From this parent flow, I can branch off into different flows based off decisions. Were going to build that consolidated Assign/Remove permission set process as an autolaunched flow, which means this flow will fire when something else triggers it. As such, its important to make sure theyre handled correctly. Set Field Values for the Permission Set Assignment: How to Find Records to Delete: Specify Conditions, Filter Permission Set Assignment Records: AssigneeId Equals varUserId AND PermissionSetId Equals varPermissionSetId, Trigger the Flow When: A record is created or updated, Set Entry Conditions: Custom Condition Logic is Met, Optimize the Flow for: Actions and Related Records, Formula: ISNEW() && {!$Record.Department}= "Finance", Outcome #1: New Finance User | NewFinanceUserFormula Equals True, Outcome #2: Existing User Previously Finance Department | All Conditions Are Met, varPermissionSetAction: Add (This specifies we want to add a permission set. Creating a single set of complex actions once and allowing multiple Flows to take advantage of it makes your declarative programming much easier and faster. Save this flow, naming it Duplicate Opportunity Subflow, and dont forget to Activate it. Select Autolaunched Flow (No Trigger) and click Next. How does a fan in a turbofan engine suck air in? A convenient use of subflows is that they are not reliant on a specific object like many other flow types are. Youll create just one record, and set the record field values to use all values from a record. Were essentially building a componentized flow that can be reused anytime theres a need to assign or remove a permission set from a user. Gloucestershire Otherwise, the variable will be empty, signifying no permission set. This will store the assignee ID when we query the Permission Set Assignment object for the user and permission set and there is a value found. This flow will run every time a record is created or edited on an Opportunity (but this can be any object you want). They often have at least one variable that has been made available for Input and another that has been made available for Output. I had the problem that manually assign variable was not present. Don't worry, no programming (or math) experience required. Torsion-free virtually free-by-cyclic groups. January 19, 2023, 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. Watch a quick video for more . Below, we access the AccountId lookup field on the Opportunity object: Some components such as the Text component also allow their input to be validated by defining an error message and formula to trigger the error. However, if the user already has the permission set, no further action is needed. Ackermann Function without Recursion or Stack. The data type is Date and formula is: today() + 364 . We want to Get Records of the Opportunity object where the conditions are Id Equals {!recordId}. Home Article Duplicate a Record with Lightning Flow in Spring 20. This will store the permission set API or developer name passed from the record-triggered flow. Restrictions apply. Lets create some variables. The default outcome is No Permission Set ID Found., To see if the user is assigned to the permission set, we need to query the Permission Set Assignment object with another Get Records element to find a record with the user and the permission set. Now, set the Flow Variable for recordId to the field reference of [Opportunity].Id. Integral with cosine in the denominator and undefined boundaries. Many input components can also be marked as required, forcing the user to input a value in order to proceed in the flow. Click the down arrow in the Calculate Discounts row, then click View Details and Versions. Schedule-Triggered Flows. 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. Learning Salesforce Visual Workflow. Entitlement Process For our use case, when theres a new Finance user or a user has left Finance, we want the permission set to either be assigned or removed. Copy the flows URL from the Flow Detail page. 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! As a result, you should be able to access things like Record Ids or Record Type Ids with ease, without having to hardcode them. In my example below, I have a flow that is triggered after a record is saved on the Opportunity object (note: you cannot call a subflow on a record-triggered before save flow). Subflow Because each piece builds on the other, we need to start at the end, creating the subflow first. Happy flowing! The flow then uses the variable to update the opportunity's discount. Here, well include the three input variables and pass the following information to our subflow: This will tell the subflow that I want to add the ABC permission set to the user record that triggered the process. If you want to use this functionality, create a output-allowed variable and assign it manually. Navigate to Setup. When you think about automation, the use cases that come to mind are most likely automation that your customers or users can benefit from. Official Salesforce Help Article On Subflow. This is especially true if youre just learning Flow or when working on a highly complex process. Automation allows you to remove manual tasks, drive efficiency, and eliminate friction and redundancy. Lets #WorkSmartNotHard by automating routine, repetitive tasks for ourselves so we have more time to focus on value-added tasks, like delivering new enhancements to our users! ). If we find the permission set, well store the ID in a variable called varPermissionSetId. What are we looking to do (in this caseassign or remove a 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. There are times when building a Flow may not be the correct move. Route a Flow. Once the autolaunched flow from the Subflow element runs, the original flow continues. 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. Connect, learn, have fun and give back with #AwesomeAdmins across the globe. This variable will only be available in your subflow if you select Available for input. 1. Lets go through the steps of setting up Subflow. Asset Management with Flow and MuleSoft Composer, Automate This! When working with Flow, you need to put those safety verifications or guardrails in place to prevent your flow from failing. Create a custom button to display on opportunities in Salesforce. Did you notice how long it took before we even logged in to Salesforce to configure?! When a flow contains a subflow element, we call it the master flow to distinguish it from the referenced flow. A Trailblazers Insights from Migrating Workflow Rules to Flow, Automate This! Finally, save your flow and select Activate. Note: You can assign a permission set in the user interface (UI) only if its listed in the Available Permission Sets list. Make this available for input. Discover Tips and Best Practices for Record-Triggered Flows. January 16, 2023, Follow and complete a Learn MOAR Spring 23 trailmix for admins or developers by March 31, 2023, 11:59 p.m. PT to earn a special community badge and be automatically entered for a chance to win one of five $200 USD Salesforce Certification vouchers. Again, similar to the process of assigning a permission set, we need to identify the permission set to get the permission set ID. Subflows from Record-Triggered Flows in Salesforce. Since delving into Microsoft's world of Power Platform, I wanted to expand my knowledge in other technologies (for those still interested in Microsoft content, the link is below for my other blog). 4. Connect, learn, have fun and give back with #AwesomeAdmins across the globe. 5. 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. rev2023.3.1.43269. Learn how to participate and review the Official Rules by [], By I often preface my tutorials with Always build in a Sandbox or Developer Environment and this one is just as important. 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. Send Emails. The Trailblazer Community is a great place to start. 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. However, they're an important thing to understand when you're building flows. If no record is found, well set the variable to null by enabling the attribute When no records are returned, set specified variables to null.. And were done! Auto-Launched 3. Give it a name (Assign Values). Lisa Dick I think of it as a Tupperware container. PermissionSetId: This is the permission set ID. The User object holds all the records of your users. Select your subflow name (mine was called Call Subflow). Go to Process Builder in Setup. The first text variable is varUserId. Link the button to the flow using URL parameters. For example, I may want to make decisions based on each record type I have on the Opportunity object. As additional scenarios come up for automatically assigning or removing a permission set, you can create a new record-triggered flow that invokes the autolaunched flow as subflows. | Click New Resource and Formula. The record-triggered flow we build will look like this. Stages. Flow Formula Builder. Disclaimer: All information is provided \"AS IS\" without warranty of any kind. Step 1: Create the subflow Because each piece builds on the other, we need to start at the end, creating the subflow first. Your automation (aka flow) needs to accommodate for these UI restrictions or else your flow will fail. 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. To be more aggressive with the discount program, look up whether the last opportunity was lost on price. Lets understand the relationship between user and permission sets. As an admin, its important to be security-minded, ensuring your org is secure and your users have least privilege access. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); Salesforce Ben In the example below, I am planning on passing the Opportunity record ID from my Record-Triggered Flow. I added an Update Records element and filtered the record based off my Opp_Record_ID variable. Constants are like variables, except they're designed to simply hold a non-variable value that . If so, offer the customer an even bigger discount. Only flow administrators can run inactive flows. 1. Watch how I use the power of Flow to assign and remove a permission set from a user, and then read all the details in the post below. Every flow resource is a placeholder, but variables are the only resource that can change during the flow, hence the name "variable.". Next to it click on the Arrow and Click "View Details and Version". Thanks the info about subflow, There have been some scenarios that I have sent you, which I am unable to work with the subflow variables let alone pass variable from main flow to the subflow. Venn's Resident Cookie Monster here. This allows you to pass in a variable from another flow (which will be our parent flow). | So, an even better design would be to consolidate the steps so we dont build the same steps over and over again. Next, to see if the user is assigned to the permission set, we need to query the Permission Set Assignment object, so well once again use the Get Records element. This will store the value of Add or Remove passed from the record-triggered flow. This is so that your risk of hitting a Governor Limit is significantly reduced, as youre able to control the number of times one of these Data elements is used. 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