Go to Process Builder in Setup. Give it a name (Assign Values). 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. It also removes a lot of the room for human error, while reducing maintenance and testing time. Don't worry, no programming (or math) experience required. 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. ), varPermissionSetAction: Remove (This specifies we want to remove a permission set. If the user doesnt have the permission set, no action is needed. If your org is fairly new and youve only built automations using Flows, this makes your job easier keep using Flows! Weve created the subflow, so now lets create the flow that calls it. 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. The Pause element can only be used in autolaunched flows and scheduled flows, and flows including a pause element cannot be called by record triggered flows or screen flows. Handle Errors. Gone are the days you need Post-It notes to remind you to manually add and remove users from permission sets. Third Floor Library Building 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. {!$User.FirstName} is a placeholder, so when the email is sent, it displays the actual first name of the user. 4. As an admin best practice, you should only have one process per object. Making statements based on opinion; back them up with references or personal experience. Automatically Assign and Remove a Permission Set. If a permission set assignment record is found, then well take the assignee ID and store it in the variable varUserHasPermissionSet. One more thing before we get into Flow Builder. ), varUserid: {!$Record.Id} (Were using the ID of the user record that triggered the record-triggered flow. Learn in-demand skills that lead to top jobs with Trailhead. One of the main reasons you wouldnt want to hardcode Ids is because they will often change when shifting from one environment to another. Let's go over the basic kinds of flow resources available in Flow Builder. 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. You are responsible for your own actions. Besides the tedious definition of each field, it also means that any field changes to the object will require updating the process. Select Object Manager from the top of the Setup page. Otherwise, the variable will be empty, signifying the user does not have a permission set. Ive laid out the steps and explained everything below, so lets take a look at how to get this done with the incredible tools now available to us in Spring 20. Just recently, I ventured into the world of Salesforce and integration software. Now that you're more familiar with the resources available in Flow Builder, let's put that into practice by creating a variable. More info and buy. First, we need to identify the permission set. Extend Toolbox. The last and fifth text variable is varUserHasPermissionSet. They often have at least one variable that has been made available for Input and another that has been made available for Output. (What is allowed-for-input variables? Now that the record variable exists, we can add a formula to modify the Opportunity Name. If you want to use this functionality, create a output-allowed variable and assign it manually. Two-Column Layout. for example, outbound properties from application A can be access in application B as inbound properties if it pass through HTTP outbound endpoint. Duplicate Opportunity Subflow will then modify the Name, Close Date, and Stage, and create a new duplicate record. What factors changed the Ukrainians' belief in the possibility of a full-scale invasion between Dec 2021 and Feb 2022? Navigate to Setup. Because each piece builds on the other, we need to start at the end, creating the subflow first. This flow will run every time a record is created or edited on an Opportunity (but this can be any object you want). Feel free to reach out if you would like to discuss anything. The Pause element can have a number of configurations set when it is added to the flow. Testing is an important part of building a flow. Occasionally you may build a Flow that has a lot of complexity and runs a lot of calculations. Jordan's line about intimate parties in The Great Gatsby? Salesforce: Flow: Pass sObject Variable to and from a subflowHelpful? Live. Constants are like variables, except theyre designed to simply hold a non-variable value that always stays the same. | Pretty neat, right? Below, we access the AccountId lookup field on the Opportunity object: Some components such as the Text component also allow their input to be validated by defining an error message and formula to trigger the error. Do you have an interesting idea or useful tip that you want to share? Its Dreamforce week! The word variables can make you think of algebra classes or writing code in some scary language like Apex. This will store the user ID passed from the record-triggered flow. Heres what we want to do at a high level: When an Opportunity is set to Closed Won: You could use Process Builder with a Create Record action, but this requires you to define every field, one-by-one. Lets start with creating our subflow. In my example, I will update the Stage field value in the record. However, the timing to use a Subflow is a more difficult question. Only flow administrators can run inactive flows. Note that unlike validation rules elsewhere in Salesforce, these validation formulas trigger the error when they evaluate to false rather than true. Your email address will not be published. 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. Restrictions apply. How do I pass variables from a Process to a Flow? Like the name suggests, the Pause element pauses a flow until a specified time or event before allowing the flow to continue. 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. Here, we check that the varHasPermissionSet variable has a value (that is, Is Null Falsetwo negatives equals a positive) and the varPermissionSetAction is Remove. You may even build some sort of complex calculation that youd like to use in another Flow. For our use case, when theres a new Finance user or a user has left Finance, we want the permission set to either be assigned or removed. You may be wondering how I got these cool, dark Salesforce screenshots. Link all elements together, along with the Start. Possible to Terminate (Master) Flow Interview in a Subflow? From the App Launcher, go to Accounts and click, Create an opportunity. 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. By In each step of the flow (the elements added to the canvas), you can reference flow resources instead of manually entering values. Retrieve | 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). The action to be taken with the permission set is done by invoking the autolaunched flow we just created. As with point number 8, there is an order of magnitude for how slow a specific automation tool is. For example, if I provide the user the ability to jump into a screen subflow to create an Account or Contact (which I would store in an sAccount or sContact variable with "output" enabled. 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. Choose Automatically store all fields this is the new functionality just released in Spring 20. We are all about the community and sharing ideas. 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. The various input components have a number of fields that can be configured to set a variety of qualities for that component. Salesforce Announces New WhatsApp Integrations, Free Salesforce Associate Practice Exams: Available Now, 30 Salesforce Admin Interview Questions & Answers, Top 50 Salesforce Interview Questions & Answers, 19 Tips to Optimize Your Salesforce UI for Improved Adoption, Design, Distribute, Collect, and Analyze Survey Performance Natively in Salesforce [In-Depth Overview], Automatically Launch a Salesforce Approval Process. Managing Director at Sensible Giraffe, passionately educating others via high-quality blog content and training courses including the Ultimate Salesforce Flow Foundation Course. The record-triggered flow we build will look like this. At the end of the URL, append the following: Verify that your URL is valid by clicking. In this episode, lets see how Rebecca Glasser migrates and consolidates [], By Now that we have that squared away, lets look at how to build this in Flow Builder. Faults and errors are bound to happen when working with Flows and other automation. Send Emails. 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. Run the master flow from the flow URL appended with ?latestSub=true. Multi-Select Components. Search for Flows in the Quick Search Box. Flow elements that can pull data into the flow, such as a Get Records element or a Post to Chatter core action, always prompt you to store that data in a variable. 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. 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). Navigate to the users Permission Set Assignments list. Adam White Jennifer is a Salesforce Senior Admin Evangelist at Salesforce and the host of our live streamed series Automate This! One simple thing you should do when building or editing a Flow is to ensure that each Description value is filled out with a meaningful description of what that particular Element is used for. 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. If a record is found, well store the permission set ID in the variable varPermissionSetId. Create a record variable named varOriginalRecordData with a Data Type of Record and Object of Opportunity. Make sure its available for input. Select Record-Triggered Flow, click Next and choose a layout style. Flow Formula Builder. Working with Data. If you have any allowed-for-input variables in the subflow, you can assign their value here. Could I then receive that from my calling flow? 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). In the Winter 22 release, Salesforce gave us the option to call a subflow from a record-triggered flow. 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. The best answers are voted up and rise to the top, Not the answer you're looking for? This translates into a record-triggered flow. 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 . Go to Setup -> Flows, and locate your "Screen Flow - Update Account Field". Process Builder is significantly slower than Flow at processing a transaction. 3. Gloucestershire 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. With seven certifications under his belt and counting, hes always tackling Salesforce Trailhead to up his integration and configuration skills. 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. You cant do much else at that point. This isn't a comprehensive list. The new Opportunitys name includes the text [Renewal] and a close date one year from now. This flow modifies the desired field values and creates a new record. 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. 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. With Flow, you can automatically assign and remove permission sets to/from a user as long as certain conditions are met. 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. Flows are accessible through the Setup menu. Pull Once you have completed the actions of your parent flow, you can Save and Debug it. First, we need to copy a link to our Flow, which we will need later. 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! Visually, in Salesforce Setup, youd be able to see in the UI whether the user is already assigned to the permission set. 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. Since delving into Microsoft's world of Power Platform, I wanted to expand my knowledge in other technologies (for those still interested in Microsoft content, the link is below for my other blog). All variables from the Subflow that are marked as Available for output can then be referenced as resources by the original flow. Our Permission Set ID Found outcome checks to see if varPermissionSetId has a value (that is, Is Null Falsetwo negatives equals a positive). No matter what your problem is, no matter how complex or nuanced, you can always reach out to the Salesforce Community to help. and regarding sub flow, you can get all the variables defined in a flow in a sub flow as it uses the context of the main flow it calls. Go to Manager and click New Resource. Whats a variable, you ask? Now, youll create five text variables. Based on the criteria, the process will launch the flow. 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. I added an Update Records element and filtered the record based off my Opp_Record_ID variable. Book about a good dark lord, think "not Sauron". Then, the subflow does all the hard work. Every flow resource is a placeholder, but variables are the only resource that can change during the flow, hence the name "variable.". 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