This is a continuation from my last article Getting Started with Process Builder – Part 62 (Auto share events from a shared Calendar). In my previous article, I had discussed a use case, whenever an event is created without populating Name and Related To fields, then the process will automatically update such events, and associate it with a particular account to overcome Why can’t I view or edit an Event from a Shared Calendar? issue. This article goes a step ahead and explains, how someone utilizes the Flow and Process Builder to update Name (whoId) when shared activities are enabled. Let’s start with a business use case
Business Use case
Donna Serdula is working as System administrator at Universal Containers. They have enabled shared activities to manage their daily activities better and share their calendar with peers. Louis Brooks has assigned a case to Donna Serdula which states that events created by her are not visible to user Caroline Bell.
Before going ahead with the solution, Let’s discuss what Shared activities are?
Let’s take an example, you create an event on a contact’s activity history. That is quite easy as just populating the field Name with the contact’s name. This is what Salesforce offering since the very early days. You can also add invitees (means you can more contacts, leads or users to the invitee’s list ) to an event, by navigating to the bottom of the page, as shown in the following screenshot
But you will quickly encounter the limitations, none of the other invitees you have added, have the event on their activity history, as shown in the following screenshot
In the Summer ’12 release, Salesforce introduced a new feature to overcome this limitation i.e. Shared Activities or Multiple Contacts on an Activity. Shared activities allow you to search and select multiple contacts at a time, as shown in the following screenshot
Once you have them selected, the field Name will display one of the contacts names and then +5 if you have selected 6 contacts in total. You will now find the event on the activity history of all contacts you have selected.