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Salesforce ADMIN -201-Winter2021 > Workflow/Process Automation > Flashcards

Workflow/Process Automation Flashcards

1
Q

In Process Builder, what action can start a Flow?

A
  • A record change process starts when a record is created or updated.
  • An event process starts when a platform event message is received.
  • An invocable process starts when something else, like another process, invokes it.
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2
Q

What actions can a process trigger if all conditions are met?

A
  • Create a record of any object type
  • Update any related record—not just the record or its parent
  • Use a quick action to create a record, update a record, or log a call
  • Invoke a process from another process
  • Launch a flow—you can’t schedule this action with workflow
  • Send an email / Send a custom notification / Post to Chatter
  • Submit a record for approval
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3
Q

In what order does Salesforce Evaluate the different automation processes?

A
  1. Validation rules
  2. Assignment rules
  3. Auto-response rules
  4. Workflow rules and processes (and their immediate actions)
  5. Escalation rules

A record change can trigger more than one process. You can’t determine which process starts first.

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4
Q

When do Processes Evaluate Record Changes?

A
  • A record is saved or created. (Records created after the process only)
  • A standard object in a master-detail relationship is reparented.
  • Leads are converted if Require Validation for Converted Leads is enabled.
  • Another process, workflow rule, or flow updates the record in the same save operation, if the process is configured to reevaluate records.
    Processes can reevaluate records up to five times in one save operation. In a batch update, processes reevaluate only changed records.
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5
Q

When Processes Don’t Evaluate Record Changes?

A
  • Campaign statistic fields, such as individual or campaign hierarchy statistics, are updated.
  • Picklist values are mass replaced.
  • Address fields are mass updated.
  • Divisions are mass updated.
  • Territory assignments of accounts and opportunities are modified.
  • Self-Service, Customer, or partner portals users are deactivated.
  • State and country/territory data are converted with the Convert tool.
  • Values for state and country/territory picklists are modified using AddressSettings in the Metadata API.
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6
Q

What should you do when you replace a workflow rule with a process?

A

Deactivate the workflow rule before you activate the process. Otherwise, you can get unexpected results, such as overwritten records or redundant email messages. This best practice also applies when you replace an Apex trigger with a process.

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7
Q

Best Practice tip:
For each object, use one automation tool.

A

If an object has one process, one Apex trigger, and three workflow rules, you can’t reliably predict the results of a record change.

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8
Q

Best Practice Tip:
Have only one record-change process per object.

A
  • Instead, create one consolidated record-change process for an object, (one Master Process to invoke other processes:
    • Avoid hitting limits
    • Determine the order of operations
    • See all the criteria that are evaluated each time that object’s records are updated
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9
Q

Tip: Installed Processes

A

If you install a non-template process from a managed package, you can only activate or deactivate it. If the process is a template, you can view and clone it, and you can edit the clone.

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10
Q

Tip: Active Processes

A

After you activate a process, you can no longer edit it.

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11
Q

Tip: Deleting Processes

A

You can’t delete a process when it has unexecuted groups of scheduled actions. The workaround is to delete the unexecuted groups of unscheduled actions.

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12
Q

Tip: Processes in Transactions

A

Each process runs in the context of a transaction. A transaction represents a set of operations that are executed as a single unit. When a process is triggered more than once in a single transaction, Salesforce executes similar actions in one batch.

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13
Q

What is Salesforce Flows?

A

A flow is the part of Salesforce Flow that collects data and performs actions in your Salesforce org or an external system.

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14
Q

What are the 2 types of flows that Salesforce Flow provides?

A
  1. Screen flows ( Ex. guided tutorial or wizard with screens.
  2. Auto-launched flows. (add automation to your page or app to perform an action to a record when a user clicks a button.
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15
Q

Ursa Major Solar created an action that sends a follow-up email to the customer two days after a case is closed. The administrator wants to verify that the process functions correctly.
Which queue should the administrator view to monitor pending actions?

A

The Process Action Queue shows process actions and
the administrator would be able to monitor pending process actions in this Queue.

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16
Q

Ursa Major Solar has an auto-response rule to send emails when a customer submits a new case and an assignment rule to determine case ownership for new cases. In addition, the case object has validation rules to ensure that each case includes values for all fields needed by its owner to resolve the case.
In which order does Salesforce process the immediate actions associated with workflow rules and related business automation for a newly created record?

A
  1. VALIDATION RULES,
  2. ASSIGNMENT RULES,
  3. AUTO-RESPONSE RULES,
  4. WORKFLOW RULES,
  5. ESCALATION RULES
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17
Q
  • *Ursa Major Solar has a team of account managers that requested email alerts any time an opportunity or case is created on accounts that they own.**
  • *What is the minimum number of workflows needed to accomplish this task?**
A

TWO WORKFLOW RULES WITH ONE EMAIL ALERT EACH

Each workflow rule applies to a single object. Opportunity and/or case would need a separate workflow for each object.

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18
Q

Ursa Major Solar has created an automated approval process to quickly communicate and improve their customer service. What are two final approval actions in an approval process?

  1. CREATE A CHATTER POST
  2. ADD AN EMAIL ALERT
  3. SEND AN OUTBOUND MESSAGE
  4. CALL APEX
A

2. ADD AN EMAIL ALERT

3. SEND AN OUTBOUND MESSAGE

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19
Q

Ursa Major Solar wants to assign a task automatically to account managers when a customer’s agreement is about to expire. How should an administrator configure this functionality?

A

Create a Time-based Workflow on Account with a
rule criteria of Agreement End Date > TODAY().

20
Q
  • *An administrator created a workflow rule that sends email alerts when a case with a high priority is created. A new support engineer who works remotely at Ursa Major Solar complains about not receiving the email alerts. All other users at Ursa Major Solar receive these email alerts. How can an**
  • *administrator troubleshoot this issue?**
A

Verify the user’s email address

21
Q

Ursa Major Solar wants to create a workflow rule
to send an email alert to members of its board of
directors, none of whom use Salesforce. How
many of the board members can be added to a
single email alert?

A

Up to 5 additional email addresses can be added to the email alert.

22
Q

Flow

A

An application that can execute logic, interact with
the Salesforce database, call Apex classes, and
collect data from users.

23
Q

Which of these automation tools can be used to delete records?

  1. PROCESS BUILDER
  2. FLOW BUILDER
  3. WORKFLOW
  4. APPROVALS
A

FLOW BUILDER

24
Q

These automation tools can create records.

Which 2 tools can only create tasks?

  1. PROCESS BUILDER
  2. FLOW BUILDER
  3. WORKFLOW
  4. APPROVALS
A

WORKFLOW & APPROVALS

25
Q

Which one of these automation tools cannot launch a flow?

  1. PROCESS BUILDER
  2. FLOW BUILDER
  3. WORKFLOW
  4. APPROVALS
A

APPROVALS

26
Q

Which one of these automation tools can invoke other processes or be invoked by another process?

  1. PROCESS BUILDER
  2. FLOW BUILDER
  3. WORKFLOW
  4. APPROVALS
A

PROCESS BUILDER

27
Q

What can trigger a flow builder to start?

A
  • User clicks button or link
  • User accesses Lightning page, Experience Cloud site page, Visualforce page, or custom tab
  • User accesses item in a utility bar
  • Condition(s) are met
  • Apex is called
28
Q

What can trigger a workflow to start?

A

A Record is changed

29
Q

What can trigger a Process to start?

A
  • Record is changed
  • Invoked by another process
  • A platform event message is received
30
Q

Which one of these automation tools doesn’t Support time-based actions?

  1. PROCESS BUILDER
  2. FLOW BUILDER
  3. WORKFLOW
  4. APPROVALS
A

APPROVALS

31
Q

Which ones of these automation tools don’t Support user interaction?

  1. PROCESS BUILDER
  2. FLOW BUILDER
  3. WORKFLOW
  4. APPROVALS
A
  • PROCESS BUILDER
  • WORKFLOW
  • APPROVALS

Only Flow support user interactions

32
Q

Which ones of these automation tools don’t post to chatter?

  1. PROCESS BUILDER
  2. FLOW BUILDER
  3. WORKFLOW
  4. APPROVALS
A
  • WORKFLOW
  • APPROVALS
33
Q

Quick Action

A
  • Can be object-specific or global action
  • Only Create, Update, and Log a Call actions are supported
  • Can also use actions in a process, and can only set values for fields that are part of the action’s layout
34
Q

Process Trigger

A
  • Every process includes a trigger, which tells the process when to start.
  • How you configure that trigger depends on what type of process you’re creating.
    ○ Record change
    ○ Event
    ○ Invokable
35
Q

Approval Process

A
  • Automates how records are approved in Salesforce
  • Specifies each step of approval including from whom to request approval and what to do at each point of the process.
36
Q

Delete an Approval Process

A
  • Before you delete an approval process; make sure it’s inactive.
  • Delete pending approval requests that are associated with it, and remove them from
    the recycle bin.
37
Q

Activate an Approval Process

A
  • An approval process must have at least one step before you can activate it.
  • After an approval process is activated, you can’t add, delete, or change the order of the steps or change its reject or skip behavior, even if the process is inactive.
38
Q

The administrator for the Cloud Kicks has a flow that makes several updates to Contacts when they are being created. If the Contact Status is “New” and the Contact’s email is known, the administrator would also like to send a welcome email. What should the administrator do to complete this requirement?

A. Update the flow with a decision to send the email when needed.
B. Create a workflow rule with email alert to send the email.
C. Update the flow with a formula to send the email when needed.
D. Create a process builder with email alert to send the email.

A
  • A. Update the flow with a decision to send the email when needed.
  • *Correct. When a flow executes a Decision element, it evaluates each** decision outcome in order.
  • B. Incorrect. When a flow executes a Decision element, it evaluates each decision outcome in order.
  • C. Incorrect. When a flow executes a Decision element, it evaluates each decision outcome in order.
  • D. Incorrect. When a flow executes a Decision element, it evaluates each decision outcome in order.
39
Q

Universal Containers has asked its Administrator to automatically set some fields when a Lead is created. What is the best way for the administrator to perform this automation?
A. Create 1 Workflow rule per field
B. Record Triggered-Flow that runs Before save
C. Use Process Builder that launches a flow
D. Use a Screen Flow with default values

A

A. Incorrect. Update new and changed records by using before-save updates in flows.
B. Record Triggered-Flow that runs Before save
Correct. Update new and changed records by using before-save updates in flows.
C. Incorrect. Update new and changed records by using before-save updates in flows.
D. Incorrect. Update new and changed records by using before-save updates in flows.

40
Q

What are two Initial Submission Actions in an Approval Process?
A. The value of a field on the record can be updated.
B. The record is locked for everyone except the Owner.
C. An outbound message can be sent to another application.
D. A task can be assigned to users in a specific Profile.

A

A. The value of a field on the record can be updated.
Correct. An initial submission action occurs when a user first submits a record for approval.
B. Incorrect. An initial submission action occurs when a user first submits a record for approval.
C. An outbound message can be sent to another application.
Correct. An initial submission action occurs when a user first submits a record for approval.
D. Incorrect. An initial submission action occurs when a user first submits a record for approval.

41
Q

Which Business Process can be defined for a custom Object?

A

Business Processes cannot be defined on Custom Objects

42
Q

What type of business processes can be created?

A
  1. Lead Process: Driven by the Lead Status Picklist Field.
  2. Sales Process: Driven by the Opportunity Status Picklist Field.
  3. Support Process: Driven by the Case Status Picklist Field.
  4. Solution Process: Driven by the Solution Status Picklist Field.
43
Q

Business Process Assignment

A

After creating a sales, support, lead, or solution process, assign the process to a record type. The record type determines the user profiles that are associated with the business process.

To view a list of business processes, from Setup, enter Processes

44
Q

What automation tools can be used to do update or create a record when a record is created or updated?

A

Process Builder

  • Can create or update any record
  • It supports time-based action
  • Starts when a record is changed, or a platform event message is received
  • Can be invoked by another process
  • If logic is more complex use Process Builder + Flow Builder
45
Q

What automation tools should be used to create a task when a record is created or updated?

A

Workflow

  • Starts when a record is changed
  • can be scheduled
  • Can update field of the record that triggered the workflow and its parents
  • Can Create task only (not record)
  • Sends email alerts
46
Q

What automation tools can be used to delete a record when a record is created or updated, and send messages alerts via email or chatter?

A

Flow Builder (for the most complex automation)

  • Can start from user interaction, lightning page, visualforce, Apex is called, a Process starts
  • Can create, update and delete any record
  • Can schedule when the action starts
47
Q

What automation tools must be used to guide a user through a series of screen?

A

Create a Flow with FLOW BUILDER

A screen flows would be recommended.
An autolaunched flows is recommended to update a record when a user clicks a button

Salesforce ADMIN -201-Winter2021 (14 decks)

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