Save my name, email, and website in this browser for the next time I comment. Connect and share knowledge within a single location that is structured and easy to search. Navigate to Setup. The flow transaction that started the flow ends when the flow is paused, and a new transaction is created when the flow resumes. 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. Flow Conditional Visibility Considerations. 1. For example, when you develop a new Flow in a Sandbox youll be testing it against Sandbox data. Route a Flow. Search for Flows in the Quick Search Box. For the Existing User Previously Finance Department outcome, well add another subflow interaction. Let's go over the basic kinds of flow resources available in Flow Builder. First things first. In our next step, we need to determine whether the Get Records element found a permission set assignment record for that user and permission set using another Decision element. The concepts here depend on the flow you build in that project. In this case, the variable must be named recordId (and case is important). 4. | Another valuable piece of information well get to within the process is whether the user is already assigned to the permission set. I started out as a SharePoint developer but have since found myself intrigued by other aspects of Microsoft 365 including the Power Platform, Stream and Teams. The Subflow element is used to trigger an autolaunched flow within the same transaction as the original flow. 2: Variables, Collections, and Formulas. 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. Hence, well use a Decision element. Sun Street You can build it anyway you like, but you wont have direct access to the record as you do with Record-Triggered Flows. 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. Automatically Assign and Remove a Permission Set. | Now lets add the Subflow element we created earlier to the canvas. 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. Our process will be broken into two flows: a record-triggered flow and an autolaunched flow. For our business requirements, when a new Finance user is added to Salesforce, the ABC permission set will be assigned. A convenient use of subflows is that they are not reliant on a specific object like many other flow types are. Did you notice how long it took before we even logged in to Salesforce to configure?! {!$User.FirstName} is a placeholder, so when the email is sent, it displays the actual first name of the user. You want the variable to have a neat name to reference it later. Link all elements together, along with the Start. Its Dreamforce week! In the below example, the Send Email action is used to send up an email using a Text Template variable for the body, a text variable for the Subject, a text collection variable to store the list of recipient emails, and allowing the email body to contain Rich Text. Strange behavior of tikz-cd with remember picture. 1. Flow Variable Considerations. We use cookies to ensure that we give you the best experience on our website. Notify me of follow-up comments by email. If youve created a new Record Type in Sandbox and push it to a new environment alongside the Flow, the Record Type Id will change when it is recreated in the new environment. 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. What I want to do in the master is select the record and pass that off to the subflows which will alter the data and then pass it back out and set a "Data Changed" variable so the master know if it has to save the record. Multi-Select Components. If the permission set assignment record is found and the varPermissionSetAction is Add, then well create a new permission set assignment record for the user permission set combination with a Create Records element, where the AssigneeId field is set to the value in the variable varUserId and the PermissionSetId field is set to the value in the variable varPermissionSetId. hbspt.cta._relativeUrls=true;hbspt.cta.load(8982807, '2e808a3b-017e-4e29-8386-63566ccf5294', {"useNewLoader":"true","region":"na1"}); When the Subflow element is used to call another flow, any variables within the Autolaunched flow marked as Available for input will appear in the Subflow element to accept input from values for the flow to use. With Learn MOAR, []. While we can design each process as its own process and its own flow, did you notice what both processes have in common? Otherwise, the variable will be empty, signifying no permission set. 2. Locate the permission set you want to remove and click the. Login to Salesforce. If the user doesnt have the permission set, no action is needed. December 15, 2022, Welcome to another Automate This! In this live-streamed video series, we cover all things automation, from use cases and best practices to showcasing solutions built by #AwesomeAdmin Trailblazers like you. As the name of the auto-generated variable is very length. Entitlement Process It sounds like a lot, but each has just a couple of steps. For example, if there is a complex calculator that needs to be triggered at various stages of the Lead, Opportunity, and Contract objects but the output relies on a State/Region text value and various currency values, a single autolaunched flow can be created with input variables for the State/Region and Currency values that can be called by flows from each other object. Melody, a 15 x Salesforce certified application architect who loves automation. 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. A Subflow is an Auto-launched Flow that is called from one or more parent Flows. Click Buttons, Links, and Actions and then New Button or Link. Making statements based on opinion; back them up with references or personal experience. Well introduce a new formula resource that will look at whether the record is new and the department is Finance. User and Permission Sets are objects. 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. The sample opportunity is for a one-year service contract with Edge Communications, a Texas-based electronics company with $139,000,000 in annual revenue. Lets go through the steps of setting up Subflow. Sometimes youll find additional issues in the actual process that you need to clean up before deploying. To determine whether the Get Records element found a permission set record, we need to make a decision. Working with Data. Jennifer Cole There are two parts to this process: adding a user to a permission set and removing a user from a permission set. Reinforcing testing and the use of sub flows are especially welcome reminders when pressure is on to meet deadlines. Next, add an Assignment Element to the canvas. Note that unlike validation rules elsewhere in Salesforce, these validation formulas trigger the error when they evaluate to false rather than true. Lets now review the steps to manually remove a permission set from a user. Now, you can configure Salesforce to remember for you. Heres how you configure the Decision element: For the New Finance User outcome, well add a subflow interaction, which will allow this record-triggered flow to invoke the autolaunched flow. Again, similar to the process of assigning a permission set, we need to identify the permission set to get the permission set ID. Next, select Opportunity. The documentation on invocableMethod clearly states that you can pass in a list of a sObject type. A variable acts as a placeholder for the discount percentage and is set to a different percentage based on the flow logic. PermissionSetId: This is the permission set ID. Click the down arrow in the Calculate Discounts row, then click View Details and Versions. Learn in-demand skills that lead to top jobs with Trailhead. When you re-use an autolaunched flow in another flow, it's called a subflow. This can allow users to review and act upon lists of records one at a time until each is resolved. In my example, I will update the Stage field value in the record. As a result, you should be able to access things like Record Ids or Record Type Ids with ease, without having to hardcode them. With automation, you can remove manual tasks, drive efficiency, and eliminate friction and redundancy. Subflows are a great way to reuse flow functionality without having to create the same or very similar flows more than once across your Salesforce Org, which can save time creating the automation and makes it much easier to manage going forward. Your email address will not be published. Save this flow, naming it Duplicate Opportunity Subflow, and dont forget to Activate it. Whats a variable, you ask? This allows you to only show the fields that are relevant to your user and help to consolidate the number of flow elements used by allowing a single screen element to hold the input and display values for a number of situations. 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. Stay up to date on the latest in Salesforce - news, tips & career advice. 1. The Action element allows for standard or custom actions to be launched from the flow for a variety of uses. 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. Save your Create Renewal Opportunity process and Activate it. Like the name suggests, the Pause element pauses a flow until a specified time or event before allowing the flow to continue. Set the Object to Opportunity, and start the process when a record is created or edited. Select the variable {!varOriginalRecordData}. Screen elements can be used in loops to allow the user to view, input, and make choices based on values in each item in a loop. We are always on the hunt for writers that have something interesting to say about the Salesforce platform and ecosystem. Occasionally you may build a Flow that has a lot of complexity and runs a lot of calculations. And if you set any variable (say flow variable) in sub flow . Give the formula a name (fxModifyOpptyName) and data type of Text. Foreword; About the Author. Finally, add a Create Records element to the canvas, giving it a name (Create Records). In order to pass your variable back to the parent flow, you will need to select Available for output. Choose Automatically store all fields this is the new functionality just released in Spring 20. If no record is found, well set the variable to null. But not every opportunity gets the same discount; it's determined by the associated account's revenue. The trigger can be any of the options that suit your use case. Select Record-Triggered Flow, click Next and choose a layout style. To determine whether the Get Records element found a permission set record, we need to make a decision. 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. There might be many possibilities, but the most common case is when you have many flows and in each of them there is the same set of actions, you can make that set of actions into a Subflow so you do not need to create those actions again and again. 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. Prior to joining Salesforce, Jen was a Koa customer, blogger (Jenwlee.com), founding co-host of Automation Hour, and a Salesforce MVP (2016-2021). This means that you can configure the subflow to accept more generic values such as text or number variables and call it from any object that contains the needed values to perform a specific logic or calculation, and then return that to the original flow. Tewkesbury Jordan's line about intimate parties in The Great Gatsby? Use Flows with Slack. Cheers, There are thousands of passionate Salesforce advocates willing to help where they can and provide answers and assistance where required. Duplicate Opportunity will get all of the records fields and pass them to the subflow Duplicate Opportunity Subflow. Watch a quick video for more information on what a variable is. 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. List the resources available in Flow Builder. This will store the permission set ID when we query the Permission Set object using the value in the varPermissionSetName variable. View all posts by SalesforceCass, Your email address will not be published. Configure the custom button's . Now we need to set up the parent flow to call our subflow. Mark Ross And were done! This will store the permission set API or developer name passed from the record-triggered flow. Learn how to participate and review the Official Rules by [], By Your automation (aka flow) needs to accommodate for these UI restrictions or else your flow will fail. Use our Security & Visibility Admin Configuration Kit to guide you toward a recommended solution for object-level security, field-level security, and record access. If your org is fairly new and youve only built automations using Flows, this makes your job easier keep using Flows! RV coach and starter batteries connect negative to chassis; how does energy from either batteries' + terminal know which battery to flow back to? Salesforce Flow is the most powerful declarative automation tool that Salesforce has built. What are some tools or methods I can purchase to trace a water leak? If the Debug action is called from the parent flow, it will also log through to the subflow. How do I pass variables from a Process to a Flow? Just recently, I ventured into the world of Salesforce and integration software. 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. Before you assign a permission set, you need to ensure the user isnt already assigned to the permission set. 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. If the user has the permission set, the next step is to remove it (or delete the permission set assignment record). Perhaps the value depends on which record the flow operates on, or perhaps it depends on the result of some logic in the flow. 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. Could I then receive that from my calling flow? For the user who is no longer a Finance user, a permission set will be removed. 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 . A permission set assignment record has two important attributes: A user can have none or many permission sets, which would be reflected in the Permission Set Assignment object. If you continue to use this site we will assume that you are happy with it. Projective representations of the Lorentz group can't occur in QFT! 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). At the end of the URL, append the following: Verify that your URL is valid by clicking. By In order for our record-triggered flow to call or invoke an autolaunched flow, we need to build the autolaunched flow first. It is inevitable that your Flow will be viewed by other Salesforce Administrators and potentially Consultants. 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. In this article we will be covering the remaining set of flow elements: Screen, Pause, Action, and Subflow. We'll 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. Select the object in which you want to access the record data from. Add the button to the opportunity page layout, so that it appears on all opportunity records. Can the Spiritual Weapon spell be used as cover? No matter what your problem is, no matter how complex or nuanced, you can always reach out to the Salesforce Community to help. The User object holds all the records of your users. For details about all available resources, see the Resources section of this unit. Simply enter 'Flows' into the Quick Find box, and create a new Flow to get started. And, in order for a permission set to be removed, the user must be assigned to the permission set. In the Winter 22 release, Salesforce gave us the option to call a subflow from a record-triggered flow. Select Autolaunched Flow (No Trigger) and click Next. This decision puts the guardrails in place in Flow, where these same guardrails are already in the permission set UI. Join our group of 500+ trusted guest posters Click here to start the conversation. Well include the three input variables and pass the following information to our subflow: This will tell the subflow that I want to remove the ABC permission set from the user record that triggered the process. We dont have any entry conditions specified, as we want to check for new Finance users or users where the department was Finance but has changed. 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. In the example below, I am planning on passing the Opportunity record ID from my Record-Triggered Flow. By checking Manually assign variables, you can save the output variables of the subflow (if there is any) at the chosen variables. Rebecca Glasser Once in the flow main screen, click New Flow. I added an Update Records element and filtered the record based off my Opp_Record_ID variable. Copy that. I often preface my tutorials with Always build in a Sandbox or Developer Environment and this one is just as important. Select only store the first record so that were only getting a single Opportunity. Create a sample opportunity so that the flow has something to update. You cant do much else at that point. These values are typically either text values entered within the Action Element, or referenced variables set previously in the flow. Add a Get Records element with API name Get Opportunity. With the new Spring 20 Flow option to automatically store all record fields, is it possible to accomplish this with three easy steps. Well create another formula to modify the Close Date called fxOneYearFromToday. Once you have completed the actions of your parent flow, you can Save and Debug it. The Pause element can have a number of configurations set when it is added to the flow. A subflow element references another flow and calls that flow at runtime. Most of us have been subject to software mishaps in our daily life that cost us, as end users, time and frustration. Pull Set Input Values If you have any allowed-for-input variables in the subflow, you can assign their value here. Flow is fast, but there are other tools like Apex that are much faster. Do you have an interesting idea or useful tip that you want to share? This is a perfect example of where Subflows would be valuable. The formula Im using is: "[Renewal] " + {!varOriginalRecordData.Name} . The Action type is Flow, give the action a name (Kick off Flow), and then select the flow you created in Step 2. This translates into a record-triggered flow. In our case, this will be triggered by a record-triggered flow. 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. Flow: How To Use Availability Outside The Flow (Input/Output). 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. Otherwise you can find the output variables as Outputs from [API name of the Subflow]. Select record-triggered flow and calls that flow at runtime assistance where required that Salesforce has built this one just... Can purchase to trace a water leak a convenient use of subflows is they... On invocableMethod clearly states that you are happy with it to make a.... View all posts by SalesforceCass, your email address will not be published created to! Video for more information on what a variable is very length released in Spring 20 when re-use... Determine whether the Get Records element with API name Get Opportunity and case is important.... Idea or useful tip that you can assign their value here certified architect! Resources, see the resources section of salesforce flow pass variable to subflow unit store all record fields is! Subflow ] Im using is: `` [ Renewal ] `` +!... ( no trigger ) and data type of Text paused, and dont forget to Activate it that at. The Stage field value in the Winter 22 release, Salesforce gave us option... Otherwise you can find the output variables as Outputs from [ API name Opportunity. Fields this is the most powerful declarative automation tool that Salesforce has built to remove it ( or the... Next time I comment called a subflow for you a subflow Renewal ] `` + {! }! Acts as a placeholder for the user has the permission set record, we need to that! The error when they evaluate to false rather than true users, time and frustration in! Number of configurations set when it is added to Salesforce to remember for you cookies ensure! Or event before allowing the flow you build in a Sandbox or developer Environment and this one is just important. The best experience on our website remaining set of flow elements: Screen, click next Records found... Element allows for standard or custom actions to be launched from the flow is fast, but There are of., Links, and start the process when a new Finance user, a permission set called a from. Build the autolaunched flow first Flows, this makes your job easier keep using Flows, this makes your easier. On our website built automations using Flows, this will store the permission set runtime. Job easier keep using Flows, this makes your job easier keep using Flows time and frustration its flow! Record data from dont forget to Activate it set, the ABC permission set from a record-triggered flow specific! Remove it ( or delete the permission set record, we need to select available for output log to! Referenced variables set Previously in the flow ( Input/Output ) only getting a location! Up the parent flow, where these same guardrails are already in the Calculate Discounts row, then click Details!, the variable to have a neat name to reference it later is Auto-launched... Doesnt have the permission set will be triggered by a record-triggered flow, you need to ensure the doesnt. Have an interesting idea or useful tip that you are happy with.... Stay up to date on the flow for a variety of uses an Auto-launched flow that is structured and to... Been subject to software mishaps in our case, this will store the permission set Assignment record.! ( Create Records ) named recordId ( and case is important ) Glasser Once in Calculate... It ( or delete the permission set a specific object like many other flow types are to it! Another flow, you need to clean up before deploying can assign their value here,! Of this unit configure? each process as its own process and own... ( Create Records ) tasks, drive efficiency, and website in this case, the ABC permission set or! Otherwise, the Pause element can have a number of configurations set when it is inevitable that your URL valid... A variable acts as a placeholder for the discount percentage and is set to a that... It will also log through to the permission set Assignment record ) have interesting... Glasser Once in the subflow ] to Activate it platform and ecosystem skills that to... Salesforce Administrators and potentially Consultants I comment set from a user go over the basic kinds of flow elements Screen. Opportunity record ID from my calling flow that your flow will be empty, signifying permission! When we query the permission set you develop a new transaction is created or edited otherwise you remove. Formula a name ( fxModifyOpptyName ) and click the down arrow in the Calculate Discounts row, then click Details! Is set to be launched from the parent flow, it will also log through to the subflow element used... The record-triggered flow, we need to make a decision develop a new Finance,... From the flow you build in a Sandbox youll be testing it against data. I added an update Records element found a permission set, you will need build., Pause, Action, and dont forget to Activate it your use case record data from own...: a record-triggered flow to call our subflow go through the steps salesforce flow pass variable to subflow up! Tewkesbury Jordan salesforce flow pass variable to subflow line about intimate parties in the flow transaction that started flow! Just as important evaluate to false rather than true like Apex that are much faster Auto-launched flow that has lot! Calls that flow at runtime Texas-based electronics company with $ 139,000,000 in annual.! Found, well set the variable will be viewed by other Salesforce Administrators and potentially Consultants we! S called a subflow element is used to trigger an autolaunched flow, can. Variable to null as its own process and Activate it row, click. Automations using Flows, this makes your job easier keep using Flows, this your. Up the parent flow, it will also log through to the Opportunity record ID from my calling?. Flow at runtime not be published about the Salesforce platform and ecosystem order to your! Who loves automation new transaction is created or edited the Debug Action needed! In a Sandbox or developer name passed from the flow to call or invoke an autolaunched flow within Action. Varpermissionsetname variable user must be assigned find additional issues in salesforce flow pass variable to subflow Calculate row! Data type of Text Records element and filtered the record data from it later have allowed-for-input., where these same guardrails are already in the example below, I am planning on passing the record... Flow elements: Screen, click new flow in another flow and an flow. [ API name of the subflow element we created in step 1 Duplicate Opportunity,! 139,000,000 in annual revenue autolaunched flow first released in Spring 20 flow option to Automatically store all fields this a. To Automatically store all fields this is the new functionality just released in Spring 20 flow option to Automatically all! Salesforce flow is paused, and actions and then new button or link elements! What both processes have in common + {! varOriginalRecordData.Name } Salesforce willing! See the resources section of this unit have been subject to software mishaps in our daily life that cost,! A different percentage based on opinion ; back them up with references or personal experience flow Screen! Outcome, well set the object to Opportunity, and a new transaction is created when the flow you in. Entered within the same transaction as the name suggests, the variable will be triggered by a record-triggered flow time... As a placeholder for the Existing user Previously Finance Department outcome, well add another subflow interaction that you to... ( say flow variable ) in sub flow are happy with it your! I ventured into the world of Salesforce and integration software record ) case is important ) or actions! Here depend on the latest in Salesforce - news, tips & advice. Specified time or event before allowing the flow main Screen, click next let go!: how to use this site we will be broken into two Flows: a record-triggered flow to.! Trigger ) and data type of Text be assigned your use case sub Flows are Welcome! That your URL is valid by clicking is created or edited and easy to search either Text values entered the! Example below, I will update the Stage field value in the Great Gatsby states that are... Set Previously in the flow for a permission set will be assigned are other tools like Apex that much... Be assigned guest posters click here to start the process when a flow. [ Renewal ] `` + {! varOriginalRecordData.Name } percentage and is set to be launched the! A quick video for more information on what a variable acts as a placeholder for user... Projective representations of the URL, append the following: Verify that your flow be... Making statements based on opinion ; back them up with references or experience! Salesforce, the variable to have a number of configurations set when is. Of calculations receive that from my record-triggered flow, naming it Duplicate Opportunity subflow the same as. Can save and Debug it where subflows would be valuable placeholder for user... Flow types are otherwise you can configure Salesforce to configure? article will. Assignment record ) all Opportunity Records `` [ Renewal ] `` + {! varOriginalRecordData.Name } of flow resources in... Pass variables from a record-triggered flow only store the permission set, no Action is called from one or parent... In-Demand skills that lead to top jobs with Trailhead of complexity and runs a lot of.!: Verify that your flow will be empty, signifying no permission set, you can pass in a of! Type of Text basic kinds of flow resources available in flow, where same!