Workflow/Process Automation

T/F. A process can have up to 50 versions, and all 50 versions of a process can be active.

False. A process can have up to 50 versions, but only one version of a process can be active.

Process Builder

Multiple if/then statements. The Process Builder is a tool that lets you automate business processes using a convenient graphical representation of your process as you build it. Automated processes in the Process Builder consist of: Criteria that determine when to execute action groups and Immediate and scheduled actions to execute when those criteria are met.

With the Process Builder, you can execute a wide range of actions, including:

Create a record Update any related record Use a quick action to create a record, update a record, or log a call Launch a flow—flows are another automation tool ideal for complex branching logic Send an email Post to Chatter Submit for Approval

Task

Create a task. For example, assign follow-up tasks to a support representative.

Automated processes in the Process Builder consist of:

Criteria that determine when to execute action groups Immediate and scheduled actions to execute when those criteria are met Any change that causes a record to match the criteria automatically triggers the action group.

Workflow rules can be broken into two main components:

Criteria: the "if" part of the "if/then" statement. In other words, what must be true of the record for the workflow rule to execute the associated actions. Actions: the "then" part of the "if/then" statement. In other words, what to do when the record meets the criteria. In the raining example, the criteria is "it's raining" and the action is "bring an umbrella". If the criteria isn't met (it isn't raining), then the action isn't executed (you don't bring an umbrella).

Every flow is made up of the same three building blocks.

Elements (1) are what appear on the canvas. To add an element to the canvas, drag it there from the palette. Each element represents an action that the flow can execute, such as looking up a specific account (Record Lookup) or collecting input from flow users (Screen). Connectors (2) define the path that the flow takes at runtime. They tell the flow which element is second, third, fourth, etc. Resources (3) are containers that represent a given value, such as field values or formulas. You can reference resources throughout your flow. For example, look up an account's ID, store that ID in a variable, and then update that account by referencing the stored ID.

As far as what the action does, here are the different actions that you can add to a workflow rule. Each of these actions is available as both immediate and time-dependent actions:

Email Alert Task Field Update Outbound Message

Cloud Flow Designer

a point-and-click tool that you can use to design flows.

Flow

an application that automates a process by collecting, updating, editing, and creating Salesforce data. Flows can execute logic, interact with the Salesforce database, call Apex classes, and guide users through screens for collecting and updating data. Most often, flows are built by using the Cloud Flow Designer.

Time-dependent actions

are executed at a specific time, such as 10 days before a record's close date. When that specific time passes, the workflow rule re-evaluates the record to make sure that it still meets the rule criteria. If the record does, the workflow rule executes those actions.

Immediate actions

like their name suggests, are executed as soon as the workflow rule finishes evaluating the record. Example: when a new high-value opportunity is created, email the opportunity team.

If you create processes to replace any workflow rules,

make sure you delete or deactivate those workflow rules when you activate the equivalent processes. Otherwise, both workflow rules and processes fire and cause unexpected results, such as overwritten records or redundant email messages.

flow versions

A flow can consist of multiple flow versions. Once you've activated a flow, you can't make changes to it. You can, however, make the necessary changes to a new version of that flow and later activate the new version.

flow interview

A flow interview is a running instance of a flow. When you distribute a flow, users interact with individual interviews of that flow.

Workflow

A single if/then statement, that starts when a record is changed, and only creates tasks Workflow lets you automate standard internal procedures and processes to save time across your org. A workflow rule is the main container for a set of workflow instructions. These instructions can always be summed up in an if/then statement. For example: If it's raining, then bring an umbrella.

Approvals

A single if/then statement. It's likely that you're familiar with process automation in the form of workflow rules. Approvals take automation one step further, letting you specify a sequence of steps that are required to approve a record.

time trigger

Before you can add a time-dependent action to a workflow rule, you first have to identify when those scheduled actions should be executed. Enter the time trigger. When you create a time trigger, you identify a time at which you want Salesforce to execute certain actions. To do so, you select a date or date/time field and specify an amount of time before or after that field. For example, the following time trigger starts a month before an account's service contract expires.

"Do I need to get information from a user?"

If your answer is Yes, use Visual Workflow. If your answer is No (i.e. it can run completely in the background), start with the Process Builder. If your process is too complex for what the Process Builder allows you to do, then use Visual Workflow.

In short, Visual Workflow is the _________, Cloud Flow Designer is the __________, and flows are __________________________________________.

In short, Visual Workflow is the product name, Cloud Flow Designer is the tool, and flows are the thing that you create.

Outbound Message

Send a secure, configurable API message (in XML format) to a designated listener. For example, send a message to an external HR system to initiate the reimbursement process for an approved expense report.

Email Alert

Send an email by referencing an email template. For example, email sales management when a sales representative qualifies a large deal.

T/F. To delete an active flow version, first deactivate it. If a flow has any paused or waiting interviews, it can't be deleted until those interviews are finished or deleted. Flows that have never been activated can be deleted immediately.

True

T/F. With the Process Builder, you can even schedule actions to trigger at specified times. If you need your process to do more than what those actions allow, you can even call Apex from a process.

True

T/F. You can add scheduled actions only if the process starts when a record is created, or if the process starts when a record is created or edited and you select Yes when asked "Do you want to execute the actions only when specified changes are made to the record?"

True

Field Update

Update a field on the record that the workflow rule evaluated or a related record. For example, when a user record is created, set the Active field to true.

Visual Workflow

Very Complex. the product that encompasses the process of designing, managing, and running flows. Visual Workflow lets you automate business processes by building flows and distributing them to the right users or systems. A flow is an application that can execute logic, interact with the Salesforce database, call Apex classes, and collect data from users. You can build flows by using the Cloud Flow Designer.