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  • Tag: Record lookup in flow

    • 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 Salesforce Flow – Part 45 (Click and Join a Chatter Group)

      Posted at 8:59 PM by Rakesh Gupta, on December 2, 2020

      Big Idea or Enduring Question:

      How do you create an automation that sends an email to users with a link to join Chatter Group? 

      Chatter is a powerful Collaboration tool for your organization, for both internal users and partners. In the past, I have written a few articles which show how you can add a user to the Chatter group(s). There are a few situations when you want to send an email that contains a link, as soon ad user clicks on the link they will auto-join Chatter Group. This is the key technique one can use to promote collaboration in the organization. 

      In this article, I will discuss how you can provide a link to join Chatter Group in an email to your users, so they can join Chatter Group as per their interest.

      Objectives:

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

      • Use a Screen a flow to add users to a chatter group 
      • Understand how to embed a flow into Visualforce Page 
      • Create an email template and add a quick link to join a Chatter group 
      • Use Schedule-Triggered Flow to automatically send email users to join Chatter Group

      Business Use Case

      Brenda David is working as a System administrator at Universal Containers (UC). She has received a requirement from the management to send one time email on 22nd December 2020 at 09:00 PM to their users with a link to join the newly created chatter group UC Internal Announcements, so they will auto-join the group as soon as they click on the link provided in the email.

      Automation Champion Approach (I-do):

      While this can be solved using various automation tools like Apex or Flow, we will use Screen Flow and Schedule-Triggered Flow. 
       
      Before proceeding, ahead, understanding CollaborationGroupMember objects in Salesforce. It represents a member of a Chatter group.
       
      Field Name Details
      CollaborationGroupId Represent Id of the Chatter Group
      MemberId Represent Id of the User (Group member)

      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 Brenda’s business requirement using Salesforce Flow. We must: Read the rest of this entry!

      Posted in Chatter, Salesforce Flow, Schedule-Triggered Flow | 2 Comments | Tagged Add Member into Chatter group, Add Member into Chatter group Salesforce1, Add Memeber into chatter Group, adm 201 salesforce, Advance flow, Auto Join Chatter join on clicking link, Automatically Add New User to Chatter Group, Chater Group Join hack, Chatter Group, Chatter group hack, Chatter Group Invitation Email, Chatter group invitation in email, Click and Join Chatter Group, Click and update field, Click and update object data, Click Here to join Chatter Group, Click on email link and join Chatter Group, Click on email link to update field Saleforce, CollaborationGroupId, CollaborationGroupMember, Emai link to Join Chatter Group, flow, flow builder in salesforce, flow builders, Flow examples, Flow exmple, Grant Visaulforce Page, Group Invitation Email, Join Chatter grou various way, Join Chatter group hack, Lightning Flow, Lightning Flow example, lightning flows in salesforce, link to join Chatter Group, link to join Chatter Group in an email, Link to join Chatter group in Email, Link to join Chatter group through Email, MemberId, New Flow, Record Create, Record Lookup, Record lookup in flow, sales force automation software, salesforce automation, salesforce automation tools, salesforce chatter, Salesforce Chatter Group, Salesforce Flow, Salesforce Flow Example, salesforce flows, salesforce lightning flow, salesforce lightning flow examples, Scheduled Flow, Scheduled Flow Exmaple, Screen, Screen Flow, Screen Flow Example, Use Schedule-Triggered Flow, Use Schedule-Triggered Flow Example
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