10. Workflow and Process Automation - 12%

Actions avail in Lightning Process Builder

-Apex -Create a Record -Email Alerts -Flows -Post to Chatter -Quick Actions -Submit for Approval -Update Records

Common Approval Processes

-Expense reports -Time off requests -Hiring employees -Contracts -Discounts -Executive review

Process Visualizer

-Flow chart of approval process, visual representation of the steps -Improves communication about process

What actions can be added to workflow/approval process?

-Tasks: Assign follow-up tasks to a support rep one week after a case is updated. -Email Alert: Send sales management an email alert when a sales rep qualifies a large deal. -Field Update: Change the Owner field on a contract three days before it expires. -Outbound Message: Trigger an outbound API message to an external HR system to initiate the reimbursement process for an approved expense report.

Evaluation Criteria Options

1. *Created*: will only fire when a record is created 2. *Created, and every time it's edited*: Will fire any time a record is saved and meets the rule criteria. If you select this option, you can't add time-dependent actions to the rule. 3. *Created, and every time it's edited to subsequently meet criteria* (default): will only fire the first time the record meets the specified criteria

Approval Process Structure

1. Entry Criteria - the record must meet this criteria in order to be submitted for approval. 2. Initial Submissions Actions - these actions are taken once any record is submitted for approval. 3. Approval Steps - each approval step has its own entry criteria, approval actions, and rejection actions. 4. Final Approval Actions - these actions are taken once all users (within all approval steps) have granted approval. 5. Final Rejection Actions - these actions are taken once any user rejects the approval. 6. Recall Actions - these actions are taken when the approval is recalled (assuming that approval process allows approval recall).

Approval Process

An approval process takes action on a record based on user feedback. Whereas a workflow rule automatically takes action based on record criteria, an approval process is manually initiated by the user.

Lightning Process Builder

Configuration based tool that greatly extends the capabilities of workflow rules. 1. Select object 2. Define criteria 3. Choose action 4. Activate process -time-based capabilites -external systems can integrate

Workflow Rule

Each rule consists of: -Criteria that cause the workflow rule to run. -Immediate *workflow actions* that execute when a record matches the criteria. -Time-dependent actions that queue when a record matches the criteria, and execute according to *time triggers.* For example, Salesforce can automatically send an email reminder to the account team if a high-value opportunity is still open ten days before the close date.

Time-Dependent Workflow Actions

Time-dependent workflow actions are scheduled to execute at a specified time after the workflow rule itself has triggered. (i.e. send a welcome email 7 days after opp is closed-won)

Workflow

Workflow automates the following types of actions based on your organization's processes: -Tasks—Assign a new task to a user, role, or record owner. -Email Alerts—Send an email to one or more recipients you specify. -Field Updates—Update the value of a field on a record. -Outbound Messages—Send a secure, configurable API message (in XML format) to a designated listener