Big Idea or Enduring Question:

A warm welcome goes a long way in solidifying a company’s culture! If so then, why not provide existing users an ability to auto-follow new users in chatter?

Chatter is a great way to boost collaboration in your organization. You can Post Status, Links, Files, and Comments on others’ posts, etc. The benefits of following the new users in Chatter are the following:

Keep up with what new users are doing; your guidance will expedite, and streamline their on-boarding journey!
Following new users will enable you to track their chatter activities; use this ‘crystal ball’ to help them to improve their productivity!

In the past, I have written a few articles related to User, Chatter, and automation. Why not check them out while you are at it?!

On the Trailblazer community, several people have been wondering how to allow their users to auto-follow new users. Salesforce doesn’t have any out-of-the-box feature for this; so, I decided to take a crack at it. This article shows how to develop an app that allows your users to auto-follow news users without code.

Objectives:

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

What is a MIXED DML error and how to avoid it?
Add a Time-dependent action in After-save Record-Triggered Flow
Get the list of user who has opted to follow new users in Chatter
Use a Loop element to work with multiple records
Use After-save Record-Triggered Flow to create a record (Bulk Safe)
Monitor Time-based flow queue

Business Use Case

Warren Mason, Gurukul on Cloud‘s (GoC) awesome System Administrator, received the following requirement – allow users to auto-follow new users in Chatter. And, make this an optional feature.

Automation Champion Approach (I-do):

While this can be solved using various automation tools like Apex, etc, but we’ll use After-save Record-Triggered Flow to solve it. Check out this article to understand why we are using after-save record-triggered flow for this scenario.

Before proceeding ahead, you have to understand the EntitySubscription object. The object represents a user‘s subscription – whether the user follows a record or other users.

Field Name	Details
SubscriberId	The Id of the User who is following the record or user.
ParentId	The Id of the record or user which the user is following.

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 2 steps to solve Warren’s business requirement using After-save Record-Triggered Flow. We must:

In the last article Auto Add/Remove Permission Set – Part 1 I have gone through the way to automate Assign Permission Sets process based on user defined criteria. In this article I will discuss a way to automate Unassign Permission Sets based on criteria.

Business Use Case

Management in Universal Container wants to automate permission set removal or Unassigned process so that their admin workload will be reduced.

Solution for the above business requirement

In this article, I will discuss how to auto Unassign/Remove Permission Sets from the user. First of all, create few fields on the User object to save condition to auto Unassign/Remove Permission Sets to the user. In this demo, I will create a few fields on the User object as shown in the below screenshot

Custom Fields on User object

To solve this requirement we will use Visual Workflow and Workflow Rule (i.e Headless Flow). Before going ahead with the solution you have to understand about PermissionSetAssignment Object. It represents the association between a User and a Permission Set. Below are the key fields from PermissionSetAssignment object

Field Name	Details
PermissionSetId	ID of the PermissionSet to assign to the user specified in AssigneeId.
AssigneeId	ID of the User to assign the permission set specified in PermissionSetId.

To develop this application follow the below instructions

1) Click on Name | Setup | App Setup | Create | Workflows & Approvals | Flows
2) Click on New Flow, it will open flow canvas for you. Create Two Text type variable UserID (To pass User ID) and RemovalPermissionsetID (To pass ID of permission set which system admin want to remove from user)
3) Drag and drop a Record Delete ( Give the name Delete Permission Set) onto the window to assign permission set to user and map the fields according to below details

Select Object PermissionSetAssignment
AssigneeId= {!UserId}
PermissionSetId= {!RemovalPermissionSetID}, You can take help from the following screenshot

Remove Permission Set

4) Finally, our Flow will look like the following screenshot

8) Save the flow with name Remove Permission Set and close the canvas.

Create Workflow rule to fire our Flow

Our next task is to create a workflow on the User object on the creation and every time it’s edited event. To create a workflow on the User object follow the below instructions

1) Click on Name | Setup | App Setup | Create | Workflows & Approvals | New Rule
2) Select object User from the drop-down
3) Enter Name, for Evaluate criteria select Created, and any time it’s edited to subsequently meet criteria ( To create a time-dependent workflow), For Rule Criteria select End Date != False and Remove = False as shown in the following screenshot

Workflow Rule1

4) Now Add a time trigger to set Remove flag True after 0hr of End Date. To do this click on Add Time Trigger button and Set the length after how many days/hours workflow will fire i.e. in hours and days, I selected 0hr after the End Date. Now add one field update action for time-dependent workflow and set Remove flag to True. You can take help from the following screenshot

Time-based action

5) Save the workflow and activate it.
6) Create another workflow (i.e. workflow Rule2 ) on the same object to fire our Flow, set entry criteria of trigger is Remove = True

Workflow Rule2

7) Add one Immediate Workflow Actions i.e. New Flow Trigger and Select Flow (Remove Permission Set) and set Variable (UserID and RemovalPermissionsetID ) value as shown in the following screenshot

New Flow Trigger Action

8) Add one Immediate Workflow Actions i.e. New Field Update and Set Remove flag to False.
9) Save the workflow and activate it.

It’s time to test this feature

1) Go to the User’s detail page to whom you want to Unassign Permission Sets and fill the detail. In this demo I am going to Unassign Permission Sets with Name “Test“, it will look similar to below screenshot

Permission Set Removal Detail

2) To check time-dependent workflow queue Follow the path, Click on Name | Setup | Administration Setup | Monitoring | Time–Based Workflow and search the queue

Time-Based Workflow Queue

Note: -I will suggest you Implement this first on your developer org test it and then move it to Production. Let me know if you have any difficulty to Implement it.

Automation Champion

Tag: Flow Triggers For Workflow

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Tag: Flow Triggers For Workflow

Getting Started with Salesforce Flow – Part 50 (Welcome New Users by Default – Auto Follow them in Chatter!)

Posted at 9:00 AM by Rakesh Gupta, on January 7, 2021

Big Idea or Enduring Question:

Objectives:

Business Use Case

Automation Champion Approach (I-do):

Guided Practice (We-do):

Auto Add/Remove Permission Set – Part 2

Posted at 4:26 PM by Rakesh Gupta, on August 14, 2014

Business Use Case

Solution for the above business requirement

Create Workflow rule to fire our Flow

It’s time to test this feature

Search

Upcoming Trainings

Sponsor #1

Sponsor #2

Sponsor #3

Sponsor #4

Order Now!

Buy My Book

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Recent Posts

Salesforce ID Converter Build on Lightning Flow

Blog Archives

Categories

Information

Top Posts

Social Media