Streamlining Python Development: A Guide to a Modern Project Setup
Process Automation Makeover: Transform Multiple Workflows into One Process by Misty Jones & Monica Sandberg
1. Transform Multiple Workflows
into One Process
monica@notisblank.com
@notisblank
Monica Sandberg
Awesome Admin
App Builder
Process Automation Makeover
mistyraejones@gmail.com
@mistyraejones
Misty Jones
Awesome Admin
Flyin’ Solo Leader
2. Forward-Looking Statements
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This presentation may contain forward-looking statements that involve risks, uncertainties, and assumptions. If any such uncertainties materialize or if any
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18. Don’t do it in Production!!!
Activate
Deactivate
19.
20.
21. Learn more about
Lightning PROCESS BUILDER
Trailhead Project – Quick Start: Lightning Process Builder
Trailhead Module – Process Automation
Salesforce Help Pages for Lightning Process Builder
Trailhead Project – Build an Automated Workshop
Management System
22. Here are some resources to help you get started on process builder and visual workflow:
Salesforce Success Communities:
Salesforce Process Builder
Salesforce Workflow Automation
Visual Workflow Discussions
Salesforce Automation Hour
Salesforce MVP Rakesh Gupta’s blog: AutomationChampion.com
Jenwlee’s Salesforce blog: jenwlee.wordpress.com
Misty: Before I begin, just a quick note that when considering future developments, whether by Salesforce or with any other solution provider, you should always base your purchasing decisions on what is currently available.
Monica: HELLO EVERYONE. WE ARE THRILLED TO HAVE YOU JOIN US TODAY!
Monica: I’m Monica Sandberg
Misty: And I’m Misty Jones
Monica: AND WE’RE AWESOME ADMINS JUST LIKE YOU!
Monica:
#DF12 NEW CUSTOMER – KNEW NOTHING AND NO ONE 7 HERE I AM SO SLAESOFRCE MAKES ANYTHING POSSIBLE
INSPIRED BY THE COMMUNITY – MET OTHER ADMINS CUSTOMERS AND DEVS LIKE ME SHARING KNOWLEDGE AND INSPIRATION – CONSIDER MYSELF NOT SELF TAUGHT BUT COMMUNITY TAUGHT
WAS LUCKY TO FIND SUCCESS COMMUNBITY FLYIN SOLO WHERE MET MISTY AND DID NOT HAVE TO HANG OUT WITH BOSS FOR THE WEEK – SO MISTY WHAT’S YOUR STORY?
Misty does her intro
Monica: WE’RE HERE TODAY... TO SHOW YOU HOW TO TRANSFORM YOUR UNSIGHTLY WORKFLOWS INTO A STUNNINGLY BEAUTIFUL PROCESS.
Misty: Oh no you don't. Maybe YOU are Monica but WE are not.
I like my beautiful workflows just the way they are.
(engaging the audience)
Who is with me? Come on!!! Let's show workflows some love. Say it with me.
(Misty tries to get audience on her side with Workflows rule chant) Workflows rule! Workflows rule! Workflows rule!
Monica: HEY, HEY, HEY! (WAVING HANDS) I AGREE WITH YOU MISTY - WORKFLOWS ARE FABULOUS.
Monica: BUT THIS SEASON, LIGHTNING PROCESSES ARE HITTING THE CONFIGURATIONS IN SOPHISTICATED ORGS ALL AROUND THE WORLD.
PROCESS BUILDER IS SO VERSATILE AND EASY TO USE...
IT'S BECOME A LUST-HAVE FOR POINT-AND-CLICK ADMINS LIKE US.
Misty: Not for me.
(misty shakes her head no to Monica and audience)
Monica: Okay Misty (sigh)
… SHOW US THE MISTY JONES WORKFLOW COLLECTION 2016.
Misty: Alrighty then…Just take a look at these three fabulous rules right here.
I created them back in 2012. The Criteria evaluate Annual Revenue and the Upsell Opportunity fields
Then…I have three separate but wonderful field updates for the Client Value Ratings Picklist
Misty: And then, I added an image formula referencing the field it makes these cute little pictures the account page. That way my users can see client ratings at a glance.
No denying… It’s so Pretty!!! (hands in heart shape)… I was going for a seamless automation feel.
Monica: Very nice Misty. (ho hum)
YOUR LIGHTNING INTERFACE IS QUITE LOVELY… BUT AREN’T YOUR WORKFLOWS LIKE 4 YEARS OLD?
Misty: My rules are as chic now as the day I clicked Save.
Monica: Okay…THEY DO HAVE A RETRO AUTHENTICITY BUT...
Monica: Take these shoes for example.
THEY FUNCTION PERFECTLY FINE AND THEY WILL GET YOU WHERE YOU WANT TO GO … No problem.
(dreaming…)
BUT WHAT IF… WHAT IF… ????
Misty: What?
Monica: WHAT IF, WE COULD TAKE FUNCTIONAL AND MAKE IT FANTASTIC!!!
Monica: WHAT IF OUR SALESFORCE AUTOMATION COLLECTION 2017 LOOKED MORE LIKE THESE BEAUTIES.
BENIOFF’S SHOES… BOLD, ORIGINAL AND FUTURISTIC.
Misty: Oooohh!!
I’d like a pair like Benioff’s myself. Smaller size and maybe..
Monica: That’s the spirit. DOES THIS MEAN YOU ARE OPEN TO TRANSFORMING YOUR SOME OF YOUR WORKFLOWS NOW?
WE COULD TAKE YOUR THREE RULES AND REPLACE THEM WITH ONE EASY TO MANAGE PROCESS.
Misty: I dunno Monica. I like my Workflows.
Monica: I GET IT. BUT IF YOU LET ME SHOW YOU HOW TO GIVE YOUR WORKFLOWS A LIGHTNING PROCESS BUILDER MAKEOVER YOU WILL LOVE THE LOOK OF YOUR NEW PROCESS!
Misty: Okay. But don’t delete my rules. I may want to activate them again when you are done.
Monica: Don’t worry…. I got it…( point to slide)
Monica: Alright. Check this out Misty!!!
SEE HOW YOUR “OLD FASHIONED” WORKFLOW ELEMENTS WILL BE MORE APPEALING IN PROCESS BUILDER’S USER-FRIENDLY VISUAL DESIGNER.
YOU GET PRETTY PICTURES SO YOU CAN SEE ALL YOUR CRITERIA AND ACTIONS IN ONE STYLISH WORKSPACE CALLED A CANVAS
AND THE BEST PART IS THAT YOU ALREADY KNOW HOW TO DO THIS.
CRITERIA AND ACTIONS FUNCTION IN ALMOST THE SAME WAY AS WITH WORKFLOW, ONLY YOU GET MORE OPTIONS AND MORE FUNCTIONALITY.
WE CAN TAKE THREE OF YOUR WORKFLOWS AND FIELD UPDATES AND IN JUST A FEW MINUTES WE CAN TRANSFORM THEM INTO JUST ONE PROCESS.
Misty: Alright. Stop talking already and let’s just do it.
Monica: Okay. Here we go!!!
JUST A FEW STEPS TO TRANSFORMING WORKFLOWS INTO PROCESSES.
LET’S BEGIN BY TAKING A LOOK AT OUR CURRENT WORKFLOW RULES
THE FIRST THING WE NEED TO DO IS CHOOSE WORKFLOW RULES WHICH APPLY TO SAME OBJECT AND ARE A PART OF A SINGLE BUSINESS PROCESS
Monica: MISTY, I NOTICED THAT YOU HAVE CREATED MULTIPLE WORKFLOWS AND ACTIONS TO FIRE AND UPDATE THE CLIENT VALUE RATING FIELD. THAT MAKES PERFECT SENSE. YOU WOULDN’T WANT YOUR REPS OFFERING DUGOUT SEATS FOR A GIANTS GAME TO A LOW VALUE CLIENT. WOULD YOU MISTY?
Misty: Heck no. If the high val clients don’t take them, those seats are mine.
Monica: RIGHT ON! OKAY. SO NOW THAT WE HAVE CHOSEN OUR RULES WE NEED TO NOTATE WHAT NEEDS TO HAPPEN TO TRIGGER OUR ACTIONS.
LOOKS LIKE YOUR RULE CRITERIA IS BASED UPON ANNUAL REVENUE AND UPSELL OPPORTUNITY.
Misty: Yeah. Basically, we consider clients who bring in low revenue and have no upsell Opps a lost cause. THEY are not getting MY Giants tickets!
Monica: Alright. WE’LL MAKE SURE OUR PROCESS AUTOMATICALLY UPDATES CLIENT VALUE RATING SO YOUR TICKETS ARE KEPT SAFE FROM LOW VALUE CLIENTS.
WE’LL NEED TO REMEMBER OUR RULE CRITERIA, AND WHAT ACTIONS ARE TRIGGERED BY EACH RULE
MANUALLY TAKES NOTES
SCREENSHOTS
DUAL MONITORS
Misty: That’s easy, I have three monitors on my desk so we can leave…
Monica: NOW WE CREATE A NEW PROCESS.
JUST GIVE IT A PROCESS NAME, API NAME AND DESCRIPTION.
THE NEXT STEP IS TO DEFINE EVALUATION CRITERIA.
CHOOSE ADD OBJECT AND SELECT WHEN YOU WANT TO START THE PROCESS
Misty: Okay… So I just enter a Process Name and Good description? I always put in detailed and helpful descriptions when creating anything new in Salesforce, This is looking pretty easy so far.
Monica: PIECE OF CAKE
JUST BE CAREFUL WITH THE ADVANCED OPTION OR YOU COULD END UP WITH AN INFINITE LOOP
Misty: Monica – you are an infinite loop
Monica: WE NEED TO DEFINE OUR CRITERIA THAT MUST BE TRUE BEFORE OUR PROCESS CAN EXECUTE THE ASSOCIATED ACTIONS
ALL WE NEED TO DO HERE IS NAME OUR CRITERIA , SELECT “CONDITIONS ARE MET” AND RECREATE OUR “FILTER CONDITIONS” JUST LIKE WE HAD IN OUR WORKFLOW RULES.
IF WE WANT OUR ACTIONS TO FIRE ONLY IF THE RECORD CHANGES TO MEET THE CRITERIA CHECK THE BOX UNDER ADVANCED OPTIONS.
Misty: Oh Wow! …Now I can see all my rules on one page. Yay!
Monica: Yep. WITH PROCESS BUILDER WE THE GET TO SEE OUR PROCESS AS WE BUILD IT.
KNEW YOU WOULD LOVE THE ON-TREND LOOK.
Misty: It definitely is a classier and well put together look...Now what else do we need to do?
Monica: NOW WE NEED TO DEFINE WHAT HAPPENS WHEN OUR CRITERIA EVALUATES AS TRUE.
SINCE YOU WANT THE CLIENT VALUE RATING TO UPDATE AS SOON AS THE CRITERIA ARE MET WE’LL CHOOSE “IMMEDIATE ACTIONS” AND THEN “UPDATE RECORDS” AS OUR ACTION TYPE.
DEJA VOUS . HUH? THOSE ACTIONS DEFINITIONS LOOK VERY FAMILIAR, EH MISTY?
Misty: Yep. They look just like my Workflow Field Updates and are so fashionable, I don’t know why I didn’t try processes on a long time ago.
Monica: BUT WAIT! … THERE’S MORE!!!
Monica: SEE ALL THE THINGS THAT PROCESS BUILDER CAN DO THAT ARE NOT POSSIBLE IN WORKFLOW.
IF WE WANTED TO, WE COULD POST TO CHATTER WHEN A CLIENT’S VALUE RATING CHANGES TO HIGH SO MARKETING PUTS THEM AT THE TOP OF THE LIST FOR BASEBALL GAME INVITES.
Misty: I dunno. Bringing attention to this detail might mean I don’t get MY Giants tickets.
Monica: WE DON’T HAVE TO DO IT, BUT WE COULD!
OR… WE COULD AUTOMATICALLY CREATE A CASE WHEN A HIGH VALUE CLIENT SLIPS DOWN TO MEDIUM OR LOW?
Misty: Wow! You mean I can use Process Builder to automatically create new records without having to bring in a developer? That can’t be right.
Monica: IT’S TRUE. YOU CAN DO IT ALL POINT-AND-CLICK – NO CODE.
PROCESSES THAT ONCE REQUIRED MULTIPLE WORKFLOWS CAN DO BE CONSTRUCTED USING JUST ONE PROCESS. READY TO DEACTIVATE YOUR WORKFLOWS NOW?
Misty: Actually…Yes, I don’t need my old rules anymore. I’m ready to do a complete automation makeover. Let’s delete my rules right now.
Monica: THAT’S FANTASTIC BUT LET’S DO THIS THE RIGHT WAY
Monica: WE SHOULD START BY JUST DEACTIVATING THE WORKFLOW RULES. WE DON’T WANT TO DELETE ANYTHING UNTIL WE ARE SURE THAT OUR PROCESS DOES WHAT WE WANT IT TO DO.
THEN WE NEED TO ACTIVATE OUR PROCESS BY CLICKING ON THE ACTIVATE BUTTON.
ONCE THE PROCESS IS LIVE, ALL THAT’S LEFT IS TEST IT.
Misty: This is exciting. Let’s just make some changes to the Annual Revenue numbers and change some of the Upsell Opportunity fields so we can see my new Process in action.
Monica: THAT WILL WORK SINCE WE ARE LOGGED INTO YOUR SANDBOX. YOU WOULD NEVER EVER MAKE CHANGES IN PRODUCTION, RIGHT MISTY?
Misty: Who me? No…no! I would never DO IT IN PRODUCTION! Never! (unconvincingly- nodding her head yes)
Monica: OKAY I BELIEVE YOU.
READY FOR THE BIG REVEAL?
Misty: Heck yeah!
Monica: LOOK HOW BEAUTIFUL YOUR PROCESS IS. POSITIVELY STUNNING!
Misty: Well lookie here … I totally agree with you Monica. Lightning Process Builder is a must have accessory for all awesome admins ANY season of the year
Monica: I KNEW YOU’D LOVE IT!
HOW ARE ON TIME MISTY?
Misty: Thanks awesome admins. you been a great audience. We’ll see you next season.