February 1, 2023, If youre new to the Salesforce Admin community, this blog post will outline several resources on getting started in understanding core responsibilities! Well configure the Get Element to find the record using the variable we created. Regardless of whether the user is a new Finance user or was previously a Finance user, we didnt want to create the same process steps to handle the Add or Remove permission set action. The resume can either be a specific time after the pause, or when a specific Platform Event is received. Now that the record variable exists, we can add a formula to modify the Opportunity Name. Choose Variable and give it an API Name of your choosing. Before you assign a permission set, you need to ensure the user isnt already assigned to the permission set. This is an important nuance regarding this new feature: Despite saying store all fields, the feature only stores what the flow actually needs. He enjoys the challenge of mastering all things Salesforce. 3. These elements provide flow builders with the tools to collect information from the user mid flow, pause the flow until a later time, and launch a variety of actions and other flows. If we cant find the permission set, our work is done. Now, you can configure Salesforce to remember for you. One more thing before we get into Flow Builder. The best answers are voted up and rise to the top, Not the answer you're looking for? From the App Launcher, go to Accounts and click, Create an opportunity. Extend Toolbox. Our process will be broken into two flows: a record-triggered flow and an autolaunched flow. Salesforce: Flow: Pass sObject Variable to and from a subflowHelpful? For this example, I am going to have a Decision element to filter which subflow to run based on record-type. By Could I build this? Lets create some variables. Here, we check that the varHasPermissionSet variable has a value (that is, Is Null Falsetwo negatives equals a positive) and the varPermissionSetAction is Remove. Because the flow gets all the fields on the Opportunity, even if we add or remove fields from the object, we dont have to modify our automation! December 15, 2022, Welcome to another Automate This! In this live-streamed video series, we cover all things automation, from use cases and best practices to showcasing solutions built by #AwesomeAdmin Trailblazers like you. Once in the flow main screen, click New Flow. With the recent announcement of the future retirement of Workflow Rules and Process Builder, well focus heavily on record-triggered flow solutions this year. A variable acts as a placeholder for the discount percentage and is set to a different percentage based on the flow logic. Workflow Rules are an entirely different system altogether and also extremely slow in comparison with Flow. In this article we will be covering the remaining set of flow elements: Screen, Pause, Action, and Subflow. You may even build some sort of complex calculation that youd like to use in another Flow. 2. We all know that with great power comes great responsibility so, its important to learn not only how to build using Flow Builder, but also learn what to avoid ((what TO do and what NOT to do). And, in order for a permission set to be removed, the user must be assigned to the permission set. Our first Flow element is a Get Records. Copy that. Navigate (hover over) to the users Permission Set Assignments list. Next, well add a Subflow element. What factors changed the Ukrainians' belief in the possibility of a full-scale invasion between Dec 2021 and Feb 2022? Subflow Well re-use the same autolaunched flow twice in our processfor the permission set assignment and permission set removaland the flow will know what to do based on three input variables our record-triggered flow will pass to the autolaunched flow. Give the formula a name (fxModifyOpptyName) and data type of Text. We then create a Formula for_RecordTypeId to construct the Record Type Id based on the Input Variable. Note: For the purpose of this post, were creating a new process. 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. Salesforce Stack Exchange is a question and answer site for Salesforce administrators, implementation experts, developers and anybody in-between. Create a sample opportunity so that the flow has something to update. I can can close the component screen, but when I save the Flow I get the following error message: An unexpected error occurred. (What is allowed-for-input variables? I often preface my tutorials with Always build in a Sandbox or Developer Environment and this one is just as important. United Kingdom Name the Criteria (Stage = Closed Won). Again, similar to the process of assigning a permission set, we need to identify the permission set to get the permission set ID. By Now add an Immediate Action. Please contact me if anything is amiss at Roel D.OT VandePaar A.T gmail.com Make sure you test your solution THOROUGHLY before pushing it into Production. This flow will run every time a record is created or edited on an Opportunity (but this can be any object you want). Sun Street Note: You can assign a permission set in the user interface (UI) only if its listed in the Available Permission Sets list. Please support me on Patreon: https://www.patreon.com/roelvandepaarWith thanks \u0026 praise to God, and with thanks to the many people who have made this project possible! Connect, learn, have fun and give back with #AwesomeAdmins across the globe. 1. Lastly, if the permission set assignment record is found, well create a new permission set assignment record for the user permission set combination with a Create Records element. Use subflow input and output assignments to transfer data between the master flow and the referenced flow. If you have any allowed-for-input variables in the subflow, you can assign their value here. When you think about automation, the use cases that come to mind are most likely automation that your customers or users can benefit from. 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. 6. This is so that the parent Flow/s can pass information into the Subflow, have a calculation or set of actions performed and have a value returned. Locate and select the autolaunched flow we created. The variable varPermissionSetName will hold the API or developer name of the permission set name. Select the variable {!varOriginalRecordData}. February 23, 2023, Welcome to another Automate This! In this live-streamed video series, we cover all things automation, from use cases and best practices to showcasing solutions built by #AwesomeAdmin Trailblazers like you. Just recently, I ventured into the world of Salesforce and integration software. Set the criteria for when conditions are met, which is the field Stage equals Closed Won.. In my example below, I have a flow that is triggered after a record is saved on the Opportunity object (note: you cannot call a subflow on a record-triggered before save flow). To learn more, see our tips on writing great answers. Select Object Manager from the top of the Setup page. List the resources available in Flow Builder. Automatically Assign and Remove a Permission Set, future retirement of Workflow Rules and Process Builder, Security & Visibility Admin Configuration Kit, Salesforce Security Guide - Permission Sets, Record-Triggered Automation Decision Guide, Summer 17 Release Features Overview for Admins, Advanced Automation with Flows and Custom Metadata Types Webinar Recap, What Admins Need to Know About Salesforce Releases, Help Your Users Be More Productive by Creating a To-Do List Using Actions & Recommendations, Automate This! Conversely, you may want to pass back a variable to the parent flow. However, the timing to use a Subflow is a more difficult question. Your email address will not be published. There are times when building a Flow may not be the correct move. 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. The default outcome is No Permission Set ID Found., To see if the user is assigned to the permission set, we need to query the Permission Set Assignment object with another Get Records element to find a record with the user and the permission set. The Action element allows for standard or custom actions to be launched from the flow for a variety of uses. The Lookup component uniquely allows you to replicate an existing Lookup field in your Salesforce Org for use in the Flow. In this episode, lets see how Jennifer Cole increased efficiency for [], By Set Field Values for the Permission Set Assignment: How to Find Records to Delete: Specify Conditions, Filter Permission Set Assignment Records: AssigneeId Equals varUserId AND PermissionSetId Equals varPermissionSetId, Trigger the Flow When: A record is created or updated, Set Entry Conditions: Custom Condition Logic is Met, Optimize the Flow for: Actions and Related Records, Formula: ISNEW() && {!$Record.Department}= "Finance", Outcome #1: New Finance User | NewFinanceUserFormula Equals True, Outcome #2: Existing User Previously Finance Department | All Conditions Are Met, varPermissionSetAction: Add (This specifies we want to add a permission set. Creating Flow through Point and Click; Creating the building blocks of Flow; Creating a variable; Creating a collection variable; Creating an SObject Variable Torsion-free virtually free-by-cyclic groups. How can I explain to my manager that a project he wishes to undertake cannot be performed by the team? Its always better to OVER test than to UNDER test. What are some tools or methods I can purchase to trace a water leak? Step 1: Create the subflow Because each piece builds on the other, we need to start at the end, creating the subflow first. If, for example, you needed to trigger a complex flow to close an Opportunity and create some related records, but had a variety of ways you wanted to trigger the flow (such as automatically when the Opportunity reaches a certain stage, as well as at the end of a screenflow on the page layout specific opportunity record types), you can create the logic without a specific trigger in an Autolaunched flow and then use the Subflow element within other flows to call the logic when it is needed. 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. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); Salesforce Ben Like the first scenario, youre looking to see if theres a permission set assignment record for that user and permission set. As additional scenarios come up for automatically assigning or removing a permission set, you can create a new record-triggered flow that invokes the autolaunched flow as subflows. 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. Every flow resource is a placeholder, but variables are the only resource that can change during the flow, hence the name "variable.". A variable is a container that holds a piece of information for use somewhere later in the flow or to be passed off outside the flow. Sometimes youll find additional issues in the actual process that you need to clean up before deploying. First, select to create an autolaunched flow. Multi-Select Components. Based on the criteria, the process will launch the flow. Select Autolaunched Flow (No Trigger) and click Next. If no record is found, well set the variable to null by enabling the attribute When no records are returned, set specified variables to null.. Save your Create Renewal Opportunity process and Activate it. I've been in the Microsoft world for over 10 years. Your automation (aka flow) needs to accommodate for these UI restrictions or else your flow will fail. Note that Subflow element is only available in a Screen flow or a Scheduled-Triggered flow. Happy flowing! These values are typically either text values entered within the Action Element, or referenced variables set previously in the flow. Create a New Process that starts when a record changes. 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. Locate and select the autolaunched flow we created. A permission set assignment record has two important attributes: A user can have none or many permission sets, which would be reflected in the Permission Set Assignment object. Create the custom button. Many input components can also be marked as required, forcing the user to input a value in order to proceed in the flow. Filter Permission Set Assignment Records: PermissionSetId Equals varPermissionSetId, Select Variables to Store Permission Set Fields: AssigneeId varUserHasPermissionSet, Outcome #1: Add Path - No Permission Set | varUserHasPermissionSet Is Null True AND varPermissionSetAction Equals Add, Outcome #2: Remove Path - Has Permission Set | varUserHasPermissionSet Is Null False AND varPermissionSetAction Equals Remove, How to Set the Record Fields: Use separate resources, and literal values. This means never performing a repetitive Get, Update, Create, or Delete (the pink Data elements) inside of a Loop. This allows you to pass in a variable from another flow (which will be our parent flow). | Integral with cosine in the denominator and undefined boundaries. Now its time to activate it so that sales reps can run it. Want to tell your story? Duplicate Opportunity Subflow will then modify the Name, Close Date, and Stage, and create a new duplicate record. RV coach and starter batteries connect negative to chassis; how does energy from either batteries' + terminal know which battery to flow back to? Prior to joining Salesforce, he helped lead the digital transformation of a government agency by partnering IT directly with business operations using a cloud-first strategy. Now that we have that squared away, lets look at how to build this in Flow Builder. 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. Example: In the Build a Discount Calculator project, the flow updates an opportunity's Discount field. Asking for help, clarification, or responding to other answers. Sign in Passing Variables into a flow from a process in Salesforce 302 views Sep 6, 2021 Many times we cannot use a standard process .more .more 3 Dislike Share Custom Cloud Dev 94. The Pause element can have a number of configurations set when it is added to the flow. Check it out! Click New Resource and Formula. Jonathan Davis is a Salesforce Consultant at Venn Technology in Grapevine, TX. We are all about the community and sharing ideas. Were essentially building a componentized flow that can be reused anytime theres a need to assign or remove a permission set from a user. 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. Watch a quick video for more . As an admin best practice, you should only have one process per object. Save my name, email, and website in this browser for the next time I comment. Dont forget to test it using the Flow debugger, and activate the autolaunched flow. Build it once, maintain it once, and reuse it over and over again. Record What were doing is changing just these four fields and leaving all the other Opportunity fields alone: 5. . 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. Is it possible to pass sObject record variables from one flow to another? With the modularized flow created, we now need to create our trigger to fire the process of assigning or removing permission sets to/from a user. Gloucestershire 1. Theoretically Correct vs Practical Notation. If its true, well store the assignee ID. All the variables that you selected Available for input in your subflow will be available to select in the Subflow element. Then, the subflow does all the hard work. One of the great features of the extension is the ability to enable Dark Mode for Salesforce. Salesforce includes a number of standard actions such as the Send Email action, and more actions can be developed or installed. Hence, well use a Decision element. Stay tuned for next months Automate This! Home Video Automate This! To limit the number of full discounts offered, configure the flow to require approval from a manager before it updates the record. It only takes a minute to sign up. Flow is fast, but there are other tools like Apex that are much faster. A subflow element references another flow and calls that flow at runtime. It is better to perform another change to the record before it is pushed into the system, rather than saving it, assigning another change and then saving the record a second time. Jordan's line about intimate parties in The Great Gatsby? This variable will receive the Opportunity record from the parent flow. A convenient use of subflows is that they are not reliant on a specific object like many other flow types are. Ultimate Guide to Getting a Salesforce Job, Ultimate Salesforce Flow Foundation Course, Record-Triggered Automation page of the Salesforce Architects Guide. Perhaps you were given the wrong name. Automation allows you to remove manual tasks, drive efficiency, and eliminate friction and redundancy. Besides the tedious definition of each field, it also means that any field changes to the object will require updating the process. If no record is found, well set the variable to null. Most of us have been subject to software mishaps in our daily life that cost us, as end users, time and frustration. Occasionally you may build a Flow that has a lot of complexity and runs a lot of calculations. 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. Faults and errors are bound to happen when working with Flows and other automation. I think of it as a Tupperware container. Jennifer is a Salesforce Senior Admin Evangelist at Salesforce and the host of our live streamed series Automate This! This flow modifies the desired field values and creates a new record. 3. Why does Jesus turn to the Father to forgive in Luke 23:34? In order to pass your variable back to the parent flow, you will need to select Available for output. The formula Im using is: "[Renewal] " + {!varOriginalRecordData.Name} . The variable varUserId will hold the user ID. This is a perfect example of where Subflows would be valuable. If your org is fairly new and youve only built automations using Flows, this makes your job easier keep using Flows! Variable, How to pull an Entitlement Process into your repository when SFDX Pull fails. Well create another formula to modify the Close Date called fxOneYearFromToday. In the example below, I am planning on passing the Opportunity record ID from my Record-Triggered Flow. Otherwise, the variable will be empty, signifying the user does not have a permission set. So, well use a Decision element. It sounds like a lot, but each has just a couple of steps. Next to it click on the Arrow and Click "View Details and Version". Test both expected outcomes (new Finance user and an existing user who used to belong to Finance) and one where the user does not meet the entry criteria (that is, new user with a department thats not Finance) using Flow debugger. There are two parts to this process: adding a user to a permission set and removing a user from a permission set. In the Setup menu, search for Flows. 5. The concepts here depend on the flow you build in that project. To determine whether the Get Records element found a permission set record, we need to make a decision. Feel free to reach out if you would like to discuss anything. In the Toolbox, switch to the Manager and create a new variable resource. And were done! Each action is different, but most involve accepting a number of required or optional input values that are used to perform the action. Watch how I use the power of Flow to assign and remove a permission set from a user, and then read all the details in the post below. More info and buy. Next, add an Assignment Element to the canvas. An awesome place to learn everything about flow. Use a variable when a value can differ based on certain conditions. Salesforce Flow is the most powerful declarative automation tool that Salesforce has built. These best practices, in the end, increase the reliability of performance, which is something often lacking these days. Now, lets look at the scenario of removing a permission set. Create a variable to store the incoming records ID from Process Builder. The action to be taken with the permission set is done by invoking the autolaunched flow we just created. In the Winter 22 release, Salesforce gave us the option to call a subflow from a record-triggered flow. Learning Salesforce Visual Workflow. This is so that your risk of hitting a Governor Limit is significantly reduced, as youre able to control the number of times one of these Data elements is used. You can build it anyway you like, but you wont have direct access to the record as you do with Record-Triggered Flows. The variable varPermissionSetAction will hold the value Add or Remove which reflects what we want to do with the permission set. Flow resources can be referenced within the validation formula, allowing for fine grained control over what values are allowed in various situations. So what I wanted to do was build a master flow which runs when an object is saved which runs various subflows.