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Copy Salesforce Matrix Report & Other Tables Into Excel Without Check Boxes

Salesforce Quick Tips

Copy Salesforce Matrix Report Into Excel

As much as we’d like to keep and share data in the cloud it’s sometimes necessary to take your salesforce data and place it in a spreadsheet to share with others.  You can always export the detail view (tabular view with one row per record) into a .csv or .xls format.  However, sometimes it’s beneficial to be able to take your summarized matrix view and paste directly into Excel.  Especially in cases where you may have written a lot of complex report formulas (these don’t export unless you use “Printable View”) or added other aggregations: sum, min, max, avg.  In order to replicate in Excel you would need to create a pivot table on the detailed export.  Why rebuild if you don’t have to?

Check Boxes: The Issue With Copying and Pasting From Salesforce Matrix Reports

The primary issue with copying and pasting from Salesforce matrix reports is that the copy/paste includes the checkboxes on the left side of the table.  I’ll show you how to get rid of those pesky boxes and copy/paste like a pro!  Note – you can also use the “Printable View” button, however this trick works in a pinch and works for more than just reports as noted below!

Salesforce Matrix Report

Step 1: Copy the entire table as displayed below.

Copy Salesforce Matrix Report Cells

Very important to copy every cell, so start above the table if necessary to ensure you’ve copied the first and last cells.

Make Sure to Copy From Above Report Results

Step 2: Ctrl + c to Copy!

Step 3: Paste into Excel.

Paste Salesforce Matrix Report in Excel

Salesforce Matrix Report In Excel…not pretty!

See the checkboxes in column A?  You can delete the column or try selecting them with your mouse, and still you won’t be able to remove them using those methods!  We’ll show you how you can select the checkboxes, so you can remove them!

Step 4: Press F5 and click “Special…”

F5 In Excel Click Special

Step 5: Select “Objects” and click OK.

Select Objects and OK

Step 6: Now the checkboxes are selected, so hit the “Delete” key on your keyboard to get rid of them!

The Check Boxes are Selected and Delete

Step 7: Now the formatting needs some work.

Fix Excel Formatting

Step 8: Remove Column A.  Fix colors, borders, font and size.  Now you have one version of a Salesforce Matrix Report in Excel without the check boxes!

Final Excel Table Copied From Matrix Report in Salesforce

Other Salesforce Tables

This trick also works for other Salesforce tables that you want to copy and paste from, like a list of standard or custom fields on an object:

You can just highlight, copy & paste and then use the trick above to remove the “Indexed” fields and/or check box images.

Conclusion

This saves you time from rebuilding and ensures accuracy (no more copying and pasting individual #’s).  You can keep the formulas and summaries that you worked so hard to build in Salesforce and get them into Excel for your users who need them presented this way.  Please remember to also try the “Printable View” button which also may meet your needs, however it won’t work for lists of fields and other tabular data out of your Salesforce org!  Do you have any other tips and suggestions for working with Salesforce reports in Excel?  I would love to hear them!  Comment below or tweet them @SFDC_r!

Go With The Salesforce Flow – Issues With Record Access/Sharing & How To Fix!


Salesforce Flow Series

Add Sharing In Salesforce Visual Flow

Have you ever needed to create or edit a record within visual flow but the running user of the flow did not have access to that record?  In orgs with Private or Public Read Only Sharing models, you need to grant the proper access to the running user of the flow.

Grant Access to Flow Running User w/ AccountShare Record

You can pass in the User ID of the flow’s running user as an input variable upon the start of the flow.  Then, you will need to create the proper sharing permissions for that user and the appropriate record.  Example below for the AccountShare record.  Here I’ve just hard-coded a User ID as and example.  For a full production solution, you will want to pass in the ID of the flow’s running user.  You can do this in the Button URL or using process builder for an auto-launched flow.  Check Go With The Salesforce Flow – The Basics for step-by-step on creating this button and passing in variables as URL parameters.

Visual Flow Create AccountShare Record

This can also be accomplished using a custom User Lookup Field on an object and process builder.  For example, the process could run anytime this custom field is modified, start an auto-launched flow that adds the user in that field to an AccountShare record.

 

The Problem – Delay In Providing Access

I’ve seen circumstances where the org is large enough and sharing settings complex enough that even though the flow’s running user should have the appropriate access to update the record that has just been created (even though they aren’t the owner), it errors out because it can take a moment before the sharing is active.

Visual Flow Error - An Unhandled Fault Has Occurred In This Flow

In these cases, I’ve just had to simply add a Screen Element step to pause a beat, let the sharing settings take effect, and then let the user continue the flow and update the record.

 

Screen Element to Pause and Let Sharing Catch Up

 

Have you ever encounter this?  What is your experience using flow to automatically share record access?  Comment below or tweet @SFDC_r – I would love to hear from you!

How to Close or Complete Event Activities + Salesforce Bug!!

Salesforce Events – Closed or Open?

Do you know what determines whether a Salesforce Event Activity displays in the “Open Activities” related list or the “Activity History” related list?  Let’s start with an event activity with a start/end date in the past:

Event Details

This record displays on the Account detail page within the “Activity History” related list, not the “Open Activities” section.

account activity history related list

What about when you are selecting to view Open or Completed Activities within a Salesforce Report?

report show open or completed activities

 

Events Are Automatically Completed/Closed

Salesforce documentation indicates “All events will automatically be moved to the Activity History the day following the scheduled event date.”  In other words, unlike tasks where they are manually marked “complete” – events are automatically completed after the scheduled date has past.

I found this very interesting because I’ve seen events appear “completed” on the same day as the scheduled start/end date.

A Warning About Utilizing Report Data

Within Salesforce Reports, there is a field labeled “Closed.”  This field indicates whether the task or event record has been completed.  This isn’t an actual field on the record and cannot be found within the database utilizing a SOQL query.

event soql db details no closed field

The issue with Events is that the same exact “Closed” field can display different results depending on whether it is a standard or custom report type.

The same record above that displays in the “Completed Activities” related list displays as “Closed” = True in the standard activity report type:

Standard Report Type Closed Event

However, when using a custom report type the same record displays as “Closed” = False.

Custom Report Type Open Event

Come on Salesforce!  This can’t be by design, can it?!  I can only assume that because it’s really a ‘faux field’ and the report is determining whether the event is closed or not that this logic was only applied to the standard report types.

This can be dangerous particularly if you were using this field in a CRT as filter criteria or using this field to aggregate – sum/avg/etc across all activities.

What are your thoughts or issues with Events?  Have you created a custom field to let users manually indicate whether they have completed the activity?  There are numerous ideas on the Success Community regarding the way Events are marked complete.  Here’s one.  Please let me know your thoughts in the comments or on twitter @SFDC_r – I would love to hear from you!

SFDC Idea – Set Dashboard Running User To Role

SFDCr - Salesforce Ideas

Set Dashboard Running User To Role

Have you ever wanted to run a dashboard as a role instead of setting it to a specific individual user?  I know, I know, you are probably saying that you could simply use a Dynamic Dashboard so that it will always run as the logged-in user.  Besides the sad fact that this would use up one of your 10 dynamic dashboards (yes, a limit of 10 – even on Unlimited Edition.  C’mon Salesforce!) there are other reasons why you don’t always want it to run as the logged-in user.

For example, you may have a “Team Dashboard” with the running user set to the team’s manager.  The dashboard would then display rankings for every member on the team and how they stack up against each other.  When an individual rep clicks into an individual component, they only see the details of their own records, but on the dashboard everyone sees the same info.  When the manager clicks on a component, they would see the detailed report with data for the entire team.

This all works great, and only is really possible for many objects by setting the dashboard to run as an individual user (not dynamic).  Where the problem lies is that you have to change the running user upon any personnel changes concerning sales management.  If you have 100 sales teams within your org, you may end up becoming the ‘running user’ running far far away!  So, you’re wondering what would solve this dashboard dilemma?

Check out the following idea on the Salesforce IdeaExchange: Running User by Role.

Run The Dashboard As A Role – Not A User

This would be awesome!  You could set each dashboard to run as the manager role for each team and never have to adjust the dashboard or underlying reports again, no matter what changes take place with personnel!

What do you think?  Would this feature benefit you in your organization?  If so, vote!  Do you have other workarounds for the same situation?  Go ahead and tweet or post your thoughts in the comments!

Avoid Long Load Time To Edit Dashboard Component Report

Salesforce Quick Tips Edit Dashboard Component Report

Edit Dashboard Component Report

Have you ever wanted to edit the underlying report for a dashboard component and found it cumbersome?  A dashboard executes with a ‘running user’ and this user feeds into all of the underlying reports.  This is great, because it means that you can create a single set of reports and not have to edit the reports for the dashboard to provide useful data to an entire set of your users.

The Problem – Edit Dashboard Component Report

Because your user is likely placed very high up in the role hierarchy (so that you have access to all or most of the Org’s records) when you click on a dashboard component to view the underlying report, it can take many minutes (or even timeout).  Your users don’t have this issue, they click the dashboard component and the user running the report would only see records at or below them in the role hierarchy – likely running quickly.  You as the admin, however, can only finally click “Customize” to edit the report after waiting a long time (and that’s if it doesn’t timeout).

The other option to avoid the above dilemma (and wait) is to navigate to “Reports” and locate the report you want to edit.  Instead of running the report, click the arrow and “Customize.”  The issue here is that you have to know which report you want to edit, which probably requires “Editing” the Dashboard to view the exact name of the report for the specific component.  This can be time consuming and cumbersome as well.

A Better Solution – Salesforce Quick Tip!

I present to you a better solution.  Simply right click the Dashboard Component you would like to edit the underlying report for and copy the URL.  Paste the URL into your browser (probably a new tab) it should look something like this: https://[YOURSERVERURL].salesforce.com/00O61000003p9Nj if it happens to have anything after the Report ID – just remove it so it looks like the above.  Now add “/e?” to the end of the URL.

Final URL: https://[YOURSERVERURL].salesforce.com/00O61000003p9Nj/e?

Problem Solved

Now just hit Enter and you will be taken directly to editing the underlying report – and it will load quick.  Never get stuck waiting for a report to load just to edit it!

What quick tips do you have related to Dashboards or Reports?  Feel free to post in the comments or on Twitter!

Future-Proof Your Org w/ a Relative Salesforce Server URL

Salesforce Quick Tips Logo

Use A Dynamic/Relative Salesforce Server URL

Today, I’m going to show you how to future-proof your Salesforce server url.  Instead of specifying a specific Salesforce server, we will use a relative Salesforce server URL.  What does that mean exactly?  Well, have you ever created hyperlinks used in many email templates that point to a page within Salesforce?  Are they “hard links” that point to a specific Salesforce server, “https://na30.salesforce.com/” for example?

If Salesforce moves your org to a different server, you will have to go into each and every email template and make the change!

The Solution/Workaround – Relative URL’s In Email Templates

Create a formula field on the User object using the following formula:

LEFT($Api.Enterprise_Server_URL_270, FIND( "/services", 
$Api.Enterprise_Server_URL_270) -1)

Then, use this field whenever you need to reference the Salesforce Server URL.  If Salesforce moves your org to a different server, no changes necessary!

Do you have any other tips for future-proofing your org?  Post in the comments or message on Twitter!

Also check out the Go With The Salesforce Flow series!

Go With The Salesforce Flow – Using Multi-Select Picklists

Salesforce Flow Series

Using Multi-Select Picklists Within A Flow

Have you ever tried using multi-select picklists within a Salesforce Flow?  Did you update the picklist field with a new value and instead of adding the new value it replaced the existing value(s)?

I’ve found this to be a very unintuitive aspect of Salesforce Visual Flow.  If you do it wrong, you update the multi-select picklist field with new values, but wipe out the already existing values.  I have good news, however, because today I will show you a workaround!

Adding, Not Replacing, A Multi-Select Picklist Value In Flow

First store the existing picklist values as a multi-select picklist variable in your Record Lookup step.

Multi-Select Picklist Flow - Store Variable

Ensure the variable is set to “Picklist (Multi-Select)” data type.

Multi-Select Picklist Flow - Variable Type

Use a “Multi-Select Picklist” field within a Screen Element for users to interact with.

Multi-Select Picklist Flow - Choice Field

Create a new choice to be used as the default and set it to the variable that was set in the Record Lookup step.

Multi-Select Picklist Flow - Create Default Choice

Now create a new choice for every option you would like to provide your user.

Multi-Select Picklist Flow - Create Desired Choices

After you are done creating the necessary choices, ensure you set the correct one as the default choice as shown on the “Screen” image above.

Now create a Record Update step to update the desired multi-select picklist field from the value in the screen field.

Multi-Select Picklist Flow - Update Record From Multi-Select Field

 

That’s it!  But, what if you want to update using a different type of Screen Element field?  Check out below to see how you would update with a boolean field.

Create a boolean field.

Multi-Select Picklist Flow - Boolean Field to Update Multi-Select Picklist

 

Then, after creating a Decision step to determine whether the user has checked the box, create an Assignment step.  The Flow will utilize this step only if the box is checked.  Here, I’ve used another variable to store the record’s current picklist values.  Ensure that you use the “Add” operator and that you add a semicolon before the picklist value.

Multi-Select Picklist Flow - Assignment Add And SemiColon

Now add a Record Update step to update the picklist value with the variable’s value.

Multi-Select Picklist Flow - Update Field From Variable

 

Now we’re ready to run through the entire process!  Check out the Opportunity below.  The Multi-Select picklist field “Topics” currently has the values: Purchasing & Accessories.

Multi-Select Picklist Flow - Opp With Two Values Selected

Our Screen Element properly displays those as the two chosen fields, and gives use two available choices: Warranty & Service.

Multi-Select Picklist Flow - Add Two Values

I’ve gone ahead and added both of them and click “Next” in the flow.

Multi-Select Picklist Flow - Add Two Values

The Record Update takes place, and if I refresh the Opportunity, I now see the additional values were added to the two already existing values.  It didn’t wipe out what was already there…perfect!

Multi-Select Picklist Flow - Refresh Opp Values Added

Now, in my Flow I reach the boolean checkbox.  I check and click “Next.”

Multi-Select Picklist Flow - Use Boolean for Repair

Now when I refresh my Opportunity and click into the Topics field I see the following in the box and just below it.  All 5 values have been selected within the field and only “Replacement” has not been selected.

Multi-Select Picklist Flow - Opp Adds Repair

 

There you have it, we were able to successfully update a multi-select picklist within a Flow using two different methods & fields (one requiring an assignment step).  We successfully updated the values without removing or replacing the existing values.  Way to go!

Check out the rest of the Go With The Salesforce Flow Series for more Visual Flow tips & tricks!

 

Go With The Salesforce Flow – How to Default the Current Picklist Value

Salesforce Flow Series

Salesforce Flow – How to Default An Existing or the Current Picklist Value

Have you ever wanted to use a dropdown list within a Salesforce Flow Interview Screen and have it dynamically populate with the current value of that picklist field?  Well I’m here to show you how!

First, make sure you store the current value of the picklist field in a variable within a Lookup step in your flow.  Here, I’m storing/assigning the current Delivery/Installation Status value to a variable.

Salesforce Flow Record Lookup

Then, on the desired screen where you would like to present this information, add a “Dropdown List” field.

Salesforce Flow Add Dropdown List

Now, you will want to give your users a choice between all of the available values of that picklist field.  Hint: using this method to add a choice future-proofs your flow so that even when available picklist values are changed your flow won’t need to be updated!  Within the choice settings section, select “Picklist Choice.”

Salesforce Flow Add Picklist Choice

Now you will choose the Object & Field where you would like to pull the available choices from.  Notice the spelling mistake “Piclist Choice Settings” – c’mon Salesforce!

Salesforce Flow Add Picklist Choice

Now let’s quickly recap what we’ve accomplished so far.  We’ve taken the current value of a picklist field and stored it within a Flow Variable.  We’ve also added a Dropdown List field to an Interview Screen and populated it so that our user can choose from all of the available picklist values from the same field.  If we stopped here, we would be storing the current value in a variable, but the Dropdown List on the Interview Screen wouldn’t automatically default to the current value.  The user could choose from any available value for that field but would not have any way of knowing what the current value on the record is.  See, I can’t set the Default Value!

Salesforce Flow No Default Option

The key to selecting a default value is to create another choice, this time just a standard “Choice.”

Salesforce Flow Create Default Choice

Now this is where it gets fun.  Instead of typing a static Label for this default choice, we are going to use the variable we stored so that it will always dynamically display the text of the current value.  We also want the variable’s value to be the “Stored” value of this selection so that if we update the record from this Screen Choice Field the correct information will be passed.

Salesforce Flow Create Default Choice

Now we are able to set the Default Value of our Dropdown List to this new default choice.

Salesforce Flow Screen Picklist Field

Here it is in action!  We have an Opportunity that has a current Delivery/Installation Status value of “In progress.”  If we interact with this Opportunity via our Flow, we would expect to see this value already populated.

Salesforce Opportunity

Sure enough, “In progress” is the selected value within our Dropdown List field!

Salesforce Flow Defaults to Existing Value

One important note: this method will actually create two choices that are exactly the same.  We created a choice that contains the full list of all available values for this picklist field, and then we also have the default/current value.  As you can see below, you see “In progress” twice.  It doesn’t matter which one you select, this field would pass the same value!

Salesforce Picklist Duplicated

 

Stay tuned as our Salesforce Flow Series continues with more tips & tricks!

Go With The Salesforce Flow – The Basics

Salesforce Flow Series

Create A Simple Salesforce Flow – A Quick Guide

Let’s create a very simple Salesforce Flow.  This will be an “Interview” Flow which will require user interaction (because it contains screens for the user to interact with) that will be launched from an Opportunity button.  The Button URL will pass a Flow Variable (The Opportunity ID of the record we are on) so that when the Flow starts, it will know the Opportunity we are working with.  First, the Flow will pull some information from the Opportunity and store it in Flow Variables for later use.  Then compare the Opportunity Amount and determine whether it is a high dollar value Opportunity.  If it is a high dollar value Opp, it will give the user the option to create a Case that will alert a service team to assist with winning the Opp.  If the user decides to create a Case, it will automatically be associated with the proper Account.

Create A Basic Salesforce Flow

Locate the Cloud Flow Designer by navigating to Build –> Create –> Workflow & Approvals –> Flows or simply type “Flows” into the Quick Find box within Setup.

Salesforce Flow Menu

This page will list all of your existing Flows.  This is where you can manage each version (each Flow creates a new version each time you click “Save As”), and decide which to Activate.  Click the “New Flow” button.

Salesforce Flow Create New Flow

The top left side of the page is where you will find all of the elements you will use within your Flow.  In this Flow, we will be using Screens, Record Create, Record Lookup, and Decisions.  To add an element to the Flow, simply drag and drop the desired element onto the canvas.

Salesforce Flow Palette

The next tab contains Resources.  This is where you can create the variables, formulas, choices, etc. that will be used within the above steps/elements.  You can also create them while you are editing the above steps so I rarely use this tab personally.  It would be beneficial if you wanted to create all of your variables, choices, etc. in bulk first before you started building the Flow elements that used them.

Salesforce Flow Resources

First, let’s drag a Record Lookup Element onto the canvas.  The Record Lookup settings immediately open.  Name it, then you specify the filter criteria for locating the desired Opportunity.  In this case, we want to locate the Opportunity with the ID that we will pass in with the Button we create on the Opportunity record.  You will need to create a new variable for this data to be passed in from the Button.

Salesforce Flow Record Lookup

Because this variable needs to be accessed from outside the Flow (data passed in the button URL) make sure to set it to at least “Input” – and not “Private.”  “Input and Output” will work just fine too.

Salesforce Flow Variable

Now, select the fields from the particular record that you “Looked Up” that you would like to assign as a variable to reference within your flow.  In other words, assign the current value of that field to a Flow variable so that you can access it in the Flow.  In the example below, I’ve set the Opportunity Name & Amount to Flow variables.  Be sure to set the correct variable type – Number, Text, Currency, etc.

Salesforce Flow Assign Variables

After save, the canvas will be revealed again.  Every Flow must have a “Start Element.”  In other words, after you have many steps added to a particular Flow, you must indicate where the Flow should begin.  Hover over and click the green arrow to set this step as the Start Element.

Salesforce Flow Start Element

Now drag over a Decision step.  This is where you can add logical operators to impact the course of the Flow.  In this basic example, we are going to evaluate the Opportunity Amount and have two outcomes, Low & High.

Salesforce Flow Decision

Now drag a Screen element onto the canvas and give it a name.  A Screen is used to present and collect information from the user.  This screen will be used if the Opportunity has a High Amount as determined by our Decision Element we just created.  First give it a name:

Salesforce Flow Screen

Then, within the “Add a Field” tab we can drag over a “Display Text” Field.  Here we can reference variables to dynamically control the content.  Then, drag over a “Radio Button” Field and give it a name, and create two choices.

Salesforce Flow Radio Buttons

Here is an example of creating a new Choice:

Salesforce Flow Choice

Save this Screen and create another for the final Screen all users will be taken to upon completion of the Flow.

Now you can start piecing together the Flow and its order of operations.  First, connect the “Record Lookup” to your “Decision” element by clicking and dragging from one element to the other.  Then, connect from the Decision to the Finish Screen.  Because you are connecting from a Decision and there are multiple outcomes, a popup will appear and let you choose which outcome should follow the desired path.  In this case, we only want to take the user to the Finish Screen if the Opp Amount was Low, otherwise we want to take the user to our “High Dollar Opp” screen where we let them decide if they want to create a Case.

Connect from the Decision to the Finish Screen for “Low” Opps and from the Decision to the High Dollar Opp Screen for “High” Opps.

Salesforce Flow Decision Routing

Now drag another Decision Element to the canvas.  This time it will be used to evaluate the user’s input on the High Dollar Opp Screen, whether the user selected “Yes” or “No” to create a Case.

Salesforce Flow Decision

The last step is to drag a “Record Create” element onto the canvas.  If the user selects to create a Case, this is the step which will fulfill that choice.  Select the Object you would like to create a record of and indicate how to populate specific fields.  Here I’ve set a custom Subject, passed in the same AccountID as the Opp (stored in a variable) and selected an existing Picklist Value for Priority.

Salesforce Flow Record Create

Now the Flow should look something like this.  We lookup the Opportunity from which the button was clicked (the button URL will pass into the flow the Opportunity ID) and assign Flow variables to the current values of specific fields.  The Flow evaluates the Opportunity Amount and determines whether it is High or Low.  If Low, the user is taken directly to the Finish Screen.  If High, the user is taken to the High Dollar Opp screen where they are able to select whether to create a Case.  If they decide not to create a Case, they are taken to the Finish Screen.  If they select to create a Case, the case is created using a Record Create element.

Salesforce Flow Path

It’s best practice to create a Screen to display any errors that may occur within the Flow.  By default, any errors which may occur within the Flow (for example, a validation error upon a record create or update) will display a generic Flow Fault message that will not help us diagnose what went wrong.  By creating a Screen for errors, we can see exactly what went wrong and take steps to prevent it.  Drag another Screen element and then add a “Display Text” field.  For the text to display, use the “Resource” dropdown and select the $Flow FaultMessage.

Salesforce Flow Error Screen

Now, be sure that you’ve connected the “Create A Case” Record Create step to your Finish Screen.

Next, connect the Record Lookup and Record Create steps to the Error Screen.  Since those steps already have a next step path indicated, the Flow editor knows that this path will be utilized for any faults that occur within the Flow.  This is indicated by the word “Fault” in the connection to the Error Screen.

Salesforce Flow Path

Now, make sure you have saved your Flow and click the Close button.  You will be taken back to the Flow Detail page within the Salesforce Setup menu.  Take note of the Flow URL indicated on this page.  Click the “Activate” link next to the Flow version (if you have saved multiple versions using the “Save As” button) you would like to use.

Salesforce Flow Activate Flow

Now we are almost done!  Time to create a new button that will be placed on the Opportunity Page Layout.  Navigate to the Buttons, Links, and Actions page for Opportunities and click “New Button or Link.”

Salesforce Flow New Button

Name your button, select “Detail Page Button” and “Display in existing window without sidebar or header” and “URL.”  Now we will specify the URL that the user will be redirected by pressing the button.  This button should take users to the Flow and pass in the Opportunity ID.  Use the Flow URL that was listed on the Flow Detail page, and then type a “?” question mark.  Then, carefully type the name of the Opportunity ID variable we created in the Flow.  Next, add an “=” equals sign and then you can use the dropdown to select a merge field for the Opportunity ID.

Salesforce Flow New Button

Now save the button and add it to the desired Opportunity Page Layout.

Salesforce Flow Press Opportunity Button

Because I pressed the button on an Opportunity greater than $10K I am given the option to create a Case.

Salesforce Flow Opportunity Flow Screen

If I choose “Yes” – the Flow creates a Case for the same Account as the Opportunity as specified in the Flow.  Now when I open the Account, I see the associated Case.

Salesforce Flow Account Case

We Did It!

Give yourself a pat on the back!  You should be proud of yourself for following along!  This is a very simple example that only scratches the surface of the power of Flow.  I hope you find it helpful if you have never worked with Salesforce Flow before.  This simple example contains all of the basic building blocks that you can use to grow your Flow skills!  We will continue the series focusing on some less covered topics such as:

  • How to default an existing picklist value within a Flow (to its current value).
  • Set the finish location of a Flow embedded within a Visualforce page.
  • How to work with multi-select picklists within a Flow, retain current values and append or add new ones.
  • Workaround for a Flow interview that creates a new record that the running user only has access to based on sharing rules and the sharing rules haven’t taken affect yet!
  • How to share specific records automatically using an autolaunched Flow without sharing rules!

 

Go With The Salesforce Flow – A Salesforce Visual Flow Series

Salesforce Flow Series

Go With The (Salesforce) Flow

The Salesforce Cloud Flow Designer AKA Salesforce Flow is a powerful tool that allows you to build complex logic without writing any code.  It is the premier declarative development tool within the Force.com Platform.  It enables you to leverage Variables, Constants, Formulas and logical processes like Decisions, Lookups, and more to interact and update the data within your Salesforce Org.

Two Primary Types of Flows

Autolaunched Flow: This flow does not require any user interaction and can be launched automatically such as from a process or Apex.

Interview: This flow requires user interaction.  The flow can take different paths depending on the information the user inputs as they navigate through a series of screens.  This flow can run from a URL directly, be added as a button to any record page (run as a pop-up), or embedded within a Visualforce page.

What Can You Do With A Salesforce Flow?

A Salesforce Flow can accomplish a combination of anything a user could do manually with anything a workflow rule could do, and more!  Need to clone an account and duplicate all of its associated contacts, opportunities & contracts and automatically associate them with the new account? You can do that!  Want to guide a user through a series of screens in order to gather all the necessary information for a contract AND based on this info and data contained within the Account, Opportunity, and existing Contracts decide whether the new request can fall under an existing contract or a new contract is needed?  Once that decision has been made, it can automatically create the new records!  What if you need to manually share an Account & Opportunity (Read/Write) within a private sharing model, specifically to whichever user is input into a custom lookup field (Opp –> User)?  You can do this with an autolaunched flow!

Need to create a button on an Opportunity that will automatically close the Opp as Won, create a new Contract record with information from the Account & Opportunity, AND create a Case assigned to a specific service queue that will fulfill the sale?  An Interview Flow allows this!

Get Ready!

As you can probably already tell, Flows are a powerful thing.  We’ll spend some time getting you up and running if you’ve never worked with Salesforce Flow before.  Then we’ll really focus on some less covered topics such as:

We’re going to have lots of fun.  If there is anything in particular that you would like to cover, I would love to hear about it in the comments!