Workflow/Process Automation

Question 1

Process Automation

Answer 1

• Simplifies work for End Users
• Typically involves a variety of rules and processes that can be set up to eliminate repetitive and time-consuming processes
• Ex: Workflows, Process Builders

Question 2

Workflow Rule

Answer 2

• Sets workflow actions into motionvwhen certain conditions are met, either immediately or on a scheduled time, fired by a trigger
• Can be used for automating simple business processes, such as creating tasks, updating a field, sending an e-mail, or sending an Outbound message
• Actions are performed in a certain order when a record is created, updated, or inserted into SF
• 3 evaluation crtieria are when defining when this should be triggered
• Can execute BOTH immediate and time-dependent actions. The latter requires adding a time trigger
• Sets Workflow actions into motion when certain conditions are met, either immediately or on a scheduled time, fired by a trigger
• Supports Outbound Messages to external systems (Process Builder doesn’t)
• Can be triggered from a save button, data import, API, and insert/update DML operations
• Will only be triggered ONCE when a record is first created and every time the record is updated as long as the record meets the rule criteria
• When a new record is created, or if an existing record is changed from not meeting the rule criteria tomeeting the criteria, this will fire

Question 3

3 Options when Workflow Rules should be evaluated

Answer 3

1.) When a record is Created
2.) When a record is Created, and every time it’s edited
3.) When a record is Created, and any time it’s edited to subsequently meet criteria

Question 4

4 Times Workflow Rules are evaluated

Answer 4

1.) After Triggers
2.) Validation Rules
3.) Assignment Rules
4.) Auto-Response Rules

Question 5

Order of Execution

Answer 5

A set of events that are executed in a specific order and are triggered whenever a record is inserted, updated, or upserted

Question 6

Order of Execution Mnemonic

Answer 6

Validation Rules
Assignment Rules
Auto-Response Rules
Workflow
Escalation Rules
Process Builder
- Very Awesome Admins Want Exciting Projects!

Question 7

Order of Execution BEFORE and After a Workflow Rule or Process (Builder) is Triggered

Answer 7

1.) Before Triggers
2.) Validation Rules
3.) Duplicate Rules
4.) After Triggers
5.) Assignment Rules
6.) Auto-Response Rules
7.) Workflow Rules/Process
8.) Escalation Rules
9.) Entitlement Rules
10.) Update Parent Roll-up Summary
11.) Save Records

Question 8

3 Options to select from when defining when a Workflow Rule should Trigger

Answer 8

1.) When a Record is created
2.) When a Record is created, and everytime it’s edited
3.) When a Record is created, and anytime it’s edited to subsequently meet criteria

Question 9

Rule Criteria

Answer 9

• The logic which determines if the rule should fire
• 2 ways to define this:
  1.) Criteria are met
  2.) Formula evaluates to True

Question 10

Formula

Answer 10

• Needs to return a value of “True” or “False”
• If “True,” then the rule is triggered
• This can reference merge fields in related objects
• Advantage of using this is that I can cross-reference related objects

Question 11

8 Things Workflow Rules can do

Answer 11

1.) Create Tasks
2.) Send E-mails
3.) Update Fields
4.) Outbound Messages
5.) Select Existing Actions
6.) Immediate Actions
7.) Time-Dependent Actions
8.) Time Trigger

Question 12

Field Updates

Answer 12

• Can be used to update the value of a field in a record
• ALWAYS OCCUR FIRST!!!!!!!!!!!!!!
• The Record Owner can be updated
• New value options are based on the Field type (ex: Checkbox has “True” and “False” options)
• Picklist fields can be updated with a specific value or the value above or below the current one
• A formula can reference merge fields on the same record or related records up to 10 levels away
• Optionally, all Workflow Rules on the same object can be re-evaluated after this

Question 13

3 Field Update Options

Answer 13

1.) Clear the _____
2.) Set a specific value
3.) Apply a Formula

Question 14

Outbound Messages

Answer 14

• Sends data from an object to an external system
• Data from specified fields are sent in XML format via an API message
• Sent to a web URL endpoint, containing data of specified fields in a SOAP message
• Requires the receiver to have a web service listener
• Can ONLY be sent using Workflow Rules, NOT Processes (Process Builder)

Question 15

Time-Dependent Actions

Answer 15

• Allows 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

Question 16

Time Triggers

Answer 16

• Can be defined using standard or custom date and date/time fields for the objects
• The valid range is 0 - 999 days or hours
• NOT available if:
  1.) Workflow Rule is already active (must deactivate, add this, then activate again)
  2.) Pending Actions are in the workflow queue
  3.) Rule criteria is set to “Every Time a Record is Created or Edited”

Question 17

Process Builder

Answer 17

• An automation tool with a drag-and-drop visual interface that can be used to automate processes that require actions not supported by workflow such as creating new records other than Tasks
• These work with a single standard or custom object at a time
• Can be used to execute actions that are time-dependent, but ONLY when a record is created
• Can be used to define a series of conditional actions that are invoked when a record is created or updated
• Some examples of actions that can be executed when using this tool are:
  1.) Apex
  2.) Flow
  3.) Create or Update a record
  4.) Send an e-mail alert
  5.) Post to Chatter
  6.) Submit a record for approval
• Advantage of using this tool over Workflow Rules: I have finer control over the order of execution of actions within the process
• Another advantage over Workflow Rules: Implement only ONE of these per standard or custom object
• This tool does NOT support Outbound Messages to external systems like Workflow Rules does
• Can be triggered rom a save button, dataimport, API, insert/update DML operations, platform event, and from itself
• Includes selecting the object, the criteria to invoke the process, and condition actions
• Actions can be immediate or scheduled
• Actions can be executed based on Conditions, Formulas, or already-executed actions
• Actions can be set as an invocable process. This is for when there are many repeated steps in a process and that series of actions need to be referenced in multiple processes

Question 18

4 Process Builder Considerations

Answer 18

1.) It must be ensured that 2 processes are not set up to run in infinite loops where Process A invokes Process B, and vice versa
2.) Actions are executed in the order in which they appear in the Process definition
3.) Can be used to automate Chatter tasks using groups, group memberships, topics, and topic assignments
4.) Only shows supported options in the field picker, such as when specifiying the fields for defining the criteria for a process based on the Account object

Question 19

3 Similarities between Workflow Rules and Process Builder

Answer 19

1.) Both evaluate when the rule should be executed
2.) They both evaluate what conditions need to be present for the rule to be executed
3.) They both evaluate if the rule has a time dependency, and they take an action

Question 20

5 Steps of a Process Definition

Answer 20

1.) 3 options for starting this:
a.) A record changes
b.) A platform event occurs
c.) It’s invoked by another _______
2.) Define the Object for the _______
3.) Define the criteria when it will run
4.) Define the activites that need to be automated
5.) Activate it

Question 21

Flow Builder

Answer 21

• 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)
• Can be triggered from a link, button, quickvaction, Visualforce, Process, record save/delete, schedule, Lightning components, and platform event
• 2 types:
  1.) Screen-based
  2.) Auto-Launched

Question 22

Screen-Based Flows

Answer 22

• Flows that uses the ‘Screen’ element that is used to capture or display information
• It can be launched from a button, link, page, and more
• Guides Users through a business process that’s launched from Lightning pages, Experience Cloud Sites, quick actions, and more

Question 23

Auto-Launched Flows

Answer 23

• Flows which run in the background while performing its actions
• It can be triggered from a record change, process, Apex, platform event, schedule, etc.

Question 24

Approval Processes

Answer 24

• Allows defining a series of steps to automate the process for approving records, either standard or custom object records
• Can range from a single step to a complex multi-step process with multiple approvers, for all records or a subset of records that meet a certain criteria
• Can be created to automate and standardize the ________________ for specific types of records such as Opportunities, Quotes, Expenses, Refunds, etc.
• Can be triggered from a submit button, Process, Flow, and Apex trigger

Question 25

Tasks

Answer 25

Can be created; assigned to particular Users or record owners

Question 26

Existing Action

Answer 26

• Can be associated with a newly created Workflow Rule
• Can be used either in Immediate Workflow Actions or Time-Dependent Actions

Question 27

Initial Submission Actions

Answer 27

Option to define actions that should occur on record submission

Question 28

Final Approval Actions

Answer 28

Option to define actions that should occur when the record is approved

Question 29

Final Rejection Actions

Answer 29

Option to define actions that should occur when the record is rejected

Question 30

Recall Actions

Answer 30

Option to define actions that should occur if the record is recalled

Question 31

Scheduled Actions

Answer 31

Actions which can be set to execute after a specific number of hours or days from a referenced date field value, such as Created Date

Question 32

‘Core Action’ Element

Answer 32

Element which an be used to perform an action outside of the Flow

Question 33

Apex Action Element

Answer 33

Element which can be added to call an Apex class if one of the methods is annotated with @InvocableMethod

Question 34

Apex Action (Legacy) Element

Answer 34

Element which can be used if an Apex class implements the Process.Plugin interface

Question 35

‘E-mail Alert’ Action

Answer 35

Action which an be used to send an email from an available action

Question 36

7 Flow Actions which can be added to Flows

Answer 36

1.) Activate Session-Based Permission Set
2.) Deactivate Session-Based Permission Set
3.) Post to Chatter
4.) Global or Object-Specific Action
5.) Send Custom Notification
6.) Send E-mail
7.) Submit for Approval

Question 37

Flow Builder

Answer 37

• An automation tool used to build Flows
• This tool is capable of performing more complex business processes and can be implemented as a solution in several use cases in different forms such as a Screen ____ that is used to capture User input and a scheduled ____ that is configured to run on certain timings

Question 38

Scheduled Triggered-Flow

Answer 38

• Launches at a specified time and frequency for each record in a batch
• This Auto-Launched Flow runs in the background

Question 39

Record-Triggered Flow

Answer 39

• Launches when a record is created, updated, or deleted
• This Auto-Launched Flow runs in the background

Question 40

Platform-Event Triggered Flow

Answer 40

• Launches when a plaform event message is received
• This Auto-Launched Flow runs in the background