Chatter is a powerful Collaboration tool for your organization, for both internal users and partners. Each user has a visible profile page containing his Chatter wall as well as information about the user, including an Image. The first thing to do in Chatter is uploading a profile picture to help your colleagues put a face to a name. In Salesforce I have never found Out of the box solution to send a reminder email to users to upload Chatter profile photo. In this article, we will develop an app by using Flow.
Business Use Case
People in Universal Container are using Chatter for internal collaboration. Management in Universal Container wants to develop an application, so it will automatically send an email notification (Once in a week) to users who don’t have a Chatter profile photo.
Solution for the above business requirement
First of all create one custom object to save condition and we will use WFR in this object to trigger our Flow. In this demo I will create an object called as Reminder Notification. Create object and field as per the following screenshot and grant access to the only system administrator
Custom object Reminder Notification
To solve this requirement we will use Visual Workflow. 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
3) Drag and drop a Fast Lookup ( Give the name User with No Profile Pic) onto the window to get a list of users with no profile photo and Save the records into Sobject Collection variable in our case it’s {!AllUsers}, You can take help from the following screenshot
To get Users without Chatter Profile photo
4) Drag and drop a Loop Logic (Give the name Each user details) on the window and extract value from Sobject Collection variable and pass it to Sobject variable, as shown in the below screenshot
Loop to extract User details one-by-one
5) Drag and Drop Assignment Logic (Give the name Pass Email Address into Text Variable) on the window and assign the value to Text variable {!UserEmailAddress} as shown in the below screenshot
To Store Email Address
6) The next task is to send email alert to do that Drag and Drop Send Email (Give the name Upload Chatter Photo) on the window and fill the details as per your business requirement. You can take help from the following screenshot
Send Email – Static Action
7) Our final task is to clear/empty text variable {!UserEmailAddress}, to do that Drag and Drop Assignment Logic (Give the name Clear Text variable) on the window and map the field as shown in the below screenshot
Empty Text Variable
8) Finally our Flow will look like the following screenshot
9) Save the flow with name Send reminder email and close the canvas.
Create Workflow rule to fire our Flow
Our next task is to create a workflow on the Reminder_Notification__c object on creation and every time it’s edited event. To create a workflow on the Reminder_Notification__c object follow the below instructions
1) Click on Name | Setup | App Setup | Create | Workflows & Approvals | New Rule
2) Select object Reminder Notification 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 Created By != Null as shown in the following screenshot
Workflow Rule1
4) Now Add a time trigger to to set True after 7 Days of record last modification 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’ve selected 7 Days after the Last Modified Date. Now add one field update action for time dependent workflow and set the Start 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 Start= True
Workflow Rule2
7) Add one Immediate Workflow Actions i.e. New Flow Trigger and Select Flow ( Send reminder email) as shown in the following screenshot
New Flow Trigger Action
8) Add one Immediate Workflow Actions i.e. New Field Update and Set Start to False, so it will queue the record for the next time.
9) Save the workflow and activate it.
It’s time to test this feature
1) Now create one record in the object Reminder Notification to fire our workflow rule (Don’t select Start check-box), it will look similar to below screenshot
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 to Implement this first on your developer org test it and then move it to Production.
