Tag: Prcoess builder and Chatter use case

• 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:

  • 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: 

  1. Create a custom object with fields
  2. Create apex sharing reason 
  3. 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 
  4. 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. 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. 

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

  

  Step 3.1: 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 3.2: Lightning Flow – Add Record Variable to Store Audit Record

  1. Under Toolbox, select Manager, then click New Resource to pass the Audit Id.
  2. 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
  3. 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.

  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: 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
  3. Click Done.

  

  In the end, Brenda’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: Share record with Auditor {!$Flow.CurrentDateTime}
  6. 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

  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 4.2: Define Evaluation Criteria

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

  

  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: Audit__c | Auditor__c
        2. Operator: Is null
        3. Type: Boolean
        4. Value: False
  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 – Share record with Auditor.
  5. 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
  6. 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.

  1. Currently, the audit for Dell PowerEdge Tower Servers doesn’t have an auditor, as shown in the following screenshot:
     
  2. Now update the audit record with the valid auditor:
  3.  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

  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!

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  Posted in Process Builder, Salesforce Flow, Spring'15 Release | 16 Comments | Tagged Add Criteria Proces builder, Advanced flow, Apex based record sharing in Salesforce, Apex Managed Sharing, Apex managed sharing setting, Apex managed sharing settings in Salesforce, Apex Share, Apex Sharing Reasons, call a flow thorugh PB, Creating Custom Record Sharing Logic, Enable Process Builder, flow, Flow and PB examples, Flow and Prcoess Builder examples, FLow and Process builder example, Flow based record sharing in Salesforce, Getting started with Process Builder, Grant Read/Write/Delete access via Apex Managed Sharing, Grant Read/Write/Delete access via Apex Managed Sharing using FLow, How to activate Process builder, how to use Process builder, Launch flow from PB, Lightning App, Lightning Process builder, PB, Prcoess builder and Chatter use case, Prcoess Builder based record sharing in Salesforce, Process Builder, Process Builder and Gamification, Process Builder examples, Process Builder Salesforce, Process Builder update a record action, Process builder use case, Programmatically Creating Sharing Rules with Apex, RowCause, Sharing a Record Using Apex, Sharing a Record Using Flow, Sharing a Record Using Flow and Process Builder, Sharing a Record Using Process Builder, sharing settings, sharing settings in Salesforce, sharing table in Salesforce, Spring15 process builder, Spring15 Process builder enhancement, Understanding Apex Managed Sharing, Understanding Flow Managed Sharing, Understanding Process Builder Managed Sharing, Update Records, Use Case for Apex Managed Sharing, Use Case for Flow Managed Sharing, use click to create Sharing Rules with Apex, Using Apex Managed Sharing, What is Apex Managed Sharing in Salesforce

• Getting Started with Process Builder – Part 13 (Auto Post a Message to Chatter When an Event is Created)

  Posted at 4:00 PM by Rakesh Gupta, on March 24, 2015

  

  Big Idea or Enduring Question:

  How do you automatically Post a message to Chatter Group message when a user creates an event?

  In Salesforce, Chatter Group represents the group of people. It’s a great way to boost collaboration in your organization. You can add unlimited members into a Chatter Group, but a user can only join a maximum of 100 Groups. In this article Post Opportunity details to a Chatter Group, I had discussed how to post Opportunity closed information to a Chatter Group using the Flow. In the current article, we will discuss how to post a message to the Chatter Group using the Process Builder. 

  Objectives:

  This blog post will help us to understand the following

  • How to use the post to chatter action in Process Builder
  • Auto-create a Post to Chatter when an Event is created

  Business Use case

  Brandon Schaefer is working as a System Administrator at Universal Containers (UC). His organization wants to post a message to the Chatter Group UC Internal Announcement, whenever an event is created for the public calendar Universal Container Conference Rooms.

  Automation Champion Approach (I-do):

  Public Calendars and resources are for managing group activities or shared resources. By using Public Calendars, a group of people can track events of interest to all of them (e.g., Sales events, weekly knowledge sharing sessions, or training classes) or schedule a common activity (e.g., a team vacation calendar). For example, with resource calendars, multiple people can coordinate their usage of a shared resource such as a conference room, etc. An organization can create an unlimited number of calendars. 

  While this can be solved using various automation tools like Apex or Flow, we will use Process Builder. This is not something that can be accomplished with Workflow Rules. 

  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 8 steps to solve Brandon’s business requirement using Process Builder. We must: 

  1. Create a chatter group
  2. Create a public calendar 
  3. Find the public calendar Id
  4. Creating a custom label to store public calendar Id
  5. Define process properties
  6. Define evaluation criteria
  7. Define process criteria 
  8. Add action – post to chatter

  Step 1: Create a Chatter Group

  1. Navigate to App Launcher and click on the Groups.
  2. Clicks on the New button. 
  3. Name the Group and make sure to select the Private Access Type.
  4. Click Save.

  

  Step 2: Create a Public Calendar Universal Container Conference Rooms

  1. Click Setup.
  2. In the Quick Find box, type Public Calendars and Resources.
  3. Clicks on the New button. 
  4. Name the Calendar and make sure to select the Active checkbox.
  5. Click Save.

  

  Step 3: Find the Universal Container Conference Rooms public calendar Id

  The next step is to find out the Id of the public calendar Universal Container Conference Rooms. One possible workaround is to use the Developer Console. 

  1. Click Setup | Developer Console 
  2. In the Query Editor, run the following SOQL query 
     1. Select id, name from Calendar where (name=’Universal Container Conference Rooms’)
  3. Make sure to copy the Id. 

  

  Step 4: Creating a Custom Label 

  1. Click Setup.
  2. In the User Interface, type Custom Labels.
  3. Clicks on the New Custom Label button.
  4. Enter Short Description the Name will auto-populate. 
  5. Now enter the UC Conference Room ID in the Value.
  6. Click Save.

  

  Step 5: 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 6: Define Evaluation Criteria

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

  

  Step 7: 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: User | Assigned to ID (Calendar) | Calendar ID
        2. Operator: Equals
        3. Type: Formula
        4. Value: System Variable | Label | UC_Conference_Room_ID
  5. Select All of the conditions are met (AND). 
  6. Click Save.

  

  Step 8: Add Action – Post to Chatter 

  1. Below Immediate Actions, click Add Action.
  2. For Action Type, select Post to Chatter. 
  3. Name the action.
  4. Post to: Chatter Group
  5. Group: UC International Announcement
  6. Message:  
     1. An event is created for the public calendar “Universal Container Conference Rooms” click on the link below to learn more about it.
     2. URL > https://rakeshistom1234-dev-ed.lightning.force.com/{![Event].Owner:Calendar.Id}
  7. Click Save.

  

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

  

  Note:- Process Builder only allows you to post message type TextPost. If you want to post LinkPost or PollPost then, in that case, you have to use Flow and Process Builder.

  Proof of Concept

  Now onwards, if a user creates an event for the public calendar Universal Container Conference Rooms, then the Process Builder will automatically post a message in the Chatter group UC Internal Announcement. It’s time to test out the process.

  1. Create a new event on the Public calendar Universal Container Conference Rooms 
     1. 1. Click on the App Launcher. 
        2. In the Search Apps and items box, type Calendar and click it.
        3. Add a new event by clicking a timeslot in the calendar. 
        4. For the Assigned To field, select Universal Container Conference Rooms.
        5. Fill in the remaining details for the event like the screenshot below, then click Save.
  2. Check out the Chatter Group, UC Internal Announcement. The following post will be automatically added to the group wall.

  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!

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  Posted in Chatter, Process Builder, Report & Dashboard, Spring'15 Release | 13 Comments | Tagged Activate a Process, Add Criteria Proces builder, Auto post text message on chatter using Process builder, Calender management in Salesforce, Chatter, Enable Process Builder, Getting started with Process Builder, How to activate Process builder, How to Post on Chatter with Flow, How to Post on Chatter with process builder, how to use Process builder, Lightning App, Lightning Process builder, PB, Post to Chatter, Post To Chatter Group with apex, Post To Chatter Group with Flow, Post To Chatter Group with PB, Post To Chatter Group with Process builder, Post to Chatter Process Builder action, Post to Chatter using process builder, Posting a Chatter Mention via Apex, Posting a Chatter Mention via Flow, Posting a Chatter Mention via Process builder, Posting on a user chatter wall via Apex, Posting on a user chatter wall via Flow, Posting on a user chatter wall via Prcoess builder, Prcoess builder and Chatter use case, Process Builder, Process builder evaluation criteria, Process Builder examples, Process builder exmaples, Process Builder Salesforce, Process builder use case, Public calender in Salesforce, Spring15 process builder, Spring15 Process builder enhancement

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