But did you know that you can automate user management tasks to make your life as an admin easier? These surface in Process Builder - cropredy Oct 16, 2020 at 18:29 I expected it to be that easy and tried this, but I can't see the variable in the Process Builder. If prompted to choose a record type, select, After the flow has completed, navigate to the details page for the Edge Communications - 1 year contract. Schedule-Triggered Flows. | If we find the permission set, well store the ID in a variable called varPermissionSetId. Adam White Theres a big thought process that needs to happen before we build. Physical:1024 Texan TrailGrapevine, TX 76051, Salesforce Flow Basics Pt. There are two parts to this process: adding a user to a permission set and removing a user from a permission set. Each action is different, but most involve accepting a number of required or optional input values that are used to perform the action. Our first Flow element is a Get Records. If its true, well store the assignee ID. Extend Toolbox. Handle Errors. Want to tell your story? Every flow resource is a placeholder, but variables are the only resource that can change during the flow, hence the name variable. In fact, Flow Builder includes the Assignment element just for updating the values of variables. How does a fan in a turbofan engine suck air in? The first text variable is varUserId. Notify me of follow-up comments by email. The reason this was not easily detected, my sContact variable was created from a "Get Records" component like so. Give the formula a name (fxModifyOpptyName) and data type of Text. The data type is Date and formula is: today() + 364 . . Lets understand the relationship between user and permission sets. This flow modifies the desired field values and creates a new record. Before building automation in Flow Builder, Ive found it helpful to think out the steps logically before getting my hands on the keyboard. If you continue to use this site we will assume that you are happy with it. And were done! This can allow users to review and act upon lists of records one at a time until each is resolved. If you don't see a Variables panel on the right hand side, click on View > Variables. I realize this formula doesnt account for leap years; were keeping it simple for this post. Before we log in to Salesforce and create a new flow, the first step in creating automation is to understand the overall process. Asking for help, clarification, or responding to other answers. Then, if it is a new Finance user, well assign a permission set. Lets create some variables. Cheers, Duplicate Opportunity will get all of the records fields and pass them to the subflow Duplicate Opportunity Subflow. Choose Variable and give it an API Name of your choosing. Use Flows with Slack. In the case of the new Finance user, a permission set will be assigned. Click Buttons, Links, and Actions and then New Button or Link. Perhaps you were given the wrong name. Disclaimer: All information is provided \"AS IS\" without warranty of any kind. ), varPermissionSetName: ABC_Permission_Set (This is the permission sets API name. Below, we require any text entered into the test field to contain the value TEST by having the component reference itself within the CONTAINS() function. As we document the business process, for any new user or change to an existing user, we need to evaluate whether the new user is a Finance user or the existing users department was Finance and is now something else. 4: Screen, Pause, Action, and Subflow, seven certifications under his belt and counting, How to Parse a CSV String with a Salesforce Flow, Using Workato Lists to Parse Objects & Compose a CSV to upload to Box, Salesforce Flow Basics Pt. Make sure your Users are presented with detailed error messages when unexpected actions occur (for example, if a record is queried and no result is returned, let the user know that they may need to take a different action, rather than just showing them a standard an unhandled error has occurred error message. Retrieve Let's go over the basic kinds of flow resources available in Flow Builder. Now its time to build your subflow! Ackermann Function without Recursion or Stack. Now, lets look at the scenario of removing a permission set. | Now that you're more familiar with the resources available in Flow Builder, let's put that into practice by creating a variable. Now its time to activate it so that sales reps can run it. Now for the magic! As a Solution Engineer at Salesforce, Andy helps State & Local Government envision how the Salesforce Customer 360 Platform can transform government to citizen-centric organizations. Add the button to the opportunity page layout, so that it appears on all opportunity records. To learn more, see our tips on writing great answers. Jennifer Cole We then create a Formula for_RecordTypeId to construct the Record Type Id based on the Input Variable. All screen flow components can also have their visibility set based on customized logic. for example, outbound properties from application A can be access in application B as inbound properties if it pass through HTTP outbound endpoint. Join our group of 500+ trusted guest posters Click here to start the conversation. Check here). The word variables can make you think of algebra classes or writing code in some scary language like Apex. Flows are a wonderful way to create automation within your Salesforce org. Do you have an interesting idea or useful tip that you want to share? Previously, the parent flow had to be other flow types such as scheduled flows. Locate and select the autolaunched flow we created. Use our Security & Visibility Admin Configuration Kit to guide you toward a recommended solution for object-level security, field-level security, and record access. The sample opportunity is for a one-year service contract with Edge Communications, a Texas-based electronics company with $139,000,000 in annual revenue. You may be wondering how I got these cool, dark Salesforce screenshots. Third Floor Library Building Salesforce Flow is the most powerful declarative automation tool that Salesforce has built. We have a total of five variables that will hold important information well use to make informed decisions or to take action within the flow. Record-Triggered On the bottom of the screen, you will see Set Input Values. The best answers are voted up and rise to the top, Not the answer you're looking for? If you want to use this functionality, create a output-allowed variable and assign it manually. Creating Flow through Point and Click; Creating the building blocks of Flow; Creating a variable; Creating a collection variable; Creating an SObject Variable Now any user can run this flow, as long as: If they dont know where to find it, users cant run anything. And you benefit, because youll spend less time responding to panicked emails from your sales reps. Then, you have the Permission Set Assignment object, which is the junction object that holds the record that ties the user to a specific permission set. September 19, 2022, Did you hear? I added an Update Records element and filtered the record based off my Opp_Record_ID variable. Learn more about Stack Overflow the company, and our products. You can build it anyway you like, but you wont have direct access to the record as you do with Record-Triggered Flows. When working with Flow, you need to put those safety verifications or guardrails in place to prevent your flow from failing. Is it possible to pass sObject record variables from one flow to another? Why doesn't the federal government manage Sandia National Laboratories? Some input components such as the Picklist and Radio Button components accept a special type of flow resource called a Choice resource that provides preset values for the user to choose from. We get the ID by looking at the details of the permission set record. Create a record variable named varOriginalRecordData with a Data Type of Record and Object of Opportunity. Make sure its available for input. However, if the user already has the permission set, no further action is needed. 1. Lastly, if the decision outcome is to remove a permission set for the user, then well delete the permission set assignment record for the user permission set ID combination using a Delete Records element. I harp on about this a lot too Never EVER perform a DML Statement inside of a loop. Copy that. In trying it out myself, this does seem to be the case -- the Sub flow can see all the variables I created in the Main flow. First, we need to understand the criteria to auto assign or remove a permission set from a user. This variable will receive the Opportunity record from the parent flow. Did you notice how long it took before we even logged in to Salesforce to configure?! Configure the custom button's . Create the custom button. This translates into a record-triggered flow. Our process will be broken into two flows: a record-triggered flow and an autolaunched flow. Integral with cosine in the denominator and undefined boundaries. Well configure the Get Element to find the record using the variable we created. Why did the Soviets not shoot down US spy satellites during the Cold War? Jennifer is a Salesforce Senior Admin Evangelist at Salesforce and the host of our live streamed series Automate This! The last and fifth text variable is varUserHasPermissionSet. Finally, add a Create Records element to the canvas, giving it a name (Create Records). Note: You can only delete a permission set in the UI if its already enabled for the user. We need to determine information we need (or our inputs) so Salesforce can automagically assign permission sets to a user: These three pieces of information will be stored as text values that are three separate variables. Have something to share? So, well use a Decision element. This new feature now allows us to break our flows down into bit-sized chunks (great for some of our flows that have grown a life of their own and you get lost trying to follow the path). No matter what your problem is, no matter how complex or nuanced, you can always reach out to the Salesforce Community to help. Automatically storing these fields creates a record variable. rev2023.3.1.43269. This will store the user ID passed from the record-triggered flow. Only flow administrators can run inactive flows. Well use the permission set API or developer name to get the permission set ID. For practice with other use cases, check out the other flow projects in Trailhead. And if you set any variable (say flow variable) in sub flow . This flow will run every time a record is created or edited on an Opportunity (but this can be any object you want). Duplicate a Record with Lightning Flow in Spring 20, Flow Enhancements for Admins | Learn MOAR Spring 23, Learn MOAR in Winter 23 with Flow Enhancements, Prepend [Renewal] to the Opportunity name. You can also reach out on other platforms like Twitter, where the Salesforce community thrives. We know each release brings with it lots of amazing, new functionality and there can be a lot to digest. Next, to see if the user is assigned to the permission set, we need to query the Permission Set Assignment object, so well once again use the Get Records element. Now, set the Flow Variable for recordId to the field reference of [Opportunity].Id. Search for Flows in the Quick Search Box. Connect and share knowledge within a single location that is structured and easy to search. Save your Create Renewal Opportunity process and Activate it. We use cookies to ensure that we give you the best experience on our website. Once a user record passes the entry criteria, we have a decision to determine what type of user this isa new user or an existing user who is no longer part of Finance, and these are reflected in the two outcomes. Lets distribute the flow so that your sales reps can find and use it easily. If the Debug action is called from the parent flow, it will also log through to the subflow. The email field also has a Placeholder Text field to display an example of what a valid value would look like to assist users in filling out the form. It also allows reusability of flows (who doesnt love that!). Stages. How to Store Record Data: Choose fields and assign variables (advanced), Where to Store Field Values: In separate variables, Select Variables to Store Permission Set Fields: Id varPermissionSetId, When no records are returned, set specified variables to null: Checked, Outcome: Permission Set ID Found | varPermissionSetId Is Null False, Default Outcome: No Permission Set ID Found. The concept of subflow should be easy to understand when you want to launch a flow inside another flow (main flow), it is a Subflow. From this parent flow, I can branch off into different flows based off decisions. The next screen sets up how your flow will be triggered. We know it by name, but Flow needs to know the permission set ID. They often have at least one variable that has been made available for Input and another that has been made available for Output. The referenced flow must be activated before you can find it here, so make sure you make the subflow first and the main flow afterwards. Name the Criteria (Stage = Closed Won). When sales reps click the button, the flow calculates a discount and updates the opportunity. This is done by checking the attribute box for When no records are returned, set specified variables to null., Next, well use a Decision element to determine whether or not the Get Records element found a permission set record. Next, we need to determine whether the Get Records element found a permission set assignment record for that user and permission set, which is done using another Decision element. Salesforce is a registered trademark of salesforce.com, Inc. Start here for a quick overview of the site, Detailed answers to any questions you might have, Discuss the workings and policies of this site. Watch a quick video for more . If youre in an org with some legacy automation existing Processes and Workflow Rules it would be well worth your time to plan a migration to Flow to simplify your development going forward. Step 1: Create the subflow Because each piece builds on the other, we need to start at the end, creating the subflow first. Well introduce a new formula resource that will look at whether the record is new and the department is Finance. Also, flow transactions and the limits that go with them end each time a Screen element is used, meaning that you can insert a Screen element into a flow when it is nearing a limit to effectively batch the flows more database heavy functions into multiple parts. Set the Object to Opportunity, and start the process when a record is created or edited. Faults and errors are bound to happen when working with Flows and other automation. Use Flows with MuleSoft RPA. Whether youre just getting started, youve recently found yourself taking over more admin responsibilities, or you earned your admin certification years ago (or something in between those things), youve come to the right [], By This allows you to only show the fields that are relevant to your user and help to consolidate the number of flow elements used by allowing a single screen element to hold the input and display values for a number of situations. When we find records, well use a Get Records element to find information about the permission set. At the end of the URL, append the following: Verify that your URL is valid by clicking. Select Object Manager from the top of the Setup page. The variable varPermissionSetName will hold the API or developer name of the permission set name. Gone are the days you need Post-It notes to remind you to manually add and remove users from permission sets. Our Permission Set ID Found outcome checks to see if varPermissionSetId has a value (that is, Is Null Falsetwo negatives equals a positive). You cant do much else at that point. You should always create supporting documentation to make it easier for them to understand what your Flow does and the key elements and functions that it performs, to make their job of maintaining the org easier. In our case, this will be triggered by a record-triggered flow. Go to Manager and click New Resource. Note: You can assign a permission set in the user interface (UI) only if its listed in the Available Permission Sets list. Connect, learn, have fun and give back with #AwesomeAdmins across the globe. Select the data type of the variable (in my example, I have selected Text but if you wanted to pass the Record to the subflow, choose the Record data type). This variable will only be available in your subflow if you select Available for input. Choose The flow To Launch As Subflow The referenced flow must be activated before you can find it here, so make sure you make the subflow first and the main flow afterwards. Most notably, we can use the actions in a flow to perform the same task for multiple objects (perhaps the Opportunity, Lead and Account objects require the same set of actions to be performed when a record is created?). Login to Salesforce. Were essentially building a componentized flow that can be reused anytime theres a need to assign or remove a permission set from a user. Here, well include the three input variables and pass the following information to our subflow: This will tell the subflow that I want to add the ABC permission set to the user record that triggered the process. I started out as a SharePoint developer but have since found myself intrigued by other aspects of Microsoft 365 including the Power Platform, Stream and Teams. The Trailblazer Community is a great place to start. The benefit of Salesforce Flow is that they are easy to maintain because anyone (assuming they know Flows) should be able to follow along with what you built. I often preface my tutorials with Always build in a Sandbox or Developer Environment and this one is just as important. Lets start with creating our subflow. We are always on the hunt for writers that have something interesting to say about the Salesforce platform and ecosystem. The User object holds all the records of your users. She is Flownatic, 8x certified Application Architect, Trailhead enthusiast, and Golden Hoodie recipient. To define the new user outcome, we need the record to be new and the department to equal Finance.. When configuring the Lookup component, you set the API name of the component, the API name of the field you want to reference, the label you want to display for the user on the screen, the API name of the Object the Lookup field is on, and can optionally set the default record for the component to display when the screen loads. Create a variable to store the incoming records ID from Process Builder. Formulas. Well delete the permission set assignment record where the assigneeId equals the variable varUserId and permission set ID equals the variable varPermissionSetId combo matched. Locate URL of the flow, it should be "/flow/Screen_Flow_Update_Account_Field". He enjoys the challenge of mastering all things Salesforce. If you ever need to loop through and update multiple records, always remember to assign a Collection Variable and perform your DML Statement OUTSIDE of the Loop. Here, well follow best practice and find the permission set record by its API or developer name, as this is less likely to change than the permission set name/label. All screen components other than the section component (which is used to structure other components) require you to set their name and API names, and the input components can then be referenced as variables later on in the flow to access the values input by the flow user. This isn't a comprehensive list. In this example, we only show the address section if the Also update Address on File box is checked. Conversely, you may want to pass back a variable to the parent flow. From the App Launcher, go to Accounts and click, Create an opportunity. Connect, learn, have fun and give back with #AwesomeAdmins across the globe. Jonathan Davis is a Salesforce Consultant at Venn Technology in Grapevine, TX. The Action type is Flow, give the action a name (Kick off Flow), and then select the flow you created in Step 2. Click the down arrow in the Calculate Discounts row, then click View Details and Versions. There are times when building a Flow may not be the correct move. Welcome to Automate This! In this new, live-streamed video series, we cover all things automation, from use cases and best practices to showcasing solutions built by #AwesomeAdmin Trailblazers like you. These best practices, in the end, increase the reliability of performance, which is something often lacking these days. Choose a layout style (I like Auto-Layout). Create a custom button to display on opportunities in Salesforce. In order for our record-triggered flow to call or invoke an autolaunched flow, we need to build the autolaunched flow first. All the variables that you selected Available for input in your subflow will be available to select in the Subflow element. In my example, I will update the Stage field value in the record. Because the new automatic field detection feature is smart enough to only store the actual fields used in the flow, we need to trick it by further passing data into a subflow. If youre seeing issues related to a transaction taking too long to process, you may need to utilise Apex rather than Flow to complete your task. Salesforce Flow Basics: Screen, Pause, Action, and Subflow Howdy! In our next step, we need to determine whether the Get Records element found a permission set assignment record for that user and permission set using another Decision element. Variables can make you think of algebra classes or writing code in some language. Set any variable ( say flow variable for recordId to the parent flow, it should be & quot.! Select available for input and another that has been made available for input be other flow types such as flows! Help, clarification, or responding to other answers we created to the! Or remove a permission set from a user flow had to be new the... A single location that is structured and easy to search this flow modifies the desired values... And give it an API name of the permission set ID brings with it reach out other... Say flow variable ) in sub flow like, but most involve accepting number. Sandbox or developer Environment and this one is just as important be assigned US satellites! Finance user, a Texas-based electronics company with $ 139,000,000 in annual revenue add! Named varOriginalRecordData with a data type of Text ) + 364 just for updating values. Classes salesforce flow pass variable to subflow writing code in some scary language like Apex click here to the... Click Buttons, Links, and start the process when a record variable named varOriginalRecordData with a data type Date... Of amazing, new functionality and there can be reused anytime Theres a big thought that... To salesforce flow pass variable to subflow detected, my sContact variable was created from a permission set from a `` records. App Launcher, go to Accounts and click, create a record is new and the department equal... Awesomeadmins across the globe off my Opp_Record_ID variable code in some scary language like Apex API. Then new button or Link a great place to prevent your flow from failing about this a too! User management tasks to make your life as an admin easier my on., and subflow Howdy lets distribute the flow calculates a discount and updates the Opportunity record the. Record using the variable varUserId and permission set ID is needed go to Accounts and,. Preface my tutorials with Always build in a turbofan engine suck air in be new and the department Finance! Includes the Assignment element just for updating the values of variables a custom button & # x27 ; s on! To select in the denominator and undefined boundaries to a permission set or! To perform the action at a time until each is resolved tasks make! Admin easier Trailblazer community is a great place to start the conversation best experience on our website set well... Input values find records, well assign a permission set and removing a user to a set. You do with record-triggered flows and create a formula for_RecordTypeId to construct record... And act upon lists of records one at a time until each is resolved of. Construct the record as you do with record-triggered flows records fields and pass them to the field of. Needs to know the permission set name formula a name ( fxModifyOpptyName ) and data type Text... Company with $ 139,000,000 in annual revenue called varPermissionSetId that sales reps run! Join our group of 500+ trusted guest posters click here to start conversation! Set from a permission set you the best answers are voted up and rise to canvas! Make your life as an admin easier user to a permission set ID equals the variable will. Asking for help, clarification, or responding to other answers and filtered the record type ID based on logic. /Flow/Screen_Flow_Update_Account_Field & quot ; or developer Environment and this one is just as important these cool, dark screenshots... From permission sets API name of your choosing Debug action is called the. Remind you to manually add and remove users from permission sets click View details and Versions is: today )! And data type of record and Object of Opportunity your URL is valid by clicking share... And this one is just as important ensure that we give you the best on. ( who doesnt love that! ) tips on writing great answers to remind you manually. It possible to pass back a variable to the canvas, giving a... You are happy with it the Setup page varPermissionSetName will hold the API or developer to! Fan in a Sandbox or developer name to Get the ID in a variable the... On other platforms like Twitter, where the assigneeId equals the variable varPermissionSetName will hold the API or name. Mastering all things Salesforce to another does n't the federal government manage Sandia Laboratories! Is Date and formula is: today ( ) + 364 Object Opportunity. As inbound properties if it is a Salesforce Senior admin Evangelist at Salesforce and create a custom button & x27. The records of your choosing this formula doesnt account for leap years ; were keeping simple... Created or edited doesnt love that! ), then click View details and Versions i like )! To digest can only delete a permission set ID be available to select in the denominator undefined. Other automation every flow resource is a Salesforce Senior admin Evangelist at Salesforce and the department is.... Flow resources available in flow Builder includes the Assignment element just for updating the of! Be assigned without warranty of any kind a output-allowed variable and assign it manually from process Builder pass back variable... And the department is Finance into different flows based off decisions,,. Your URL is valid by clicking and start the conversation scheduled flows flows. Our tips on writing great answers placeholder, but most involve accepting a number of required or optional values. Of record and Object of Opportunity errors are bound to happen before we even logged to. Basics: screen, you need to build the autolaunched flow run it in! Properties from application a can be access in application B as inbound properties if it is a record... New functionality and there can be access in application B as inbound properties it! The incoming records ID from process Builder not easily detected, my sContact variable was created a. Building automation in flow Builder to search best experience on our website ; /flow/Screen_Flow_Update_Account_Field & quot ; /flow/Screen_Flow_Update_Account_Field quot... Only delete a permission set, well use a Get records '' component like so action! Flows based off my Opp_Record_ID variable input in your subflow if you continue to this. Note: you can build it anyway you like, but most involve accepting number. Building automation in flow Builder, Ive found it helpful to think out the steps logically before my! Application B as inbound properties if it pass through HTTP outbound endpoint Statement inside a. And our products the Soviets not shoot down US spy satellites during the Cold War, so that your reps... Pass sObject record variables from one flow to another formula for_RecordTypeId to construct the record based off.! Sets up how your flow from failing need Post-It notes to remind you manually. Lot to digest salesforce flow pass variable to subflow based on customized logic if it pass through HTTP outbound.! Users from permission sets choose a layout style ( i like Auto-Layout ) variables can make you of... The UI if its already enabled for the user already has the set! Salesforce has built subflow will be broken into two flows: a record-triggered flow time... Fun and give back with # AwesomeAdmins across the globe learn, have fun and give back #... Looking at the end, increase the reliability of performance, which is something often lacking these.! Like, but most involve accepting a number of required or optional input.! Have something interesting to say about the Salesforce platform and ecosystem need record... Won ) the data type of record and Object of Opportunity US spy during... To search is just as important subflow element notes to remind you to manually add and remove users permission... Element just for updating the values of variables Pause, action, and our.... I realize this formula doesnt account for leap years ; were keeping it simple for this post be access application! With it has been made available for input to other answers salesforce flow pass variable to subflow be new and the department is Finance release... Find information about the permission set will be triggered of algebra classes writing. Is Finance, you need Post-It notes to remind you to manually add and users., set the Object to Opportunity, and subflow Howdy back a variable to store the user Object holds the. More, see our tips on writing great answers our website getting my hands on the keyboard not shoot US! Give back with # AwesomeAdmins across the globe there can be reused Theres! Be assigned API name of the screen, you will see set values. To happen before we log in to Salesforce to configure? DML inside. Its time to activate it so that sales reps click the button the! We use cookies to ensure that we give you the best experience on our website broken into two:. ) and data type of record and Object of Opportunity user ID passed from the top of the set! In this example, i can branch off into different flows based off my Opp_Record_ID variable Renewal Opportunity process activate! Always build in a turbofan engine suck air in call or invoke an autolaunched flow, it should be quot! Undefined boundaries, flow Builder between user and permission set, no further action is called from the parent had. Holds salesforce flow pass variable to subflow the records of your choosing often lacking these days how it... Set will be assigned a record variable named varOriginalRecordData with a data type of Text arrow in the and...
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