Workflow/Process Automation Flashcards
What is the order of execution?
1.Validation Rules
2. Duplicate Rules
3. Assignment Rules
4. Auto-Response Rules
5. Workflow
6. Escalation Rules
7. Process
Mnemonic: Very Dynamic Awesome Admins Want Exciting Projects.
What are Workflow rules?
A workflow rule sets workflow actions into motion when certain conditions are met, either immediately or on a scheduled time, fired by a trigger.
What are the three options to select from when defining when a workflow rule should be evaluated?
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.
What value does a formula need to return to trigger a rule?
“True”
What is the daily limit for emails sent via email alerts?
1,000 per SF license or 2M organization wide. When the limit has been reached and leftover will not be sent and will be discarded the day after.
What are the field update options?
Clear the field
Set a specific value
Apply a formula
What does a receiver need in order to receive an outbound message?
web service listener
Immediate actions fire immediately when criteria is met. If multiple actions are defined what is the order of execution?
The order of execution isn’t guaranteed but field updates execute first.
What are Time-Dependent actions?
Time-Dependent Actions allow users to choose when the workflow actions should be executed. It can reference a date field on the record. Can trigger days or hours before or after the date field or trigger date.
What is the valid range of time triggers?
0 to 999 days or hours.
What is Process Builder?
Process Builder is a process automation tool that is similar to workflow rules but with more functionality and has a drag-and-drop visual interface.
Process builder execute actions are based on what logic?
if/then
What is a process definition?
A Process Definition includes selecting the object, the criteria to invoke the process and condition actions.
What is Flow Builder?
Flow Builder is the primary tool for declaratively implementing automated solutions on the Salesforce platform.
What are the two types of flows that can be created in Flow Builder?
Screen-Based - Flow that uses the screen element to capture user input or display information.
Autolaunched - Runs in the background when it performs its actions.
What are the different types of autolaunched flows?
No trigger
Record triggered
Schedule triggered
Platform event triggered
What are some examples of prebuilt flows?
Create a case
Reset password
Verify identity
What is the triggered flows list view used for?
Easily checking which object or platform event triggers a flow
What are the two types of layout in Flow Builder?
- Auto-layout
- Freeform
What are the steps of building a flow?
- Define the resources
- Define and add elements
- Connect the elements
- Test the flow
- Activate the flow
What are resources?
Resources are containers for holding data values.
What are elements?
Elements are what define the behavior of the flow. These are building blocks for defining the various actions that need to be taken at each step.
What does the subflow element do?
The Subflow element can be used to launch another flow within a flow. Subflows can receive and send data back to the master flow.
What is the referenced flow and master flow?
The flow that is launched using the Subflow element is referred to as the referenced flow. The flow that contains the subflow is referred to as the master flow.
What is a scheduled path?
A scheduled path can be defined to execute a part of the flow at a dynamically scheduled time.
What is an HTTP Callout?
HTTP Callout pulls or sends data between the flow and an external system via Flow Builder without using code.
What is a Flow Interview?
Flow interviews are the various instances of a flow and may be paused, resumed, or deleted.
What is helpful about flows being versioned?
You can rollback in case something goes wrong.
What is the Flow Trigger Explorer?
Flow Trigger Explorer is a tool for viewing record-triggered flows that are associated with a specified object and identifying how or when they are triggered based on a record change.
What is the migrate to flow tool?
Salesforce provides the Migrate to Flow tool in Setup to automatically convert a workflow rule to a corresponding record-triggered flow.
What is The Salesforce orchestrator?
The Salesforce Orchestrator can be used to create an app with multi-step processes that interact with multiple users called Orchestration.
What are the three steps to setting up an Approval Process?
- Create the Approval Process Definition
- Add one or more approval steps
- Specify rejection and approval Actions
What happens to a record when it is submitted for approval?
It is locked for changes except from the admin and approver until it completes the approval process.
What should you do before deleting an approval process?
Make sure it is inactive and delete pending approval requests and remove them from the recycle bin.
What is the “Items to Approve” component?
Admins can add an “Items to Approve” component to the Salesforce Home Page, allowing approvers to see all pending requests upon login.
What are three workflow evaluation criteria options that determine when workflow rules are evaluated?
- When a record is created
- When it is created and every time it is edited
- When a record is created and any time it is edited to then meet the evaluation criteria
What are actions that a workflow rule can invoke?
Create Task, Send Emails, Field Update or Send Outbound Message
How can workflow rules be evaluated?
If certain criteria is met or if a formula evaluates to true
When are workflow actions executed?
Either immediately or after a number of days or hours from a date field or trigger date
What types of actions can be set for approval or rejection?
Create Task, Send Emails, Field Update or Send Outbound Message
What options does an approver have for responding to a request?
Approve, Reject or Reassign
Where can an approver see the pending request and respond to it?
On the Record, on the Homepage, Respond to Email, in App Notifications, Chatter
What are the steps to define a process in the Process Builder?
Define the object, define the criteria, select immediate or scheduled actions, activate the process
What actions are possible with Process Builder?
Create or update records, invoke a quick action, submit a record for approval, post to Chatter, send an email, invoke a flow, invoke Apex class
In what cases would Process Builder be used over Workflow?
When needing to create a record, submit for approval or launch a flow
When must Workflow be used and not Process Builder?
When needing to send outbound messages
What are the different types of autolaunched flows?
Record-triggered flows, Platform event-triggered flows, Schedule-triggered flows, Autolaunched flows (no trigger)
What are the three running modes in flows?
User or System context, System Context with Sharing, and System Context without Sharing
What element in Flow Builder can be used to execute a certain path if criteria is met?
Decision element
What are the actions supported by approval processes?
email alerts, task creation, field updates, and outbound messages
What are the different stages in an approval process?
initial submission, approval steps, final approval, final rejection, recall
Which automation tools support sending of outbound messages?
workflow rules, approvals, and flows
Which automation tool is capable of deleting records?
Flow Builder
