Add Condition
        1. Row 2
          1. Field: Opportunity | Lead Source
          2. Operator: Does Not Equal 
          3. Value: {!$GlobalConstant.EmptyString}
      8. Choose the Option to Every time a record is updated and meets the condition requirements.
      9. Click Done.

      Step 5.2: Salesforce Flow – Adding a Get Record Element

      The next step is to get the Opportunity Approver. We will use the Get Records element. To do this drag-and-drop Get Records element onto the canvas and map the fields according to the details below:

      1. Under Toolbox, select Element. 
      2. Drag-and-drop Get Records element onto the Flow designer. 
      3. Enter a name in the Label field; the API Name will auto-populate.
      4. Select the Approver Matrix object from the dropdown list.
      5. Select All Conditions Are Met (AND). 
      6. Set Filter Conditions
        1. Row 1:
          1. Field: Type
          2. Operator: Equals
          3. Value: {!$Record.Type}
        2. Row 2:
          1. Field: Lead Source 
          2. Operator: Equals
          3. Value: {!$Record.LeadSource}
      7. How Many Records to Store:
        1. select Only the first record
      8. How to Store Record Data:
        1. Choose the option to Automatically store all fields. 
      9. Click Done.

      Step 5.3: Salesforce Flow – Using Decision Element to Check Record Variable Size

      Now we will use the Decision element to check the Record Variable from step 5.2 size. If the Text Variable is not equal to null, then we will go ahead and update Approver on the opportunity record. Otherwise, we will update it with a default approver.

      1. Under Toolbox, select Element. 
      2. Drag-and-drop Decision element onto the Flow designer. 
      3. Enter a name in the Label field; the API Name will auto-populate.
      4. Under Outcome Details, enter the Label the API Name will auto-populate.
      5. Condition Requirements to Execute Outcome: All Conditions Are Met (AND)
        1. Row 1:
          1. Resource: {!Opportunity_Approver}
          2. Operator: Is Null 
          3. Value: {!$GlobalConstant.False}
      6. When to Execute Outcome: If the condition requirements are met
      7. Click Done.

      Step 5.4: Salesforce Flow – Using Assignment Element to Update Opportunity Approver 

      The next step is to update an Opportunity record. We will use the Assignment element, as we are using before-save flow. 

      1. Under Toolbox, select Element. 
      2. Drag-and-drop Assignment element onto the Flow designer. 
      3. Enter a name in the Label field; the API Name will auto-populate.
      4. Set Variable Values
        1. Row 1:
          1. Field: {!$Record.Opportunity_Approver__c}
          2. Operator: Equals
          3. Value: {!Opportunity_Approver.Opportunity_Approver__c} (Record variable from step 5.2) 
      5. Click Done.

      Step 5.5: Salesforce Flow – Using Assignment Element to Update Default Approver 

      In case there aren’t any approvers that exist in the Approver Matrix for the current opportunity, then we will update Opportunity Approver to Logged-In user’s manager. We will use the Assignment element, as we are using before-save flow. 

      1. Under Toolbox, select Element. 
      2. Drag-and-drop Assignment element onto the Flow designer. 
      3. Enter a name in the Label field; the API Name will auto-populate.
      4. Set Variable Values
        1. Row 1:
          1. Field: {!$Record.Opportunity_Approver__c}
          2. Operator: Equals
          3. Value: {!$User.ManagerId}
      5. Click Done.

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

       Once everything looks good, perform the steps below: 

      1. Click Save.
      2. Enter Flow Label the API Name will auto-populate.
      3. Click Show Advanced.
      4. Type: Record-Triggered Flow
      5. API Version for Running the Flow: 50
      6. Interview Label: Dynamic Approval Routing {!$Flow.CurrentDateTime}
      7. Click Save. 

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

      Proof of Concept

      Now onwards, if a business user updates the Lead Source and Type, Process Builder will automatically populate the Opportunity Approver field.

      1. Currently, Opportunity Approver on opportunity West Mountain Sign is Patrick Trevenen (which is correct based on our matrix which we set up in step 3)as shown in the following screenshot:
      2. Now we update the Type to Existing Customer – Upgrade and Lead Source to Web.
      3. Finally, submit an Opportunity record for approval.

      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.

      Have feedback, suggestions for posts, or need more information about Salesforce online training offered by me? Say hello, and leave a message!

      Posted in Salesforce Flow | 3 Comments | Tagged Add Criteria Proces builder, Advance flow, approval process, Approver Matrix in Approval process, Approver Matrix in Salesforce, Before save flow, Choose approver dynamically, Choose approver dynamically in Salesforce, Create dynamic approval process, Decision element in Flow, developer release exam, Dynamic Approal routing Salesforce, Dynamic Approal routing Salesforce Using Flow, Dynamic approval, Dynamic approval process, Dynamic approval process in Salesforce, dynamic approval routing, Dynamic Approval Routing in Salesforce, Enable Process Builder, Evaluate the rule when a record is created, flow, Flow and PB examples, Flow and Prcoess Builder examples, FLow and Process builder example, Flow builder, flow builder in salesforce, flow builders, Flow Example, Flow examples, Flows, Getting started with Process Builder, How to activate Process builder, how to use Process builder, Launch a Flow, Launch a Flow from Process builder, Lightning Flow, Lightning Flow Dynamic Approval, Lightning Flow example, lightning flows in salesforce, Lightning Process builder, New Flow, PB, Process Builder, Process Builder and Approval process, Process Builder example, Process Builder examples, Process Builder Salesforce, Process builder use case, Record lookup in flow, Record Update element in Flow, sales force automation software, salesforce Admin exam, salesforce automation, salesforce automation tools, salesforce certified developer exam, Salesforce Certified Sales Cloud Consultant, Salesforce Flow, Salesforce Flow Example, salesforce flows, salesforce lightning flow, salesforce lightning flow examples, Salesforce release exam, Send approval request to queue, Static Approval process
    • Getting Started with Process Builder – Part 12 (Implement Gamification to Your Salesforce)

      Posted at 1:38 AM by Rakesh Gupta, on December 21, 2020

      Big Idea or Enduring Question:

      How can I use gamification in Salesforce to drive sales?  What are the ways to automate the gamification?

      Objectives:

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

      • Create a flow that will automatically post a badge
      • Trigger a Flow via Process Builder
      • Automatically post to Chatter

      Business Use case

      Martin Jones is working as a System administrator at Universal Containers (UC). His organization wants to implement gamification to help boost the sales pipeline. He received a requirement from his manager if an Opportunity is closed within 7 days of its creation do the following:

      • Give a Deal Maker badge to the Opportunity Owner from SVP of Sales & Marketing  (i.e. Tushar Gupta)
      • Post this info on the Opportunity Owner’s Chatter profile (see screenshot)

      Gamification in Salesforce

      Automation Champion Approach (I-do):

      Gamification is the use of game mechanics (challenges, competition, scoring points, etc.) in other areas of activity. In business, it is a way to harness the competitive spirit of sales reps, the creative drive of marketers, and the desire for recognition and the reward of everyone in between. It helps your organization boost Salesforce adoption by applying proven game mechanics to reward sales representatives to drive real business results.

      The three major pillars of gamification are Challenge, Competition, and Recognition. We can implement gamification in Salesforce using clicks not code.  There are multiple solutions possible for the above business scenario. We will use Flow and Process Builder to solve the above business requirement. Before proceeding you have to understand the below-mentioned objects in Salesforce.

      1. WorkBadge: – This object contains information about who the badge was given to and which badge was given.
      2. WorkThanks: – This object represents the source and message of a thanks post.

      We will use Flow to create WorkThanks, WorkBadge, and Chatter Post records. To launch the Flow whenever Opportunity gets Closed Won, we will use Process Builder. This article will help you to understand how to implement gamification in Salesforce by using Work.com. 

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

      1. Steps to setup work.com
      2. Creating a custom label to store SVP of Sales & Marketing user-id
      3. Creating a custom label to store badge Id
      4. Lightning Flow Steps:
        1. Define flow properties for auto-launched flow
        2. Add a record variable to store an opportunity record data
        3. Add a text variable to store message string 
        4. Create a formula to calculate elapsed days 
        5. Use a Decision element to check elapsed days
        6. Add a create records element  – create a thanks (WorkThanks) record
        7. Add a create records element  – create a badge received (Work Badge) record
        8. Add a create records element  – post thanks badge to chatter 
      5. Process Builder Steps:
        1. Define process properties
        2. Define evaluation criteria
        3. Define process criteria
        4. Add action – flows 

      Step 1: Setup Work.com

      Follow the steps provided by Salesforce to set up work.com (some of this will need to be done in Classic).

        1. Assign a Work.com Administrator
        2. Enable Work.com Features
        3. Assign Work.com Permission Sets

      Step 2: Creating a Custom Label to Store SVP of Sales & Marketing User’s Id

      To store the ID for the SVP of Sales & Marketing, we need to get the User ID **Alternatively, you could create a variable for the ID of the specific user, but it is best practice not to hard-code User IDs**

      1. Click Setup.
      2. In the Quick Find box, type Custom Labels.
      3. Click on the New Custom Label button.
      4. Enter Short Description the Name will auto-populate. 
      5. Now enter the SVP Tushar User Id in the Value.
        1. In the Developer Console Query Editor, run the following SOQL query to get the SVP of Sales & Marketing user Id
          1. select id from user where userrole.Name=’SVP, Sales & Marketing’
      6. Click Save.

      Step 3: Creating a Custom Label to Store Badge Id

      Now we will create a Variable to store BadgeId, in this case, Badge Deal Maker.

      1. Click Setup.
      2. In the User Interface, type Custom Labels.
      3. Click on the New Custom Label button.
      4. Enter Short Description the Name will auto-populate. 
      5. Now enter the Deal Maker Badge Id in the Value.
        1. In the Developer Console Query Editor, run the following SOQL query to get the deal maker badge Id
          1. select id from WorkBadgeDefinition where Name =’Deal Maker’
      6. Click Save.

      Step 4.1: Lightning Flow – 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 Autolaunched Flow (No Trigger) option and click on Next and configure the flow as follows: 
        1. How do you want to start building: Freeform
      5. Click Done.

      Step 4.2: Lightning Flow – Add Record Variable to Store Opportunity record data

      1. Under Toolbox, select Manager, then click New Resource to store Opportunity record.
      2. Input the following information: 
        1. Resource Type: Variable
        2. API Name: varROpportunity
        3. Data Type: Record
        4. Object: Opportunity
        5. Check Available for Input
        6. Check Available for Output
      3. Click Done.

      Step 4.3: Lightning Flow – Add a Text Variable to Construct Message String

      1. Under Toolbox, select Manager, then click New Resource to create a message for the email template. 
      2. Input the following information: 
        1. Resource Type: Variable
        2. API Name: varTMessage
        3. Data Type: Text
        4. Default Value: Congratulations! You Just earned Deal Maker badge for closing the Opportunity “{!VarT_OpportunityName}” within {!Day_Elapsed} days of it’s creation.
        5. Check Available for Input
        6. Check Available for Output
      3. Click Done.

      Step 4.4: Lightning Flow – Create a Formula to Calculate Elapsed time

      1. Under Toolbox, select Manager, then click New Resource to calculate elapsed time. 
      2. Input the following information: 
        1. Resource Type: Formula
        2. API Name: forNElapsedTime
        3. Data Type: Number
        4. Decimal Places: 2
        5. Formula: {!varROpportunity.LastModifiedDate} – {!varROpportunity.CreatedDate}
      3. Click Done.

                   

      Step 4.5: Lightning Flow – Using Decision Element to check Elapsed Days

      1. Drag-and-drop Decision element onto the Flow designer. 
      2. Enter Label the API Name will auto-populate.
      3. On the First Outcome enter the Label the API Name will auto-populate.
      4. When to Execute Outcome: All Conditions Are Met
        1. Row 1:
          1. Resource: {!forNElapsedTime}
          2. Operator: Less Than or Equal
          3. Value: 7
      5. Click Done.

      Step 4.6: Lightning Flow – Create Records – Create a Thanks (WorkThanks) Record

      If the time taken to successfully close a deal is less than 7, the next step is to create a WorkThanks record. 

      1. Under Toolbox, select Elements. Drag and drop Create Records onto the canvas. 
      2. 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: WorkThanks
        5. Set Field Values for the Thanks
        6. Row 1:
          1. Field: GiverId
          2. Value: {!$Label.SVP_Tushar_User_Id}
        7. Click Add Row
        8. Row 2:
          1. Field: Message
          2. Value: {!varTMessage}
      3. Click Done.

      Step 4.7: Lightning Flow – Create Records – Create a Badge Received (Work Badge) Record

      The next step is to create a Work Badge record.

      1. Under Toolbox, select Elements. Drag and drop Create Records onto the canvas. 
      2. 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: Badge Received
        5. Set Field Values for the Badge Received
        6. Row 1:
          1. Field: DefinitionId
          2. Value: {!$Label.Deal_Maker_Badge_Id}
        7. Click Add Row
        8. Row 2:
          1. Field: RecipientId
          2. Value: {!varROpportunity.OwnerId}
        9. Click Add Row
        10. Row 3:
          1. Field: SourceId
          2. Value: {!Create_WorkThanks_Record}
      3. Click Done.

      Step 4.8: Lightning Flow – Create Records – Post Thanks Badge to Chatter 

      The final item to create is the Chatter post.

      1. Under Toolbox, select Elements. Drag and drop Create Records onto the canvas. 
      2. 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: Feed Item
        5. Set Field Values for the Feed Item
        6. Row 1:
          1. Field: Body
          2. Value: {!varTMessage}
        7. Click Add Row
        8. Row 2:
          1. Field: CreatedById
          2. Value: {!$Label.SVP_Tushar_User_Id}
        9. Click Add Row
        10. Row 3:
          1. Field: ParentId
          2. Value: {!varROpportunity.Id}
        11. Click Add Row
        12. Row 4:
          1. Field: RelatedRecordId
          2. Value: {!Create_WorkThanks_Record}
        13. Click Add Row
        14. Row 5:
          1. Field: Type
          2. Value: RypplePost
      3. Click Done.

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

      Once everything looks good, perform the steps below: 

      1. Click Save.
      2. Enter Flow Label the API Name will auto-populate.
      3. Click Show Advanced.
      4. API Version for Running the Flow: 50
      5. Interview Label: Implement Gamification to Your Salesforce {!$Flow.CurrentDateTime}
      6. Click Save. 

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

      Our next task is to create a Process on the Opportunity object to launch a Flow, only when an Opportunity is closed won.

      Step 5.1: Define Process Properties

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

      Step 5.2: Define Evaluation Criteria

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

      Record Evaluation Criteria

      Step 4.3: Define Process Criteria

      1. Click the Add Criteria node to begin defining the process criteria.
      2. Name the criteria.
      3. The criteria should execute actions when the conditions are met.
      4. Set Conditions
        1. Row 1
          1. Field: Opportunity | StageName
          2. Operator:  Equals
          3. Type: Picklist
          4. Value: Closed Won
      5. Select All of the conditions are met (AND). 
      6. Click Advanced. 
      7. Select Yes to execute the actions only when specified changes are made to the record.
      8. 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 the criteria. This means that these actions won’t be executed when irrelevant changes are made.

      Step 4.4: Add Action – Flows

      1. Below Immediate Actions, click Add Action.
      2. For Action Type, select Flows. 
      3. Name the action.
      4. Select the flow we just created – Implement Gamification to Your Salesforce.
      5. Set Flow Variables: 
        1. Row 1:
          1. Flow Variable: varROpportunity
          2. Type: Field Reference
          3. Value: Select the Opportunity record that started your process
      6. Click Save.

      In the end, Martin’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 updates the Opportunity Stage to Closed Won, then Process Builder will automatically fire and give a badge to the opportunity owner if he closes the opportunity in less than or equals to 7 days. 

      1. Opportunity Burlington Textiles Weaving Plant Generator  Third Phase is in Stage Qualification and created on 3/17/2015, 12:54 am, as shown in the following screenshot: Opportunity information before update
      2. Now update the Opportunity status to Closed-Won and check your Chatter profile ( Currently I am logged In as Brandon Schaefer).

      Final Output

      Independent Practice (You-do):

      Create an automation that posts the Key Win badge to a user’s Feed when she closes an opportunity over $25,000.  The badge should come from a Sales Executive.

      Formative Assessment:

      Identify a custom object in your org that should be shared based on the settings in a related object and create an autolaunched flow that will share the records without actual manual sharing

      Post a picture of the sharing on Twitter @automationchamp, #AutomatedSharingwithFlow

      Have feedback, suggestions for posts, or need more information about Salesforce online training offered by me? Say hello, and leave a message!

      Posted in Chatter, Process Builder, Sales cloud, Salesforce Flow | 17 Comments | Tagged Add Criteria Proces builder, Advanced flow, and any time it’s edited to subsequently meet criteria in Proces builder, call a flow thorugh PB, Clone a record using PB, Do you want to execute the actions only when specified changes are made to the record, Enable Process Builder, Flow and PB examples, Flow and Prcoess Builder examples, flow:interview, Formula in flow, Gamification in Salesforce, Getting started with Process Builder, How to activate Process builder, how to use Process builder, Implement Gamification to Your Salesforce, Implement gamification using PB, Implement gamification using Process Builder, InterviwLabel, Launch flow from PB, Lightning App, Lightning Process builder, PB, Prcoess builder and Chatter use case, Process Builder and Gamification, Process Builder examples, Process Builder Salesforce, Process Builder update a record action, Process builder use case, RypplePost, Spring15 process builder, Spring15 Process builder enhancement, Update Records, Visual workflow, What is Process Builder, Whenever a record is created, Work.com, Work.com and ProcessBuilder, Work.com examples with PB, Work.com examples with Process builder, WorkBadge, WorkThanks
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