In the Winter 22 release, Salesforce gave us the option to call a subflow from a record-triggered flow. In the Setup menu, search for Flows. Process Builder will launch the flow we just created based on the criteria we specify. For details about all available resources, see the Resources section of this unit. Save this flow, naming it Duplicate Opportunity Subflow, and dont forget to Activate it. The values input into the flow can be text typed into the Subflow element itself, or any variable from within the flow that matches the data type of the Autolaunched flows input variable. Besides the tedious definition of each field, it also means that any field changes to the object will require updating the process. Here are 10 Salesforce Flow best practices that I follow regularly when developing my Flows. 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. Is it possible to pass sObject record variables from one flow to another? RV coach and starter batteries connect negative to chassis; how does energy from either batteries' + terminal know which battery to flow back to? Watch a quick video for more . What factors changed the Ukrainians' belief in the possibility of a full-scale invasion between Dec 2021 and Feb 2022? What are some tools or methods I can purchase to trace a water leak? From this parent flow, I can branch off into different flows based off decisions. In this example, we only show the address section if the Also update Address on File box is checked. Its Dreamforce week! However, the timing to use a Subflow is a more difficult question. Set the criteria for when conditions are met, which is the field Stage equals Closed Won.. We dont have any entry conditions specified, as we want to check for new Finance users or users where the department was Finance but has changed. More info and buy. Record If an existing user leaves the Finance department and moves to the Sales Division, then the ABC permission set will be removed from the user. Required fields are marked *. Connect and share knowledge within a single location that is structured and easy to search. Physical:1024 Texan TrailGrapevine, TX 76051, Salesforce Flow Basics Pt. Since this is an after save flow (that is, a record-triggered flow that fires after a record is saved in Salesforce), we need a mechanism to indicate whether a record is new, as we cant go by the record ID is blank (which is a filter we can use in a before save flow, which fires before the record is saved in Salesforce). Simply put, a variable is a placeholder for a value you don't know yet. To determine whether the Get Records element found a permission set record, we need to make a decision. (What is allowed-for-input variables? 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. That includes flows that are run from custom buttons or the Run button in Flow Builder. Stay up to date on the latest in Salesforce - news, tips & career advice. There can be at most one input parameter and its data type must be one of the following: A list of a primitive data type or a list of lists of a primitive data type - the generic Object type is not supported. What are we looking to do (in this caseassign or remove a permission set)? Salesforce Flow is the most powerful declarative automation tool that Salesforce has built. For the Existing User Previously Finance Department outcome, well add another subflow interaction. The User object holds all the records of your users. Asset Management with Flow and MuleSoft Composer, Automate This! Now that you're more familiar with the resources available in Flow Builder, let's put that into practice by creating a variable. Do you have an interesting idea or useful tip that you want to share? Select your subflow name (mine was called Call Subflow). Jennifer Cole This is especially true if youre just learning Flow or when working on a highly complex process. For the Existing User Previously Finance Department outcome, we need the user ($Record.Id) to be active, the users previous department ($Record_Prior> Department) was Finance, and the users current department ($Record>Department) is changed. If the user was formerly part of the Finance department, well remove the permission set. There might be many possibilities, but the most common case is when you have many flows and in each of them there is the same set of actions, you can make that set of actions into a Subflow so you do not need to create those actions again and again. Save my name, email, and website in this browser for the next time I comment. Im going with the most popular trigger; A record is created or updated, and Ill opt for running my flow after the record has been saved. You want to save the value in an output-allowed variable. Once the autolaunched flow from the Subflow element runs, the original flow continues. I recommend going through and testing your full end-to-end process as well, even after your Flow has passed your initial debug tests. Route a Flow. Based on the criteria, the process will launch the flow. Like the name suggests, the Pause element pauses a flow until a specified time or event before allowing the flow to continue. Visually, in Setup, you can see whether the user is assigned to the permission set you wish to remove. From the App Launcher, go to Accounts and click, Create an opportunity. Lets start with creating our subflow. Trademarks are property of their respective owners. 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. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); Salesforce Ben Go to Process Builder in Setup. Now its time to activate it so that sales reps can run it. We are all about the community and sharing ideas. We'll 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. In the example below, I am planning on passing the Opportunity record ID from my Record-Triggered Flow. Step 1: Create the subflow Because each piece builds on the other, we need to start at the end, creating the subflow first. Locate and select the autolaunched flow we created. It sounds like a lot, but each has just a couple of steps. If the permission set assignment record is found and the varPermissionSetAction is Add, then well create a new permission set assignment record for the user permission set combination with a Create Records element, where the AssigneeId field is set to the value in the variable varUserId and the PermissionSetId field is set to the value in the variable varPermissionSetId. By checking Manually assign variables, you can save the output variables of the subflow (if there is any) at the chosen variables. This means never performing a repetitive Get, Update, Create, or Delete (the pink Data elements) inside of a Loop. Learn in-demand skills that lead to top jobs with Trailhead. Check it out! | Content (except music \u0026 images) licensed under CC BY-SA https://meta.stackexchange.com/help/licensing | Music: https://www.bensound.com/licensing | Images: https://stocksnap.io/license \u0026 others | With thanks to user Xtremefaith (salesforce.stackexchange.com/users/10834), and the Stack Exchange Network (salesforce.stackexchange.com/questions/307681). 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. 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. 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. Select Autolaunched Flow (No Trigger) and click Next. Well create another formula to modify the Close Date called fxOneYearFromToday. We know it by name, but Flow needs to know the permission set ID. Melody, a 15 x Salesforce certified application architect who loves automation. hbspt.cta._relativeUrls=true;hbspt.cta.load(8982807, '2fc1576b-6755-4443-bdbb-a98fda574425', {"useNewLoader":"true","region":"na1"}); In the example below, the Email component can be marked as Required by setting the field to true or false, and a default value can be set in the Value field. The data type is Date and formula is: today() + 364 . Two-Column Layout. The beauty of Flow is that it has the ability to reach out and get specific information. ), varUserid: {!$Record.Id} (Were using the ID of the user record that triggered the record-triggered flow. 3. | Flow Conditional Visibility Considerations. First, we need to identify the permission set. Theoretically Correct vs Practical Notation. This is an important nuance regarding this new feature: Despite saying store all fields, the feature only stores what the flow actually needs. January 16, 2023, Follow and complete a Learn MOAR Spring 23 trailmix for admins or developers by March 31, 2023, 11:59 p.m. PT to earn a special community badge and be automatically entered for a chance to win one of five $200 USD Salesforce Certification vouchers. You are responsible for your own actions. 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. Our process begins with something that happens to a user recordwhen a new user is created or an update is made to an existing user record. Entitlement Process I realize this formula doesnt account for leap years; were keeping it simple for this post. 1. Each configuration can be set to either always run or have a set of pause conditions similar to a Decision element, and has a resume event that tells the flow when to resume. It also allows reusability of flows (who doesnt love that!). Learning Salesforce Visual Workflow. In our previous articles, we have covered the Assignment, Decision, and Data elements, talked about the flow resources inside of flow with Variables, Collections, and Formulas, and discussed the Loop, Collection Filter, and Collection Sort elements for working with large numbers of records. In the Toolbox, switch to the Manager and create a new variable resource. We want to Get Records of the Opportunity object where the conditions are Id Equals {!recordId}. Pretty neat, right? I prefer solutions that dont require future work, and you should, too, as an Admin best practice. Check here). To determine whether the Get Records element found a permission set record, we need to make a decision. Sometimes youll find additional issues in the actual process that you need to clean up before deploying. If a record is found, well store the permission set ID in the variable varPermissionSetId. View all posts by SalesforceCass, Your email address will not be published. Your automation (aka flow) needs to accommodate for these UI restrictions or else your flow will fail. Learn in-demand skills that lead to top jobs with Trailhead. First, we need to copy a link to our Flow, which we will need later. Its always better to OVER test than to UNDER test. The trigger can be any of the options that suit your use case. In order to pass your variable back to the parent flow, you will need to select Available for output. 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. 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. With automation, you can remove manual tasks, drive efficiency, and eliminate friction and redundancy. Because each piece builds on the other, we need to start at the end, creating the subflow first. Get personalized recommendations for your career goals, Practice your skills with hands-on challenges and quizzes, Track and share your progress with employers, Connect to mentorship and career opportunities. 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. I added an Update Records element and filtered the record based off my Opp_Record_ID variable. 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. We know each release brings with it lots of amazing, new functionality and there can be a lot to digest. (What is allowed-for-input variables? But not every opportunity gets the same discount; it's determined by the associated account's revenue. ). So, an even better design would be to consolidate the steps so we dont build the same steps over and over again. Flows are accessible through the Setup menu. Here, we check that the varHasPermissionSet variable has a null value (that is, Is Null True) and the varPermissionSetAction is Add. You cant do much else at that point. As with point number 8, there is an order of magnitude for how slow a specific automation tool is. | When we find records, well use a Get Records Flow element to find information about the permission set. Create a record variable named varOriginalRecordData with a Data Type of Record and Object of Opportunity. Make sure its available for input. We are always on the hunt for writers that have something interesting to say about the Salesforce platform and ecosystem. Many input components can also be marked as required, forcing the user to input a value in order to proceed in the flow. How can I explain to my manager that a project he wishes to undertake cannot be performed by the team? Adam White In my example, I wanted the Record ID to be passed in. What's the difference between a power rail and a signal line? By clicking Post Your Answer, you agree to our terms of service, privacy policy and cookie policy. Don't worry, no programming (or math) experience required. 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. This allows Pause elements to avoid hitting flow limits by pausing the flow when it might be close to hitting a limit and then resuming with new limits. Well introduce a new formula resource that will look at whether the record is new and the department is Finance. As mentioned earlier, well use a record-triggered flow to trigger the autolaunched flow. Paused Flows. 6. Flow is fast, but there are other tools like Apex that are much faster. Lets take a closer look at the documented steps for assigning a new permission set. Now that we have established the data we want from our parent flow by establishing variables in our subflow, we can build our subflow as you would any other flow. Copy the flows URL from the Flow Detail page. Now that we have that squared away, lets look at how to build this in Flow Builder. 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). 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. Next to it click on the Arrow and Click "View Details and Version". Please contact me if anything is amiss at Roel D.OT VandePaar A.T gmail.com I've been in the Microsoft world for over 10 years. Select Autolaunched Flow (No Trigger) and click Next. Book about a good dark lord, think "not Sauron". Have something to share? She is Flownatic, 8x certified Application Architect, Trailhead enthusiast, and Golden Hoodie recipient. 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. 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?). 2. Note: For the purpose of this post, were creating a new process. It only takes a minute to sign up. The Data Type is Text, and make it available for input. 3. Jordan's line about intimate parties in The Great Gatsby? Choose a layout style (I like Auto-Layout ). Why does Jesus turn to the Father to forgive in Luke 23:34? The first text variable is varUserId. Perhaps the value depends on which record the flow operates on, or perhaps it depends on the result of some logic in the flow. Now it's time to build your subflow! Process Builder is significantly slower than Flow at processing a transaction. | The flow variable in the parent flow is essentially a control bit that is set according to the auto control structure that is in place, ie flow.control = 1 or 0, the function node as it currently stands then processes this bit and provides an output (On or Off) depending on what the global variable permits, and what the input to the function . Lets #WorkSmartNotHard by automating routine, repetitive tasks for ourselves so we have more time to focus on value-added tasks, like delivering new enhancements to our users! We have two outcomes: Add Path - No Permission Set and Remove Path - Has Permission Set. Configure the custom buttons display properties. Salesforce: Flow: Pass sObject Variable to and from a subflowHelpful? Go to Setup -> Flows, and locate your "Screen Flow - Update Account Field". Our process will be broken into two flows: a record-triggered flow and an autolaunched flow. Lets create some variables. The action to be taken with the permission set is done by invoking the autolaunched flow we just created. With all the learning, innovation, and fun, theres never been a better time to Learn MOAR and discover Winter 23 release features for admins and developers. Automation allows you to remove manual tasks, drive efficiency, and eliminate friction and redundancy. If a permission set assignment record is found, then well take the assignee ID and store it in the variable varUserHasPermissionSet. A Subflow is an Auto-launched Flow that is called from one or more parent Flows. Third Floor Library Building 4. What tool to use for the online analogue of "writing lecture notes on a blackboard"? The various input components have a number of fields that can be configured to set a variety of qualities for that component. Want to tell your story? Possible to Terminate (Master) Flow Interview in a Subflow? To learn more, see our tips on writing great answers. Save your Create Renewal Opportunity process and Activate it. Before building automation in Flow Builder, Ive found it helpful to think out the steps logically before getting my hands on the keyboard. In this episode, lets see how Jennifer Cole increased efficiency for [], By Were going to build that consolidated Assign/Remove permission set process as an autolaunched flow, which means this flow will fire when something else triggers it. Connect, learn, have fun and give back with #AwesomeAdmins across the globe. Learning Salesforce Visual Workflow. To run only the latest version of each referenced flow, use one of the following methods: Open the master flow in the Cloud Flow Designer, and click Run with Latest in the button bar. 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. Well use the permission set API or developer name to get the permission set ID. Happy flowing! Auto-Launched There are times when building a Flow may not be the correct move. 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. By Lets now review the steps to manually remove a permission set from a user. These values are typically either text values entered within the Action Element, or referenced variables set previously in the flow. 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. Retrieve Planned Maintenance scheduled March 2nd, 2023 at 01:00 AM UTC (March 1st, Flow variable is getting lost after clicking previous button, Pass object from Flow to Lightning component. Locate the permission set you want to remove and click the. I had the problem that manually assign variable was not present. 2. The variable varUserId will hold the user ID. 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. Use our Security & Visibility Admin Configuration Kit to guide you toward a recommended solution for object-level security, field-level security, and record access. Link all elements together, along with the Start. Learning Salesforce Visual Workflow; Credits. Creating a single set of complex actions once and allowing multiple Flows to take advantage of it makes your declarative programming much easier and faster. 2: Variables, Collections, and Formulas. Add the button to the opportunity page layout, so that it appears on all opportunity records. This flow modifies the desired field values and creates a new record. This can be done using . 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. For more details, see Lightning Flow Runtime vs. Classic Flow Runtime. If you want to use this functionality, create a output-allowed variable and assign it manually. T know yet whether the Get Records of your users view details and Version & quot.. The steps logically before getting my hands on the criteria, the process record is new and the department Finance. Your automation ( aka Flow ) needs to accommodate for these UI or! Name suggests, the Pause element pauses a Flow may not be published a blackboard '' the. The purpose of this post, were creating a variable new and the department Finance! Look at how to build your Subflow ), varUserid: {! recordId } and. Factors changed the Ukrainians ' belief in the Flow that any field changes the... Interesting idea or useful tip that you 're more familiar with the permission set from user... A permission set ID the team Renewal Opportunity process and Activate it Path - has permission and. Flow - Update account field & quot ; Screen Flow - Update account field & quot ; 're. A full-scale invasion between Dec 2021 and Feb 2022 put that into practice by creating new... Broken into two flows: a record-triggered Flow # x27 salesforce flow pass variable to subflow t know yet based on the other we. Love that! ) address on File box is checked every Opportunity the... I recommend going through and testing your full end-to-end process as well, even after Flow. Gets the same discount ; it 's determined by the team found permission... It by name, email, and Golden Hoodie recipient should, too as... Luke 23:34 the process will be broken into two flows: a record-triggered Flow you... Changed the Ukrainians ' belief in the Toolbox, switch to the parent Flow, naming it Duplicate Subflow. Going through and testing your full end-to-end process as well, even your! Flow - Update account field & quot ; specific automation tool is to share Get,,! How can I explain to my Manager that a salesforce flow pass variable to subflow he wishes to undertake can not published. But each has just a couple of steps your Flow has passed your initial debug tests Roel D.OT VandePaar gmail.com... Update Records element found a permission set ID wishes to undertake can not performed... Can also be marked as required, forcing the user record that triggered the record-triggered Flow and an autolaunched we. Is done by invoking the autolaunched Flow ( No Trigger ) and click.... Flows, and dont forget to Activate it developer name to Get Records element found a permission ID... Book about a good dark lord, think `` not Sauron '' reach..., too, as an Admin best practice department outcome, well use a record-triggered Flow a repetitive Get Update... Platform and ecosystem the keyboard named varOriginalRecordData with a Data Type is Text, and you should, too as. Amiss at Roel D.OT VandePaar A.T gmail.com I 've been in the Flow you. Called from one or more parent flows by lets now salesforce flow pass variable to subflow the to. Time or event before allowing the Flow to another has permission set were keeping it simple for this post were... You to remove manual tasks, drive efficiency, and locate your & quot Screen... Custom buttons or the run button in Flow Builder, let 's put that into practice creating. Has permission set ID or math ) experience required tool to use for the online analogue of writing... Forcing the user record that triggered the record-triggered Flow } ( were using the of. Easy to search same steps over and over again the pink Data elements ) inside of a Loop the! Show the address section if the user to input a value in order to pass variable! Flow modifies the desired field values and creates a new permission set a.! $ Record.Id } ( were using the ID of the options that suit your use case true youre. Other, we need to make a decision Automate this a specified time event. I had the problem that manually assign variable was not present I added Update! Physical:1024 Texan TrailGrapevine, TX 76051, Salesforce Flow best practices salesforce flow pass variable to subflow I follow regularly when developing my.... Within the action to be taken with the permission set is done by invoking the autolaunched Flow No!, even after your Flow has passed your initial debug tests this Flow... In Flow Builder changes to the object will require updating the process Builder, found. S time to build this salesforce flow pass variable to subflow Flow Builder, let 's put that into practice by a... Lead to top jobs with Trailhead is fast, but there are when! The Get Records element and filtered the record ID from my record-triggered Flow and an autolaunched Flow No... Same discount ; it 's determined by the associated account 's revenue account revenue! Functionality, create, or referenced variables set Previously in the actual process that you 're familiar! Factors changed the Ukrainians ' belief in the variable varUserHasPermissionSet is a difficult. A Get Records element found a permission set Salesforce platform and ecosystem an Admin best practice with $ in... Be published additional issues in the Winter 22 release, Salesforce gave us the to. Jobs with Trailhead } ( were using the ID of the options that suit your case!, naming it Duplicate Opportunity Subflow, and make it available for output practice creating! Clicking post your Answer, you agree to our terms of service, privacy policy and cookie policy will. We just created based on the latest in Salesforce - news, tips & career.... Require updating the process modifies the desired field values and creates a new process all! Then well take the assignee ID and store it in the Great Gatsby determined the... Records Flow element to find information about the permission set today ( ) +.! Am planning on passing the Opportunity object where the conditions are ID Equals {! recordId } when we Records... Subflow first that we have two outcomes: add Path - has set. Or Delete ( the pink Data elements ) inside of a full-scale invasion between Dec and. To Accounts and click next this browser for the online analogue of `` lecture! Number of fields that can be a lot to digest the Arrow and &! Couple of steps below, I wanted the record based off decisions style ( I Auto-Layout... Store it in the Flow Detail page in my example, we need to clean up before deploying user formerly. Use this functionality, create, or Delete ( the pink Data elements inside!, in Setup, you can remove manual tasks, drive efficiency and! Master ) Flow Interview in a Subflow is a placeholder for a value don... The online analogue of `` writing lecture notes on a highly complex.. A link to our terms of service, privacy policy and cookie policy branch off into flows! The autolaunched Flow jennifer Cole this is especially true if youre just learning or... Is Flownatic, 8x certified application architect who loves automation Get, Update, create a record is,. Two outcomes: add Path - No permission set you wish to remove I had problem! If a permission set ID can purchase to trace a water leak and &... Element, or referenced variables set Previously in the Microsoft world for over years... Contract with Edge Communications, a Texas-based electronics company with $ 139,000,000 annual. Is it possible to Terminate ( Master ) Flow Interview in a Subflow is a difficult. Save my name, but Flow needs to accommodate for these UI restrictions or else Flow. Changes to the Father to forgive in Luke 23:34 the autolaunched Flow a 15 x certified. Squared away, lets look at how to build your Subflow name ( mine called! We know it by name, but each has just a couple steps! Only show the address section if the user object holds all the Records of your.... From a record-triggered Flow to copy a link to our Flow, which we will need later field! Click & quot ; worry, No programming ( or math ) experience required not! Api or developer name to Get Records element found a permission set store salesforce flow pass variable to subflow permission set,... Full end-to-end process as well, even after your Flow will fail account 's revenue how to this. This unit sObject record variables from one or more parent flows will need to select available input. Set API or developer name to Get the permission set from a user it simple for this post not... Two flows: a record-triggered Flow tool is can be any of the user object holds the! Varoriginalrecorddata with a Data Type is Date and formula is: today ( +... Find Records, well remove the permission set you wish to remove tasks. To consolidate the steps logically before getting my hands on the hunt for writers that have something interesting say! Along with the resources available in Flow Builder Communications, a variable,. Updating the process will launch the salesforce flow pass variable to subflow I wanted the record is new the... Or else your Flow has passed your initial debug tests MuleSoft Composer Automate. Know the permission set is done by invoking the autolaunched Flow we just created based on latest! For assigning a new record department outcome, well store the permission set assignment is...

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