Sasforce Flows

Salesforce Flows

Overview

Lightning flows (or simply flows) help you automate complex business processes and manual data entry. Flows let you work smarter, not harder, by saving your users time and making sure the required tasks are accomplished correctly.

As a Salesforce admin, flows are one of the most powerful tools in your toolbelt — when set up properly, flows make you look like a rockstar to your sales team, but if your flows aren’t configured correctly, they might be difficult to manage or make a mess (also kind of like a rockstar).

What is a Flow in Salesforce?

In Salesforce, a flow is an application that automates complex business processes. Simply put, it collects data and then does something with that data.

Flow Builder is the declarative interface used to build individual flows. Flow Builder can be used to build code-like logic without using a programming language.

Flows fall into five categories:

Screen Flows: These are flows that have a UI element and require input from users. These types of flows are either launched as an action or embedded as an element on a Lightning page.

Schedule-Triggered Flows: These autolaunched flows launch at a specified time and frequency for each record in a batch, and they run in the background.

Autolaunched Flows: Run automated tasks with this flow type. Autolaunched flows can be invoked from process builder, from within an Apex class, from a set schedule, from record changes, or from platform events.

Record-Triggered Flows:These autolaunched flows run in the background when a record is created, updated, or deleted.

Platform Event-Triggered Flows:When a platform event message is received, these autolaunched flows runs in the background.

When/why should I use a flow?

To answer this question, we really need to look into what automation is needed. In most cases, the type of automation to use for a specific process is determined by evaluating where the data for the processes originates from and where it needs to go. Consider whether what you need to accomplish is best handled by a flow, workflow field update, or a process.

Flows are able to create, edit, and delete any record passed into the flow. Records do not have to be related in order to pass data in a flow. Flows can also be scheduled to run on a set interval with a collection of records.

The workflow field update can write data to the same record that invoked the workflow rule, or to the master record of a master-detail relationship on the record that invoked the rule. Workflow rules are not able to create, edit, or delete records.

Processes, created in the Process Builder, can write data to the same record that invoked the process, or to records related by either lookup or master-detail relationships. Processes can also create records, but they cannot delete them. Processes also cannot query records unrelated to the invoking record.

When should I not use a flow?

Generally, you should not use a flow in the following situations:

There is complicated logic involved that is better managed with Apex code. An example of this is the flow shown in the Overview section. The logic in this flow is so complicated that it makes debugging a pain, plus it makes documenting and managing the flow difficult.

Your Salesforce edition limits how many flows you can create. Essentials and Professional editions of have a limit of five processes (per process type) and flows (per flow type) in each organization. For most logic in these editions, it is easier to use a process.

How do I create a flow in Salesforce?

Open Flow Builder. From Setup, enter “Flows” into the Quick Find box, select Flows, and then click New Flow.

Select the Flow Type, then click Create

Drag the elements you want to use onto the canvas. Each element represents an action that the flow can execute. Examples of such actions include reading or writing Salesforce data, displaying information and collecting data from flow users, executing business logic, or manipulating data.

Connect the elements to determine the order in which they’re executed at run time. Don’t forget to connect the Start element to another element!

Save your flow.

After you build a flow, make sure that it’s working correctly by thoroughly testing it. Once you’ve tested it, activate the flow. You’re now ready to distribute the flow to users.

 Pro tip: Flows can be executed in several ways, depending on who the flow is designed for. Internal users, external users, or systems can run a flow, or a flow can be deployed for another organization. Just remember, no matter how you execute it…you’ve got to go with the flow.

Testing Flows

To test a flow, click the Debug button on the canvas, input your variables, and click Run. Then run through the flow to make sure it works properly. This process is especially helpful with screen flows.

Note that as of the Winter 2021 Salesforce release, a beta feature called Debug on Canvas is available. This feature makes flow debugging easier by visually demonstrating the path your flow will take when it runs. It also shows query limits of the flow in the debug details. Additionally, debugging now offers a two more options than it did previously: Run flow as another user, and Run flow in rollback mode.

Where is the Flow Builder in Salesforce?

To find the Flow Builder in Salesforce (Lightning) navigate to Setup > Process Tools > Flows.

What are the different Flow Types in Salesforce?

Auto-Launched Flows with No Flow Trigger

These flows don’t require user interaction, and they don’t support screens, local actions, choices, or choice sets. The available distribution methods available are:

·        Flow actions

·        Lightning pages

·        Lightning community pages

·        Custom Aura components

·        Custom Lightning web components

·        Custom buttons or custom links

·        Web tabs

·        Direct flow URLs

·        Visualforce pages

·        Lightning out

·        Embedded service deployments

Auto-Launched Flows with a Schedule Trigger

These flows only run from a schedule that the user sets. They don’t support user interaction, screens, local actions, choices, or choice sets. The available distribution methods are:

·        Processes

·        Custom Apex classes

·        REST API

·        Web tabs

·        Custom buttons or custom links

·        Visualforce pages

Screen Flows

Screen flows require user interaction because they include screens, local actions, steps, choices, or dynamic choices. Screen flows don’t support Pause elements. A schedule-triggered flow only runs at the scheduled time and frequency.

Auto-Launched Flows with a Record Trigger

These flows are designed to quickly make simple changes to a record when the record is created, updated, or deleted. They can also be configured to make those changes either before or after the record has been saved to the database. In a before-save flow, the supported elements are Assignment, Decision, Get Records, and Loop. After-save flows have access to all flow capabilities, but they cannot launch sub flows.

User Provisioning Flow

User provisioning flows provision users for third-party services. You could use this flow type to customize the user provisioning configuration for a connected app, linking Salesforce users with their Google Apps accounts. A user provisioning flow can only be implemented by associating it with a connected app when running the User Provisioning Wizard.

Field Service Mobile Flow

These flows require user interaction because they have one or more screens.

Field Service Embedded Flow

These flows require user interaction because they have one or more screens.

Contact Request Flow

These flows require user interaction because they have one or more screens. Use one of the following Experience Builder components to add this flow:

·        Contact Request Button & Flow (launch the flow in a popup window)

·        Flow (embed the flow directly on the page)

How do you call a flow from a button in Lightning?

Since Winter 2018, Salesforce has offered an easy way to trigger a flow using a Quick Action button in Lightning.

Note: Only screen flows or field service mobile flows may be launched from a Quick Action button.

1.  Create a custom action for the record in question by navigating to Object Manager > (Object Name) > Buttons, Actions and Links.

2.  Select “Flow” as the type for the custom action.

3.  Configure the custom action to reference the flow, then name it.

4.  Add the custom action to the page layout of your choice.

Common Mistakes When Designing Flows

We see a lot of flows here at Kicksaw, and we build even more of them. Here are some common and avoidable mistakes we’ve identified:

·        Using the wrong field or variable

·        Not checking for null values

·        Too many SOQL queries

·        Object & field-level security for running user

·        No access to running flows