Workflow and Process Builder Flashcards
What is Flow builder and what does the Migrate to Flow tool in Setup do?
Flow Builder is the primary tool for building automated solutions. The Migrate to Flow tool in Setup can be used to convert a workflow rule or process to an equivalent record-triggered flow.
Workflow
Workflow rules are capable of automating simple business processes such as sending an email alert when a record is updated.
Process Builder
Process Builder is capable of automating processes which require actions that are not supported by workflow rules such as creating new records other than task
Flow Builder
Flow Builder can be used to automate complex business processes and can be triggered automatically, for instance, on scheduled intervals, or in response to a platform event
Approval Process
Approval Processes can be created to automate and standardize the approval processes for specific types of records such as opportunities, quotes, expenses, refunds, etc.
Process Automation Tool
Flow Builder, Process Builder, Workflow, and Approvals are declarative tools that are used to automate business processes. Each tool supports several types of actions
What happens if a validation rule fail/ What happens when a workflow rule is executed?
Should a validation rule fail, the record will not be saved. If an error is encountered, the entire transaction is rolled back and no changes will be saved.
Once Workflow Rules have been executed, other rules will follow until the record is saved. Moreover, the Parent Record(s) updated by the Rollup Summary will also be processed and will go through the entire order of executio
What are the 3 options to select from when defining when a workflow rule should be evaluated?
When a record is Created.❖When a record is Created, and every time it’s edited.❖When a record is Created, and any time it’s edited to subsequently meet criteria.
Whatis a Rule Criteria and what are the ways to define the logic?
Rule Criteria is the logic which determines if the rule should fire. There are 2 ways to define the logic:
CRITERIA ARE MET
FORMULA EVALUATES TO TRUE
Formula Evaluation
What is the function that can determine if a field has been updated
e.g., ISCHANGED to determine if a field has been updated.
What are the 8 workflow and assignment capabilities
Create Tasks
❖Send Emails
❖Field Updates
❖Outbound Messages
❖Select Existing Action
❖Immediate Actions❖
Time Dependent Actions❖
Time Trigger
What is field update and which fields will be updated with this automation
“Field updates can be used to update the value of a field in a record.”
❖RECORD OWNER
❖VALUE OPTIONS
❖PICKLIST FIELDS
Existing Actions
What is it associated with?
When can exisitnig actions be used?
When does immeidate actions fire?
If multiple ctions are defined what happens?
“Associated with a workflow rule”
-Existing actions can be used either in Immediate Workflow Actions or Time-Dependent Actions.
-Immediate actions are associated with a workflow and fire immediately when the workflow criteria is met.
-If multiple actions are defined, the order of execution is not guaranteed, but field updates execute first.
What are Time Dependent Actionsand when can it be set to trigger?
“Time-Dependent Actions allow users to choose when the workflow actions should be executed”
-It can reference a date field on the record.
-It can be set to trigger a number of days or hours before or after a date field or trigger date.
Process Builder executes when and what is the limitation of using Process Builder
-Process Builder execute actions based on (single or multiple) if/then logic.
-Unlike flows or workflow rules, processes do not support sending outbound messages.
Whatare the two main types of flows that can be created in Flow Builder
Screen Flow and Autolaunched Flow.
What are the different types of Triggers for an Autolaunched Flow
NO TRIGGER-
This flow needs to be explicitlycalled from a process, button, etc.
❖RECORD TRIGGERED-This flow is triggered when a record is created, updated, or deleted.
❖SCHEDULE TRIGGERED-This flow can be scheduled to run once, daily, or weekly.
❖PLATFORM EVENT TRIGGERED-This flow is triggered upon receiving a platform event message.
Approval Process Creation
STEP 1: Create the Approval Process Definition
STEP 2: Add evaluation, record criteria, and approval steps
STEP 3: Specify rejection and approval actions.
Examples of Approval Process
Opportunity-
An approval process can be defined so that sales reps can request approval from their sales manager for opportunities with discount above 30%
-Quote: quote has been generated and an additional discount of 15% has been applied based on the quantity of the items. The Sales rep can ask for approval from his manager before sending a copy to the customer.
-Contract:Before activating a partner contract in which the auto-calculated end date is less than 2 years, the Account Executive can ask for further evaluation from his manager by submitting it for approval.
-Time Tracker:A custom object that tracks Paid-Time-Off requests can use an approval process to allow employees to submit leave requests for their manager’s approval.
Approval Steps Actions
An approval process can have multiple approval steps. In each step, the following items are done:
❖The records that can advance to that step are determined
❖Approvers are assigned.
❖The ability of the approver’s delegates to respond to the request is determined.
Things to consider when submitting an record for a approval
RECORD LOCK:
When a record is submitted for Approval, it is locked for changes (except from the system administrator and the approver) until the record has completed the approval process.
❖APPROVAL HISTORY: Approval Audit History is recorded on a separate related list.
❖DELETION: Before deleting an approval process, make sure that it is inactive and delete pending approval requests and remove them from the recycle bin.
Approval History related list
track the status where a record is in an approval process. Approval actions can also be selected from it.
