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)

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.

WorkBadge: – This object contains information about who the badge was given to and which badge was given.
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:

Steps to setup work.com
Creating a custom label to store SVP of Sales & Marketing user-id
Creating a custom label to store badge Id
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
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).

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**

Click Setup.
In the Quick Find box, type Custom Labels.
Click on the New Custom Label button.
Enter Short Description the Name will auto-populate.
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’
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.

Click Setup.
In the User Interface, type Custom Labels.
Click on the New Custom Label button.
Enter Short Description the Name will auto-populate.
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’
Click Save.

Step 4.1: Lightning Flow – Define Flow Properties

Click Setup.
In the Quick Find box, type Flows.
Select Flows then click on the New Flow.
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
Click Done.

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

Under Toolbox, select Manager, then click New Resource to store Opportunity record.
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
Click Done.

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

Under Toolbox, select Manager, then click New Resource to create a message for the email template.
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
Click Done.

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

Under Toolbox, select Manager, then click New Resource to calculate elapsed time.
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}
Click Done.

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

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

Under Toolbox, select Elements. Drag and drop Create Records onto the canvas.
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}
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.

Under Toolbox, select Elements. Drag and drop Create Records onto the canvas.
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}
Click Done.

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

The final item to create is the Chatter post.

Under Toolbox, select Elements. Drag and drop Create Records onto the canvas.
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
Click Done.

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

Once everything looks good, perform the steps below:

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

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 5.2: 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 4.3: 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. Row 1
  1. Field: Opportunity | StageName
  2. Operator: Equals
  3. Type: Picklist
  4. Value: Closed Won
Select All of the conditions are met (AND).
Click Advanced.
Select Yes to execute the actions only when specified changes are made to the record.
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

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

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:
Now update the Opportunity status to Closed-Won and check your Chatter profile ( Currently I am logged In as Brandon Schaefer).

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

Big Idea or Enduring Question:

Sharing records automatically without sharing rules or role hierarchy
Using Apex Managed Sharing declaratively

Objectives:

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

Create declarative automation to automatically share a record
Share a record without sharing rules or role hierarchy
Start a Flow from a Process Builder

Business Use Case

Brenda David is working as a System administrator at Universal Containers (UC). Currently, she is working on a project that is implementing audit management for Assets. For this she has created a custom object Audit (OWD: – private) and few custom fields as shown in the following screenshot: The business requirement:

as soon as Auditor__c (Lookup to User object) field gets populated, auto-share the Audit record (Grant edit access) with the auditor.

Automation Champion Approach (I-do):

Salesforce allows you to control data access at many different levels (object-level, record-level, and field-level). We will focus on methods for controlling access to data at the record level.

In most scenarios, you can use out-of-the-box sharing settings to grant record access, but there are few use cases where you have to write an Apex Managed Sharing rule to share the records with users or groups.

Apex Managed Sharing allows you to use Apex code to build sophisticated and dynamic sharing settings that aren’t otherwise possible. In this article, we will show how to use Lightning Flow and Process Builder to solve these requirements instead of using Apex.

Before proceeding, make sure you understand the sharing table in Salesforce. All objects that have a default sharing setting of either Private or Public Read Only. These objects also have a related Share object that is similar to an access control list (ACL) found on other platforms.

All Share objects for custom objects are named as CustomObject__Share, where CustomObject__c is the name of the related custom object. A shared object includes records supporting all three types of sharing (Force.com managed sharing, User managed sharing, and Apex managed sharing).

The Share object contains the following fields:

ParentId: – The Id of the record being shared. This field cannot be updated.
UserOrGroupId: – The Id of the User to whom you are granting access.
AccessLevel: – The level of access that the specified User or Group has been granted.
RowCause (aka Sharing Reasons): – The reason why the user or group is being granted access.

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 4 steps to solve Brenda’s business requirement using Flow and Process Builder. We must:

Create a custom object with fields
Create apex sharing reason
Lightning Flow Steps:
1. Define flow properties for auto-launched flow
2. Add a record variable to store an audit record data
3. Add a create records element – share the record with the auditor
Process Builder Steps:
1. Define process properties
2. Define evaluation criteria
3. Define process criteria
4. Add action – flows

Step 1: Create a Custom Object Audit and Fields

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

Step 2: Create Apex Sharing Reason

First, we will create an Apex Sharing Reason. Each Apex sharing reason has a Label and a Name. The Label value is displayed in the Reason column when viewing the sharing for a record in the user interface. This allows users and administrators to understand the source of the sharing.

Click Setup.
In the Object Manager, type Audit.
Select Apex Sharing Reasons, then click New.
Enter Reason Label and press the Tab key the Reason Name will populate.
Click Save.

Step 3.1: Lightning Flow – Define Flow Properties

Click Setup.
In the Quick Find box, type Flows.
Select Flows then click on the New Flow.
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
Click Done.

Step 3.2: Lightning Flow – Add Record Variable to Store Audit Record

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

Step 3.3: Lightning Flow – Create Records – Share the Record with Auditor

The next step is to create a record on the Audit_Share object to share the record with the auditor at the run time.

Under Toolbox, select Elements. Drag and drop Create Records onto the canvas.
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: Share: Audit
5. Set Field Values for the Share: Audit
6. Row 1:
  1. Field: AccessLevel
  2. Value: Edit
7. Click Add Row
8. Row 2:
  1. Field: ParentId
  2. Value: {!varRAudit.Id}
9. Click Add Row
10. Row 3:
  1. Field: UserOrGroupId
  2. Value: {!varRAudit.Auditor__c}
11. Click Add Row
12. Row 4:
  1. Field: RowCause
  2. Value: Share_record_with_Auditor__c
Click Done.

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

Once everything looks good, perform the steps below:

Click Save.
Enter Flow Label the API Name will auto-populate.
Click Show Advanced.
API Version for Running the Flow: 50
Interview Label: Share record with Auditor {!$Flow.CurrentDateTime}
Click Save.

Almost there! Once everything looks good, click the Activate button. Our next task is to create a Process Builder on the Audit object to start a Flow.

Step 4.1: 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 4.2: Define Evaluation Criteria

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

Step 4.3: 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. Row 1
  1. Field: Audit__c | Auditor__c
  2. Operator: Is null
  3. Type: Boolean
  4. Value: False
Select All of the conditions are met (AND).
Click Advanced.
Select Yes to execute the actions only when specified changes are made to the record.
Click Save.

Step 4.4: Add Action – Flows

Below Immediate Actions, click Add Action.
For Action Type, select Flows.
Name the action.
Select the flow we just created – Share record with Auditor.
Set Flow Variables:
1. Row 1:
  1. Flow Variable: varRAudit
  2. Type: Field Reference
  3. Value: Select the Audit__c record that started your process
Click Save.

In the end, Brenda’s Process will look like the following screenshot:

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

Proof of Concept

Now onwards, When a business user creates an audit record with an Auditor, then Process Builder will automatically trigger and launch the Flow which will share the audit record with the auditor. You will have to do some of this testing in Classic.

Currently, the audit for Dell PowerEdge Tower Servers doesn’t have an auditor, as shown in the following screenshot:
Now update the audit record with the valid auditor:
To verify the outcome, navigate to Classic click on the sharing button available on the record detail page, and check out the sharing detail as shown in the following screenshot:

Independent Practice (You-do):

In a sandbox or dev/Trailhead org, create a quick custom object with a look-up to the Opportunity record
- Include a User look-up
Create a sharing rule as outlined above

Automation Champion

Tag: Prcoess builder and Chatter use case

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:

Objectives:

Business Use case

Automation Champion Approach (I-do):

Guided Practice (We-do):

Step 1: Setup Work.com

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

Step 3: Creating a Custom Label to Store Badge Id

Step 4.1: Lightning Flow – Define Flow Properties

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

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

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

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

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

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

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

Step 5.1: Define Process Properties

Step 5.2: Define Evaluation Criteria

Step 4.3: Define Process Criteria

Step 4.4: Add Action – Flows

Proof of Concept

Independent Practice (You-do):

Formative Assessment:

Getting Started with Process Builder – Part 16 (Creating Custom Record Sharing Logic)

Posted at 12:12 AM by Rakesh Gupta, on April 7, 2015

Big Idea or Enduring Question:

Objectives:

Business Use Case

Automation Champion Approach (I-do):

Guided Practice (We-do):

Step 1: Create a Custom Object Audit and Fields

Step 2: Create Apex Sharing Reason

Step 3.1: Lightning Flow – Define Flow Properties

Step 3.2: Lightning Flow – Add Record Variable to Store Audit Record

Step 3.3: Lightning Flow – Create Records – Share the Record with Auditor

Step 4.1: Define Process Properties

Step 4.2: Define Evaluation Criteria

Step 4.3: Define Process Criteria

Step 4.4: Add Action – Flows

Proof of Concept

Independent Practice (You-do):

Formative Assessment:

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