Big Idea or Enduring Question:

How to use Process Builder to automate business scenarios that involve cloning an existing record.

Objectives:

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

Understanding the Record Create Process in Process Builder
Understanding how to clone a record by using the create record option.
Using a custom field to restrict the process builder to fire only once when a condition is met.
Using the formula in filter condition in the process.

Business Use case

Steve Cartwright is working as a System Administrator at Universal Containers (UC). He received a requirement to auto-create a new Opportunity (Similar to an old record) whenever an Opportunity is successfully closed and set the Close date for the new Opportunity to 120 days from the old opportunity’s close date.

Automation Champion Approach (I-do):

Usually, with Salesforce multiple approaches are available to solve a business requirement. Choose the ones that are simple, straightforward, and consume fewer resources.

Similarly in this scenario, either use Apex trigger, a combination of Flow and Process Builder, or a few more.

Let’s solve this scenario using Process Builder, as this business case involves only one level of cloning. To implement deep clone (Multilevel cloning), either Lightning Flow or Apex Programming can be used.

Before we dive into the solution to help Steve, though, we need to first understand what is Process Builder and its components.

The solution involves two steps.

Create a checkbox field to ensure the process builder is fired only once after it meets a criteria. So, the checkbox field is used as a flag to hold a boolean value
Create a record change process and use the Create record action to clone a record whenever a specified criteria is met.

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 6 steps to solve Steve’s business requirement using Process Builder. We must:

Creating a checkbox
Define process properties
Define evaluation criteria
Define process criteria
Add action – create a record
Add action – update records

Step 1: Creating a Checkbox

Click Setup.
In the Object Manager, type Opportunity.
Select Fields & Relationships, then click New.
Select Checkbox as Data Type, then click Next.
Enter Field Label and click the Next button. The Field Name will populate.
As a best practice, always input a description.
Set the Field-level Security for profile, make sure to set this field as read-only.
Don’t add this field to the Page Layout.
Click Save

Step 2: 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 3: Define Evaluation Criteria

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

Step 4: 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: Opportunity | Stage
  2. Operator: Equals
  3. Type: Picklist
  4. Value: Closed Won
2. Row 2:
  1. Field: Opportunity | One Time Activity
  2. Operator: Equals
  3. Type: Boolean
  4. Value: False
Select All of the conditions are met (AND).
Click Save.

Step 5: Add Action – Create a Record

Below Immediate Actions, click Add Action.
For Action Type, select Create a Record.
Name the action.
Select the Opportunity record type.
Set Field Values:
1. Row 1:
  1. Field: Close Date
  2. Type: Formula
  3. Value: [Opportunity].CloseDate + 120
2. Click Add Row
3. Row 2:
  1. Field: Name
  2. Type: Formula
  3. Value: [Opportunity].Name +” + “
4. Click Add Row
5. Row 3:
  1. Field: Stage
  2. Type: Picklist
  3. Value: Prospecting
6. Click Add Row
7. Row 4:
  1. Field: Forecast Category
  2. Type: Picklist
  3. Value: Pipeline
Click Save.

Step 6: Add Action – Update Records

Below Immediate Actions, click Add Action.
For Action Type, select Update Records.
Name the action.
Select the option Select the Opportunity record that started your process record type.
Criteria for Updating Records: No criteria – just update the records!
Set Field Values:
1. Field: One Time Activity
2. Type: Boolean
3. Value: True
Click Save.

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

Now onwards, a new opportunity will be automatically created whenever (only once) an opportunity is updated as Closed Won.

Note:- Before you activate your process, you have 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.

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:

How do you schedule a time-based action using Process Builder?

Objectives:

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

Understand the basic of scheduling an action using Process Builder
Learn how to automate the process which requires users to perform certain activity after x Hours or Days

Business Use case

Corey Eridon is working as a System Administrator at Universal Containers (UC). He received a requirement to auto-update Asset Description (with the sentence “Update the Serial Number “) field after 1 day of its creation if Asset’s Serial Number is blank.

Automation Champion Approach (I-do):

Workflow Rule allows you to update the fields from the same object or parent object (In the case of master-detail relationship only). Whereas Process Builder allows you to update the record from the same object or records from the child object or records from the parent object (either Master-detail or Lookup relationship).

As we are moving away from the Workflow Rule, Corey should use Process Builder.

Before we dive into the solution to help Corey, though, we need to first understand what is Process Builder and its components.

The solutions involve two steps.

Ensure that the process builder is fired when the Serial Number field is blank on the Assets record.
Use the Update records action to update the assets description whenever a specified criteria is met.

Let’s begin building this automation process.

Guided Practice (We-do):

There are 6 steps to solve Corey’s business requirement using Process Builder. We must:

define process properties
define evaluation criteria
define process criteria
set time for actions to execute
add action – update records
Check paused flow interviews

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 Asset object from the dropdown list.
Start the process when a record is created or Edited.
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. Field: Asset | Serial Number
2. Operator: Is null
3. Type: Boolean
4. Value: True
Select All of the conditions are met (AND).
Make sure to select Do you want to execute the actions only when specified changes are made to the record? checkbox.
Click Save.

Step 4: set time for actions to execute

Below Scheduled Actions, click Set Schedule.
Set Field Values:
1. Row 1:
  1. 1
  2. Days
  3. After
  4. CreatedDate
Click Save.

Step 5: add action – update records

Below 1 Day After CreatedDate Scheduled Actions, click Add Action.
For Action Type, select Update Records.
Name the action.
Select the option Select the Asset record that started your process record type.
Select the Asset record type.
Criteria for Updating Records: No criteria – just update the records!
Set Field Values:
1. Row 1:
  1. Field: Description
  2. Type: String
  3. Value: Update the Serial Number
Click Save.

Almost there! Once everything looks good, click the Activate button. Moving forward, an asset will be automatically updated after one day of its creation if the Serial Number remains blank.

Step 6: Check paused flow interviews

Click Setup.
In the Quick Find box, type Paused Flow Interviews.
Now you will see all action waiting for execution.

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.

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.

Note: – I am grateful to Copado, Docomotion, FormAssembly, OwnBackup, and Conga for sponsoring my blog.

Automation Champion

Tag: How to enable Process builder

Getting Started with Process Builder – Part 3 (Automatically Clone a Record if it Meets Certain Criteria)

Posted at 7:28 PM by Rakesh Gupta, on February 16, 2015

Big Idea or Enduring Question:

Objectives:

Business Use case

Automation Champion Approach (I-do):

Guided Practice (We-do):

Step 1: Creating a Checkbox

Step 2: Define Process Properties

Step 3: Define Evaluation Criteria

Step 4: Define Process Criteria

Step 5: Add Action – Create a Record

Step 6: Add Action – Update Records

Formative Assessment:

Getting Started with Process Builder – Part 2 (Adding a Time-dependent Action)

Posted at 8:02 AM by Rakesh Gupta, on February 16, 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: set time for actions to execute

Step 5: add action – update records

Step 6: Check paused flow interviews

Formative Assessment:

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