First, we need to identify the permission set. After completing this unit, you'll be able to: Before you can complete this module, make sure that you complete the Build a Simple Flow project. Perhaps you were given the wrong name. This isn't a comprehensive list. 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. 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. Save this flow, naming it Duplicate Opportunity, and dont forget to Activate it. The Action type is Flow, give the action a name (Kick off Flow), and then select the flow you created in Step 2. Create the custom button. The beauty of Flow is that it has the ability to reach out and get specific information. Therefore, by passing the data into the subflow, the parent doesnt know which fields are used, so it pulls in all the fields. Choose Automatically store all fields this is the new functionality just released in Spring 20. Check here). Flow: Pass sObject Variable to and from a subflow, The open-source game engine youve been waiting for: Godot (Ep. {!$User.FirstName} is a placeholder, so when the email is sent, it displays the actual first name of the user. 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. Creating the Subflow Let's start with creating our subflow. Select only store the first record so that were only getting a single Opportunity. Mark Ross 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 realize this formula doesnt account for leap years; were keeping it simple for this post. 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. 1. If so, offer the customer an even bigger discount. It also allows reusability of flows (who doesnt love that!). 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. With the new Spring 20 Flow option to automatically store all record fields, is it possible to accomplish this with three easy steps. 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. Prior to joining Salesforce, Jen was a Koa customer, blogger (Jenwlee.com), founding co-host of Automation Hour, and a Salesforce MVP (2016-2021). However, if the user already has the permission set, no further action is needed. For this reason, I have chosen Available for input. 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. How can I change a sentence based upon input to a command? Configure the custom button's . 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. Well use the permission set developer name to find the permission set ID because #AwesomeAdmins do not hard code IDs in their automation. At the end of the URL, append the following: Verify that your URL is valid by clicking. Yes, there are four common steps between the two processes. Set Input Values If you have any allowed-for-input variables in the subflow, you can assign their value here. Please include this ErrorId if you contact support: 2129314187-211745 (-944130218). Please contact me if anything is amiss at Roel D.OT VandePaar A.T gmail.com If you have any allowed-for-input variables in the subflow, you can assign their value here. Jennifer Cole Note: You can only delete a permission set in the UI if its already enabled for the user. Use subflow input and output assignments to transfer data between the master flow and the referenced flow. 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. Note that Subflow element is only available in a Screen flow or a Scheduled-Triggered flow. The Permission Set object holds all the permission sets in your org. 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. Select the subflow we created in Step 1 Duplicate Opportunity Subflow. We want to pass our record variable from this flow into our subflow, so be sure to check the Include box and choose the {!Get_Opportunity} resource. 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. Lets now review the steps to manually remove a permission set from a user. Because each piece builds on the other, we need to start at the end, creating the subflow first. First, we need to copy a link to our Flow, which we will need later. We want to Get Records of the Opportunity object where the conditions are Id Equals {!recordId}. 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. To learn more, see our tips on writing great answers. With seven certifications under his belt and counting, hes always tackling Salesforce Trailhead to up his integration and configuration skills. Locate and select the autolaunched flow we created. 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. And if you set any variable (say flow variable) in sub flow . 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. 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. Like the first scenario, youre looking to see if theres a permission set assignment record for that user and permission set. You may be wondering how I got these cool, dark Salesforce screenshots. Watch a quick video for more . Automate This! For details about all available resources, see the Resources section of this unit. This logic can be based on values set previously in the flow as well as the result of selections or inputs on other components on the same screen. 2. 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. The value of the screen component is set to the choice value, The selected account ID is stored in the {!contact.AccountId} record variable, 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. 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! Sometimes youll find additional issues in the actual process that you need to clean up before deploying. There are two parts to this process: adding a user to a permission set and removing a user from a permission set. 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). 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. Retrieve It is inevitable that your Flow will be viewed by other Salesforce Administrators and potentially Consultants. 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. Paused Flows. 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. Why doesn't the federal government manage Sandia National Laboratories? 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. 2. For more details, see Lightning Flow Runtime vs. Classic Flow Runtime. 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. Foreword; About the Author. For example, when you develop a new Flow in a Sandbox youll be testing it against Sandbox data. If the user was formerly part of the Finance department, well remove the permission set. Flow is fast, but there are other tools like Apex that are much faster. To accomplish this task, we need a process, a flow, and a subflow. Here are 10 Salesforce Flow best practices that I follow regularly when developing my Flows. To determine whether the Get Records element found a permission set record, we need to make a decision. Possible to Terminate (Master) Flow Interview in a Subflow? Choose Variable and give it an API Name of your choosing. Flow Conditional Visibility Considerations. Stages. Once you have completed the actions of your parent flow, you can Save and Debug it. 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. A convenient use of subflows is that they are not reliant on a specific object like many other flow types are. | Select Autolaunched Flow (No Trigger) and click Next. Only flow administrators can run inactive flows. 3. We use cookies to ensure that we give you the best experience on our website. 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.. Let's say you start an email with Hi, {!$User.FirstName}. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); I started my career as a SharePoint developer but have since found myself intrigued by concepts such as workflows, automation, APIs and business processes. In order for our record-triggered flow to call or invoke an autolaunched flow, we need to build the autolaunched flow first. The Lookup component uniquely allows you to replicate an existing Lookup field in your Salesforce Org for use in the Flow. More info and buy. In the Winter 22 release, Salesforce gave us the option to call a subflow from a record-triggered flow. Set the Object to Opportunity, and start the process when a record is created or edited. Cheers, Visually, in Setup, you can see whether the user is assigned to the permission set you wish to remove. Jennifer is a Salesforce Senior Admin Evangelist at Salesforce and the host of our live streamed series Automate This! Learn in-demand skills that lead to top jobs with Trailhead. Can the Spiritual Weapon spell be used as cover? Finally, save your flow and select Activate. | You can build it anyway you like, but you wont have direct access to the record as you do with Record-Triggered Flows. Subflow Subflows from Record-Triggered Flows in Salesforce. 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. Managing Director at Sensible Giraffe, passionately educating others via high-quality blog content and training courses including the Ultimate Salesforce Flow Foundation Course. 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. Creating Flow through Point and Click; Creating the building blocks of Flow; Creating a variable; Creating a collection variable; Creating an SObject Variable (What is allowed-for-input variables? And, in order for a permission set to be removed, the user must be assigned to the permission set. Ackermann Function without Recursion or Stack. Your email address will not be published. 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. If the Debug action is called from the parent flow, it will also log through to the subflow. This allows you to pass in a variable from another flow (which will be our parent flow). 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. 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. If youve done everything correctly, when an Opportunity reaches a Closed Won stage, Process Builder will send the record ID to the Flow Duplicate Opportunity. I think of it as a Tupperware container. Within the screen element, the header and footer settings are configured, and components are dragged from the side menu and organized on the screen as needed. Feel free to reach out if you would like to discuss anything. The record-triggered flow starts when a user record is created or edited. You can't reference a field from a Salesforce record directly, so the field value must be stored in the flow using a variable. A Trailblazers Insights from Migrating Workflow Rules to Flow, Automate This! Formulas. Your automation (aka flow) needs to accommodate for these UI restrictions or else your flow will fail. This flow will run every time a record is created or edited on an Opportunity (but this can be any object you want). 4. What is a Salesforce MVP & How Do I Become One? For the Existing User Previously Finance Department outcome, well add another subflow interaction. Melissa says, when a record meets a specific criteria, I want to duplicate the record, adjust some values, and save the new record. This made me think: While Salesforce doesnt offer a duplicate record action, there are a couple of different ways to accomplish this. 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