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Focus on Force new guide > Workflow / Process Automation (16%) > Flashcards

Workflow / Process Automation (16%) Flashcards

1
Q

What is and what is included in salesforce flow?

A

The product that encompasses building, managing, and running flows and processes.

Flow Builder: a point-and-click tool for building flows.
+Flows: The part of salesforce flow that
automates a business process.

Process Builder: Simpler point-and-click tool than Flow builder that automates business processes
+Processes: The part of the salesforce process that automates.

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2
Q

Workflow rules

A

Sets workflow actions into motion when certain conditions are met, either immediately or on a scheduled time

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3
Q

What are the 3 options to chose from when a workflow should trigger.

A

When a record is created.
-The workflow will only be triggered once when a record is first created.

When a record is created and every time it’s edited.
-The rule will fire when a record is created and every time the record is updated as long as the record meets the rule criteria

When a record is created, and every time it’s edited to subsequently meet criteria.
- When a new record is created, or if an existing record is changed from not meeting the rule criteria to meeting the criteria, the workflow will fire.

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4
Q

Rule criteria

2 ways to define the logic

A

Is the logic which determines if the rule should fire

Criteria are met:
Allow selection of fields and filter criteria that are combined with logic operators

Formula evaluates to true:
A formula needs to return a value of “True” or “False”

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5
Q

Tasks

A

Can be created to complete a certain function and then are assigned to particular users or record owners

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6
Q

Daily limits of emails

A

1,000 emails can be sent from email alerts per salesforce license per organization.

2,000,000 emails can be sent organization wide.

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7
Q

Email alert recipient can be

A

A single user or group of users

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8
Q

What happens when the daily allocation limit for email alerts has been reached

A

Any emails in the workflow queue left over will not be sent and will be discarded the day after. An Error message will show on the debug log.

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9
Q

Outbound messages

A

Send data from an object to an external system

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10
Q

Immediate actions

A

Are associated with a workflow and fire immediately when the workflow criteria is met

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11
Q

Time-dependent actions

A

Allow users to choose when the workflow actions should be executed

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12
Q

Time Triggers

A

Can be defined using standard or custom date and date/time fields for the objects. The valid range is 0 to 999 days or hours

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13
Q

Approval process

A

Allows defining a series of steps to automate the process for approving records

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14
Q

Workflow rules and approval processes support the following actions

A

Email Alerts, Creating Tasks, Field Updates, Outbound Messages

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15
Q

Lightning process builder

A

Is a process automation feature that is similar to standard workflow but with more powerful functionality and a drag-and-drop visual interface

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16
Q

what should you use for if/then requirements

A

Process builder or Flow builder if it needs more complex functionality

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17
Q

What’s the main limitation of Process builder compared to workflows?

A

It cannot sent outbound messages

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18
Q

Why would process builder be used?

A

To define a series of conditional actions that are invoked when a record is created or updated.

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19
Q

Process builder considerations

A

Infinite Loops:
Make sure that the processes aren’t
setup to trigger each other resulting in a never ending process.

Implementation:
Process Builder actions are executed in
the order they appear in the process
definition

Chatter Tasks: 
  Process Builder can be used to automate 
  chatter tasks using groups, group 
  memberships, topics, and topic 
  assignments.

Supported Fields:
Process builder only shows supported
options in the field picker

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20
Q

What the process builder actions (11)

A

Apex, Create a record, Email Alerts, Flows, Post to chatter, Processes, Quick Actions, Quip, Send Custom Notification, Submit for approval, Update Records.

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21
Q

Process Builder: APEX

A

Ideal for getting complex calculations done or to trigger another code based business process

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22
Q

Process builder: Flows

A

Ideal for performing operations that includes getting a user input/ deleting records/updating un-related records etc.

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23
Q

Process builder: Processes

What is is and when would you use it over workflow

A

Point and click tool that allows you to automate your business processes.

You would use it over workflows if you needed to do outside of the 4 things workflows does, needed execution to be in order, or if you just need other fields to be updated outside of what workflow offers.

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24
Q

Process builder: Quick actions

A

Can be used to invoke quick actions that create a record, update a record, or logs a call. Global or Object Level actions

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25
Process builder: Quip
Can include standard quip actions such as send message in chat or documents, add members to chat or document, etc.
26
Flow Builder
Is an automation tool used to design and build flows which are capable of collecting and processing data and provides advanced capabilities for meeting complex business requirements.
27
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28
Different types of AutoLaunched flows
No Trigger, Record Triggered, Schedule Triggered, Platform Event Triggered
29
Different types of AutoLaunched flows (4)
No Trigger, Record Triggered, Schedule Triggered, Platform Event Triggered
30
No Trigger AutoLaunched Flow
This flow needs to explicitly called from a process, or button
31
Record Triggered AutoLaunched Flow
This flow is triggered when a record is created, updated, or deleted
32
Schedule Triggered AutoLaunched Flow
This flow can be scheduled to run once, daily, or weekly
33
Platform Event Triggered AutoLaunched Flow
This flow can be triggered upon receiving a platform event message
34
Flow actions available in flow builder
Core actions, Apex Actions, and Email Alert
35
Core action Element
Can be used to perform an action outside of the flow
36
Apex action
Can be added to call an Apex class if one of the methods is annotated with @InvocableMethod
37
Email Alert
Can be used to send an email from an available 'email alert' action
38
What are the three out-of-the-box flows available to expedite repetitive processes in agents workflows'
Create a case: Flow walks agents through the case creation process and helps eliminate user errors. Rest password: Flow walks agents through the customer password reset experience Verify Identity: Flow helps agents resolve cases of missing credentials
39
How can you create a flow
setup>flows>new flows
40
What are the flow building blocks
Elements: Are the individual building blocks of the flow. These preform logical actions such as assignments, decisions, or loops. Connectors: Determine which elements leads to which Resources: Are individual variables of data that are to be used in a Flow - these can be strings of text, numbers, records, formulae, or collections Start Element: Marks the beginning of a flow Fault Path: Added to elements that can fail
41
Why is using fault paths beneficial?
Allows the system to display or relay meaningful error messages to end users and help debug issues more efficiently
42
Interaction: Screen
Only available in a screen flow, allows you to present a screen to the user. Can display information from the data your flow is working on, or it can be used to collect information from the user
43
Core actions that can be added to a flow
``` Activate Session-Based Permission set, Deactivate Session-Based Permission set, Post to chatter, Global or Object-Specific Action , Send Custom Notification , Send Email , Submit for Approval, ```
44
Subflow Element
Can be used to launch an existing flow within a flow
45
Flow UI: Screen
Used to collect information from users who run the flow or show or show them some information
46
Flow Logic: Assignment
Used to set values in variables, collection variables, record variables, record collection variables, global variables
47
Flow Logic: Decision
Performs the function of an if-then statement by evaluating a set of conditions and routing users based on the outcomes of those conditions
48
Flow Logic: Pause
Used to pause the flow interview based on conditions and resume it when a specified time occurs or a platform event message is received.
49
Flow Logic: Loop
Allows for iterating over items in a collection variable and temporarily storing each item in a loop variable
50
Flow Action: Core Action
Can be used to perform standard actions, like post to chatter or send email and perform orgs quick actions and local actions
51
Flow Action: Apex Action
Can call an apex class if one of the class methods is annotated with @InvocableMethod
52
Flow Action: Email Alert
Can send an email to recipients by using a workflow email alert
53
Flow Action: Subflow
Can be utilized to launch another flow in the org.
54
Flow Data: Create records
Can be used to create exactly one record using the record variable or multiple records using a record collection variable
55
Flow Data: Update Records
Can Identify records to update and set the values to change in those records
56
Flow Data: Get Records
Can find records that meet the specified filter conditions and store values from the record in variables
57
Flow Data: Delete Records
Identifies records to delete by using the IDs stored in a record variable or record collection variable or by specifying conditions
58
Flow resources: Variable
Can be used to store a value that can be changed throughout the flow. Its data type can be specified, and It can allow multiple values
59
Flow resources: Constant
Can store a fixed value which can be used throughout the flow
60
Flow resources: Formula
Can be used to calculate a value in the flow
61
Flow resources: Text Template
Can store text that can be changed and used throughout the flow.
62
Flow resources: Choice
Can be created to use in a screen component, such as radio buttons or multi select picklist
63
Flow resources: Record Choice set
Can be used to create a set of choices by using a filtered list of records
64
Flow resources: Picklist Choice Set
Can be used to create a set of choices by using the values of a picklist or multi-select picklist
65
Flow resources: Variable: Stage
Can be used to define stages that represent the user's progress throughout the flow
66
What does the Start element of record triggered flow do?
Can be edited to choose what should trigger the flow, when the flow should run, and the object associated with the flow
67
What are the four options of invoking a record-trigger view?
When a record is created, when a record is updated, when a record is created or updated, when a record is deleted
68
Can a flow launch from a platform event?
Yes, a flow can subscribe to a platform event and automatically run when an event is received.
69
Flow interviews
Are various instances of a flow and may be paused, resumed, or deleted
70
What's an example for pausing a flow interviews?
When a call with a customer drops, or the customer can 't find their account number and plans to call the agent back, the user can pause the interview. Once the user has all the information, the paused flow interview can be resumed.
71
What are flow versions?
Allows a previous version of a flow to be activated should a current flow encounter any issues.
72
How can you debug a flow?
Debug option: Flow builder allows testing and troubleshooting flows including scheduled flows.
73
What happens when you encounter an error in a flow interview
An email is sent to either the user who last modified the flow or the apex exception email recipient, A link will be available where it will take you to a saved flow interview in flow builder.
74
Example cases for screen flows
Gather feedback: create and use a survey form, Manage leads: Capture and categorize leads based on incoming inquiry calls, Setup appointments: Schedule an appointment with a customer using the date/time screen field type, Refresh zip code: refresh the zip code on a screen in a flow when a user revisits the screen after navigating the previous screen, customer support: Use a guided process with screen flows to streamline handling of customer support issues, share records: Can be created to automatically share a lead to a group or used based on record fata
75
Example use cases for Record-Triggered flows
Add line items, send email later, Relay case updates: Automatically create a record of a custom object and send an email when a case is updated, aggregate fields: Update a count field on the parent record when a child record is deleted, check prior values: When the stage of an opportunity is updated back to the previous stage, notify the manager, send approval requests: automatically submit an opportunity for approval based on the opportunity amount
76
Example use cases for Platform event-triggered flows
Update status: Automatically update a record when a platform event is received such as the shipping status of an order, Create invoice: An Invoice record can be created based on a published event from an integrated external platform, news feed, registration: Create a "registrant" record in salesforce using details from a registration form submitted from a website.
77
Example use cases for Schedule-Triggered flows
Send greetings: Automate sending of greetings to contacts who are celebrating their birthdays Expiry Dates: Send tiered reminder emails two weeks and one week before contract ends Maintenance: Delete "log" records that are older than three years at the start of each month Track Progress: Notify manager when no progress is detected in an opportunity for 10 days Assign Records: Assign a lead to another owner if it has not been opened by the current owner three days after it has been assigned
78
Example use cases for autolaunched flows( No Trigger)
Scheduled actions: Create an email message based on an email template once a scheduled email alert is run. Invoke from apex: Programmatically invoke a flow that is used to share a record Change owners: Transfer all accounts of one user to another on the click of a custom button Extend Process: Call a flow that creates multiple tasks in an invoked process bases on opportunity stage
79
What are the steps of setting up an approval process in salesforce?
1. Create the approval process definition 2. Add one or more approval steps 3. Specify Approval Actions
80
List different use cases of approval process
Asking for opportunity discount approval, Asking for quote discount approval, Asking for approval on contracts, Paid-Time off requests
81
approval process can be defined for what objects?
Standard or Custom
82
Approval process can be defined for what objects?
Standard or Custom
83
What is a delegated approver
Can be specified on the user detail record, this is an alternative approver and will receive the same approval requests as the selected approver in the approval process
84
Rejection action defines what
The final rejection action for the approval process and also defines the first steps rejection behavior
85
How does salesforce check to make sure the record is ready to start the approval process? what happens if the process does not meet the criteria?
Criteria check, Error message will appear if the record does not meet the criteria.
86
Considerations of approval process
When a record is submitted for approval, it is locked for changes Approval History is recorded on a separate related list Before deleting an approval process, make sure that it is inactive and delete pending approval requests and remove them from the recycle bin.
87
What can be used to track the status where a record is in an approval process?
Approval History related list
88
What is notification builder used for?
Can be used to control if approval request notifications are sent to mobile, desktop or both
89
What can handle the most complex business processes
Flows in flow builder. Can handle multiple If/then statements and complex branching logic
90
What are the draw backs of workflow rules?
You can't control the order in which the rules are fired. and you only have 4 options for actions: Outbound messages, email alerts, Create a task, update a record
91
What is the order for the automation tools ranking them in increasing complexity
Workflows, Process builder, Flow builder, Apex
92
what a main action that flows can do over processes?
delete action
93
What the biggest difference between Process builder and Flow builder when it comes to how they update records?
Process builder can update multiple records like Flow builder but it's limited to only being able to update child records of the ones that started the process and all of them need to be updated in the same way. With Flows its possible to only update records that match a condition, they don't even need to be related to the original record that started the flow.
94
How does process builder differ from workflow in updating records and order
Process Builder: Can Update any field on any related record. And also update multiple related records in a situation when all of a record's child records need the same update. Have the ability to set the exact order of operations Workflow: can only update some fields on a parents record of a master-detail relationship. No control in the order of operations
95
What is the most powerful automation tool at an admins disposal before they have to reach out to a developer to implement apex
Flows
96
Interaction elements include what?
Screen, Action, Subflow
97
Interaction: Action Element
Allows you to pass data through to a pre-existing standard or custom action such as send email, a quick create, or a custom apex action
98
Interaction: Subflow Element
Allows you to call another flow within your current flow- This means that if you have another complex flow setup, you don't need to replicate the logic in your new flow.
99
Logic Elements Include?
Decisions, Assignments, and loops
100
Logic Element: Decisions
Allow you to split your flow depending on the data that's being sent through it
101
Logic Element: Assignments
Allow you to give a value to a variable
102
Logic Element: Loops
Allow you to handle multiple variables at once using collections
103
Data elements include?
Create, Update or Delete
104
What does call mean in a flow and how do you do it in salesforce?
'Call' a flow means that something happens in order to kickstart the flow process This could be a record change, from another process in Apex/Process Builder, or automated on a recurring schedule.
105
When you create a new flow you have 5 options
Screen Flow, Schedule-Triggered Flow, AutoLaunched Flow(Not trigger), Record-Triggered Flow, Platform Event -- Triggered Flow
106
Create New Flow: Screen Flow
Is called through a button or action, or displayed in a lightning page or the utility bar, and appears as a screen to the user to interact with. This CANNOT be automatically called.
107
Create New Flow: Schedule
Triggered Flow runs automatically to a recurring schedule. This is handy for task that need to be preformed daily on a set of records, or to handle jobs that run frequently
108
Create New Flow: Autolaunched Flows
Called through Apex, Process Builder, Or another flow. They can be used to perform actions automatically behind the scenes.
109
Create New Flow: Record-Triggered Flows
Begin when a record is created or updated, very similar to process builder
110
Create New Flow: Platform Event-Triggered Flows
Are called when a platform event is received, similar to an Autolaunched flow
111
Flow tool box is split up into what?
Elements: Interaction, Logic, Data Manager: Resources
112
Two main types of flow that can be created in flow builder
screen-based -screen-based flow is basically a flow that uses the screen element that is used to capture or display information. It can be launched from a button, link, page, and more auto-launched - runs in the background while performing its actions. it can be triggered from a record change, process, apex, platform event, schedule etc.

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