Process Automation Given a scenario, explain the capabilities and limitations of each declarative automation tool. After studying this topic, you should be able to: © ‘density the declarative automation tools and ther capabilities and features © Determine use cases that require programmatic customization to identify the declarative tool limitations © Determine whic automation tool to use given a scenario ora setofrequirements Introduction Workflows, approvals, processes and flows are declarative tools included in the Salesforce platform for automating repetitive business processes. This enables efficiency and simplifies multiple and complex operations into a dependable streamlined process that can be customized to meet varying business requirements. In this section, the capabilities of each tool and the limitations of declarative customizations will be covered. Also, scenarios will be provided to illustrate which automation tool can be used ina solution.Retirement of Workflow Rules and Process Builder NOTES In Winter'23 and Summer'23,the creation of new workflow rules and processes have been blocked respectively Their creation i only allowed in Developer Edition orgs for use in managed packages. ‘Active workflow rules and processes inthe org continue to operate normally. Any existing workflow rule or process can be edited, deactivated, and/or activated, Since workflow rules and processes still have impact inthe or, tis essential to be knowledgeable of their capabilities and limitations For this reason, related content inthe study guide s being maintained. Flow Builder isthe primary too! for bulldng automated solutions. The Migrate to Flow tool in Setup can be Used to convert a workflow rule or process to an equivalent record-triggered flow. ooo00 Process Automation Tools Flow Builder, Process Builder, Workflow, and Approvals are declarative tools that are used to automate business processes. Each tool supports several types of actions. TB INVOCABLEMETHOO hot) = Caninvoke Soper Calrvecote {caipecceae Urea) a Lamnehafion ba. J GaurehaFiow eens _) a ae —Sensimal _| Create Records a Ss Posttochater ry erocessounoee GrateRecrdsppocmomncutetons } romnotestons ee Tieton | SSS Lee eeerinaaton | Sendra tation . oe ea | Sense nian |G ry Rec \_sT1P aout __ "Suture esas (cenit —enatre —] GiomNessae J Festus] eos — ‘hick Actons Automation Tool Triggers “The automation tools can be triggered in the Salesforce platform through several different methods. Og Ons Oe mG) INSTVAR Thisautomationcanbe _-‘Thisautomationcanbe -——‘Thisautomationcanbe ‘This automation canbe triggered fromasave button, triggered fromasubmit triggered fromasave button, triggered fromallnk, button, dataimport,[Link] button, process flow, and data import, API, ‘quick action, Visualforce, insertlupdate DML Apex trigger, insertiupdate DML —_process,record save/delete, ‘operations. operations platformevent, schedule, Lightning. andfrom another process. components, and platform eventWorkflow ‘A workflow operates as a single if/then statement where an action is performed if a defined criteria is met in a workflow rule. = HOWTOSTART | WHENITRUNS | WHATITISFOR # Record Create «Immediately © Update record filds + Record Update # Delayed (time-based) Update parent fields © Create atask «Send an email alert + Send an outbound message Approvals Approvals also behave in a single if/then statement manner and is used to automate approval processes in an org. HOWTOSTART | WHENITRUNS | WHATITISFOR Approvals + Button «Immediately + Update record fields Link 1 Createatask «+ Process Builder « Sendanemailalert + Flow Builder «Send an outbound # Apex message Process Builder Process Builder perform actions based on a single or multiple f/then statements. Ta) ka start | WHENITRUN SECs RecordCreate © Immediately * Createarecord _» Call Apex ProcessBuilder ‘© RecordUpdate © Delayed ‘© Updatefields _ Call Quick Action ‘© Another Process (time-based) Updatedrelated «Invoke another '* Platform Event records process ‘= Submit for Send custom ‘Approval ratification ‘© Send Email Alert» Sendsurvey * CallaFlow invitation '* Post tochatter,Flow Builder Flow Builder can be used for more complex requirements and capable of providing more advanced functionality Car) aor pad MEL NEY 's RecordCreate «Immediately» Acceptuserinput © Fi ‘+ Record Update «Scheduled # [Link], ‘* RecordDelete _« Resumed(when read, update,or —_« Displayinfo ‘© PlatformEvent paused) delete records (name, address, «Schedule + Delayed «Send email etc) “Button (time-based) __« PosttoChatter_ Launch another Link # Submitrecordfor flow 1 Process Builder approval © Call Apex ‘+ Flow Builder © Sendsurvey ——_ Perform HTTP levitation callouts Flow Builder va Flow (Contd.) ‘© Sendecustom —_ Loopthrough 2 Oat ar notification records + Visuaforce Page “© Updatefielsin © Multiple decisions + Community Page any record «+ Allow users to * Ughtning Paze '* Sendoutbound _—_lookuprecords + Custom Tab message # Quick Action Notes on Screen Flows NOTES. © Steenfiows po retain user-spected vates during pauses Input valldation eros. osreen returns, dressing the previous issue of removing values without default settings. Screen flows enable refreshing values between screens. For example fuser enters the cost of services on the rst © s:[Link] otal costs displayed onthe nextscreen Changing a value onthe firstsreen allows for refreshing keeping the total cost unchanged on the next screen. However, the user revs the current screen after navigating toothers, te reactive components won't update again.Boundaries of Declarative Customization While declarative tools are designed to meet simple requirements, more functionality have been added inorder to also meet complex requirements. ‘SIMPLE USE CASES Declarative customization is generally used when the use cases are simple and out-of-the-box. functionality can be used to meet business requirements. ‘COMPLEX USE CASES Simple to complex use cases can be covered by Flow Builder, which is the primary tool for implementing declarative automations, Note that processes and workflow rules ae being retired. FUNCTIONAL LIMITATIONS Situations that still need Apex, Visualforce, or custom Lightning componentsinclude web services, ‘email processing, complex reports, complex automated record sharing, or creating a custom user interface that i not possible through standard page layout or Lightning page configuration. Boundaries of Declarative Customization DECLARATIVE TOOLS ARE CHEAPER AND FASTER Declarative tools are generally cheaper, faster, require less maintenance, receive automatic upgrades from Salesforce, and aren't subject to governor limits (withthe exception of flows and Process Builder) FLOW HAS INCREASING CAPABILITIES Flow Builder offers many capabi ‘expanding the boundaries of dectarat customization which were previously only possible through Apex code, ‘customization and reducing the need for programmatic EXTENDED CAPABILITIES For instance, Process Bullder can create a new record, or Flow Builder can delete an existing record, Both of these scenarios were previously only possible using Apex code. SCENARIOS & SOLUTIONSand Solution SCENARIO \When an opportunity iscreated by sles represenathe, the BAK saiwottie Stage fed stot undated to New and an eral Shouldbe sent tothe Sales Manage. @ SOLUTION @ Arecord-triggered flow that uses an email alert or Send Email action canbe used tomeet the requirement. Process Bullder and Workflow rules are also capable of sending an email alert when a recordis changed, Scenario and Solution ~o SCENARIO ‘The Support Manager of an organization would like to receive an ‘email whenever a case with high priority is created or edited. SOLUTION aN ‘The Send Email action of arecord-triggered flow can be used to send an email tothe support manager whenever arecordis, updated to meet the required criteria, Scenario and Solution A SCENARIO ‘Whenever an opportunity enters the’ Finalization stage, an a ‘outbound message shouldbe sent to an external system No ‘other subsequent action shouldbe performed for the ‘opportunity. SOLUTION ‘Arecord-triggered flow that sends an outbound message can be created. The flow can be configured to launch only when a record is updated to meet the condition requirements. Hence, ‘an outbound message willbe sent only when the record is Updated from a previous stage tothe ‘Finalization stage.Scenario and Solution 2 SCENARIO Support gentsof9company requires ule all center scr GAD | iterates tom to provide suportothecastnersotthe Company nthout okng at adtonaldocurentaton, @ _ SOLUTION Flow Builder can be used to create a flow with multiple screen {elements and resources to gather and present relevant Information for the support agents Scenario and Solution SCENARIO @° SY Asystem administrator of an organization is required to delete related contact records whenever an account is set to inactive. SOLUTION Aflow can be created using Flow Builder to automatically delete contact records related toan inactive account. Itcan be triggered automatically when an account is updated. Another option s invoking the flow froma process thats triggered when ‘the status of an account i set to inactive, Scenario and Solution @ SCENARIO 0° Wen required, users should be able to perform certain updates ‘to an opportunity record by clicking a button. SOLUTION Flow Builder can be used to create aflow with the necessary elements and resources. Itcan be associated with a button on the Opportunity object using the flows URL. It would be Invoked automatically when auser clicks the button.Scenario and Solution SCENARIO 0°87 Wena user "deactivates" a product by means ofa custom held, all associated opportunity line items belonging to opportunities ina certain stage should be deleted. Then, a Chatter post should ‘bemade tothe Sales Director. SOLUTION ‘Arecord-triggered flow can automatically delete the ‘opportunity line items and post to Chatter. A process but using Process Builder can also invoke aflow that performs these actions when a product record is updated, Scenario and Solution SCENARIO 02°F Anorganization has acustom object for tracking orders and, Uses Process Bullder to automatically update orders that meet certain criteria, The sales director has requested that a ‘commission record should also be created when the orders Updated bythe process. SOLUTION eae NBD frownsionca bonisedto tiene yroceasotts Seen emcee ares fee Scenario and Solution SCENARIO 9° x Apex method that can be used to publish case detailstoa JAK ‘i0c:aryplatorm needs tobe executed when acaseisclosed SOLUTION Flow Builder can cllimvocabe actions. nthis case, a e record-tiggered flow canbe created that uses an Apex actionto invoke the Apex invocable method accordingly, Note that Proce Bulder ao suppertsinvocable actions.Scenario and Solution SCENARIO )° SF nen the ciscount entered on an opportunityis greater than '5%, the opportunity should be automatically submitted to the sales manager for approval SOLUTION Flow Builder can use the Submit for Approval core action to ‘automatically submit arecord for approval. in this case, record-triggered flow is created that evaluates the discount ‘value on opportunity record, Process Bulder also supports the Submit for Approval action, (SO) Scenario and Solution SCENARIO 0° A workitemisissued, and there is anced to automatically asian Isrequired to accomplish the SOLUTION {Aflow canbe created using Flow Bullder to assign a workitem based on the required sils by using the ‘SkillsBasedRoutinginvocableAction action. Scenario and Solution SCENARIO Salesforce administrator needs to define different maximum discount values depending on the type of customer. The discount values should be easily and quickly updatable. SOLUTION ‘Acustom metadata type can be created to store the dtferent iscount values as they are isolated metadata that can easily be Updated, More importantly, custom metadata records can be referenced in formula fields and automation tools such as Flow Builder,Scenario and Solution SCENARIO ©" When auser creates an opportunity which the Amount is equals, tooris greater than a certain value, a Chatter post should be ‘created on the sales team's Chatter group. SOLUTION Flow Builder can be used to execute a Post to Chatter action ‘when the amount of an Opportunity is equal to or greater than a specified value. Inthe Post to Chatter configuration window, the Target Name or [Dof the Chatter group is specified. Note that Process Builder also supports creating Chatter posts. Scenario and Solution @ SCENARIO Before an Opportunity records deleted, a Lag record needs to be created to track the deletion for audit purposes. SOLUTION ‘Arecord-triggered flow can be created and configured torun before an opportunity is deleted, and create log to save any necessary information tot Scenario and Solution @ SCENARIO CloudTech Consulting would like to make employee requests for home-office equipments or HR communication tobe on a single process. The initial steps for these two types of requests are the same but additional information such as shipping address and shipping type must be captured if an employee is submitting arequest fora computer or tablet. A flow can be used to create the initial steps ofthe process, Another screen flow must be created which wil serve asthe referenced flow to capture the shipping information, A subflow element should be ‘added to the first flow that contains the initial steps. Itwillrun the referenced flow only when an ‘employee is requesting a computer or tablet to be delivered tohiishome.