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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
Q

Process builder: Quip

A

Can include standard quip actions such as send message in chat or documents, add members to chat or document, etc.

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26
Q

Flow Builder

A

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.

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27
Q

.

A

.

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28
Q

Different types of AutoLaunched flows

A

No Trigger, Record Triggered, Schedule Triggered, Platform Event Triggered

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29
Q

Different types of AutoLaunched flows (4)

A

No Trigger, Record Triggered, Schedule Triggered, Platform Event Triggered

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30
Q

No Trigger AutoLaunched Flow

A

This flow needs to explicitly called from a process, or button

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31
Q

Record Triggered AutoLaunched Flow

A

This flow is triggered when a record is created, updated, or deleted

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32
Q

Schedule Triggered AutoLaunched Flow

A

This flow can be scheduled to run once, daily, or weekly

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33
Q

Platform Event Triggered AutoLaunched Flow

A

This flow can be triggered upon receiving a platform event message

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34
Q

Flow actions available in flow builder

A

Core actions, Apex Actions, and Email Alert

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35
Q

Core action Element

A

Can be used to perform an action outside of the flow

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36
Q

Apex action

A

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

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37
Q

Email Alert

A

Can be used to send an email from an available ‘email alert’ action

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38
Q

What are the three out-of-the-box flows available to expedite repetitive processes in agents workflows’

A

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

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39
Q

How can you create a flow

A

setup>flows>new flows

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40
Q

What are the flow building blocks

A

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

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41
Q

Why is using fault paths beneficial?

A

Allows the system to display or relay meaningful error messages to end users and help debug issues more efficiently

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42
Q

Interaction: Screen

A

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

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43
Q

Core actions that can be added to a flow

A 
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,
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44
Q

Subflow Element

A

Can be used to launch an existing flow within a flow

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45
Q

Flow UI: Screen

A

Used to collect information from users who run the flow or show or show them some information

46
Q

Flow Logic: Assignment

A

Used to set values in variables, collection variables, record variables, record collection variables, global variables

47
Q

Flow Logic: Decision

A

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
Q

Flow Logic: Pause

A

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
Q

Flow Logic: Loop

A

Allows for iterating over items in a collection variable and temporarily storing each item in a loop variable

50
Q

Flow Action: Core Action

A

Can be used to perform standard actions, like post to chatter or send email and perform orgs quick actions and local actions

51
Q

Flow Action: Apex Action

A

Can call an apex class if one of the class methods is annotated with @InvocableMethod

52
Q

Flow Action: Email Alert

A

Can send an email to recipients by using a workflow email alert

53
Q

Flow Action: Subflow

A

Can be utilized to launch another flow in the org.

54
Q

Flow Data: Create records

A

Can be used to create exactly one record using the record variable or multiple records using a record collection variable

55
Q

Flow Data: Update Records

A

Can Identify records to update and set the values to change in those records

56
Q

Flow Data: Get Records

A

Can find records that meet the specified filter conditions and store values from the record in variables

57
Q

Flow Data: Delete Records

A

Identifies records to delete by using the IDs stored in a record variable or record collection variable or by specifying conditions

58
Q

Flow resources: Variable

A

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
Q

Flow resources: Constant

A

Can store a fixed value which can be used throughout the flow

60
Q

Flow resources: Formula

A

Can be used to calculate a value in the flow

61
Q

Flow resources: Text Template

A

Can store text that can be changed and used throughout the flow.

62
Q

Flow resources: Choice

A

Can be created to use in a screen component, such as radio buttons or multi select picklist

63
Q

Flow resources: Record Choice set

A

Can be used to create a set of choices by using a filtered list of records

64
Q

Flow resources: Picklist Choice Set

A

Can be used to create a set of choices by using the values of a picklist or multi-select picklist

65
Q

Flow resources: Variable: Stage

A

Can be used to define stages that represent the user’s progress throughout the flow

66
Q

What does the Start element of record triggered flow do?

A

Can be edited to choose what should trigger the flow, when the flow should run, and the object associated with the flow

67
Q

What are the four options of invoking a record-trigger view?

A

When a record is created, when a record is updated, when a record is created or updated, when a record is deleted

68
Q

Can a flow launch from a platform event?

A

Yes, a flow can subscribe to a platform event and automatically run when an event is received.

69
Q

Flow interviews

A

Are various instances of a flow and may be paused, resumed, or deleted

70
Q

What’s an example for pausing a flow interviews?

A

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
Q

What are flow versions?

A

Allows a previous version of a flow to be activated should a current flow encounter any issues.

72
Q

How can you debug a flow?

A

Debug option: Flow builder allows testing and troubleshooting flows including scheduled flows.

73
Q

What happens when you encounter an error in a flow interview

A

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
Q

Example cases for screen flows

A

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
Q

Example use cases for Record-Triggered flows

A

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
Q

Example use cases for Platform event-triggered flows

A

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
Q

Example use cases for Schedule-Triggered flows

A

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
Q

Example use cases for autolaunched flows( No Trigger)

A

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
Q

What are the steps of setting up an approval process in salesforce?

A
  1. Create the approval process definition
  2. Add one or more approval steps
  3. Specify Approval Actions
80
Q

List different use cases of approval process

A

Asking for opportunity discount approval, Asking for quote discount approval, Asking for approval on contracts, Paid-Time off requests

81
Q

approval process can be defined for what objects?

A

Standard or Custom

82
Q

Approval process can be defined for what objects?

A

Standard or Custom

83
Q

What is a delegated approver

A

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
Q

Rejection action defines what

A

The final rejection action for the approval process and also defines the first steps rejection behavior

85
Q

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?

A

Criteria check,

Error message will appear if the record does not meet the criteria.

86
Q

Considerations of approval process

A

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
Q

What can be used to track the status where a record is in an approval process?

A

Approval History related list

88
Q

What is notification builder used for?

A

Can be used to control if approval request notifications are sent to mobile, desktop or both

89
Q

What can handle the most complex business processes

A

Flows in flow builder. Can handle multiple If/then statements and complex branching logic

90
Q

What are the draw backs of workflow rules?

A

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
Q

What is the order for the automation tools ranking them in increasing complexity

A

Workflows, Process builder, Flow builder, Apex

92
Q

what a main action that flows can do over processes?

A

delete action

93
Q

What the biggest difference between Process builder and Flow builder when it comes to how they update records?

A

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
Q

How does process builder differ from workflow in updating records and order

A

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
Q

What is the most powerful automation tool at an admins disposal before they have to reach out to a developer to implement apex

A

Flows

96
Q

Interaction elements include what?

A

Screen, Action, Subflow

97
Q

Interaction: Action Element

A

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
Q

Interaction: Subflow Element

A

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
Q

Logic Elements Include?

A

Decisions, Assignments, and loops

100
Q

Logic Element: Decisions

A

Allow you to split your flow depending on the data that’s being sent through it

101
Q

Logic Element: Assignments

A

Allow you to give a value to a variable

102
Q

Logic Element: Loops

A

Allow you to handle multiple variables at once using collections

103
Q

Data elements include?

A

Create, Update or Delete

104
Q

What does call mean in a flow and how do you do it in salesforce?

A

‘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
Q

When you create a new flow you have 5 options

A

Screen Flow, Schedule-Triggered Flow, AutoLaunched Flow(Not trigger), Record-Triggered Flow, Platform Event – Triggered Flow

106
Q

Create New Flow: Screen Flow

A

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
Q

Create New Flow: Schedule

A

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
Q

Create New Flow: Autolaunched Flows

A

Called through Apex, Process Builder, Or another flow. They can be used to perform actions automatically behind the scenes.

109
Q

Create New Flow: Record-Triggered Flows

A

Begin when a record is created or updated, very similar to process builder

110
Q

Create New Flow: Platform Event-Triggered Flows

A

Are called when a platform event is received, similar to an Autolaunched flow

111
Q

Flow tool box is split up into what?

A

Elements: Interaction, Logic, Data
Manager: Resources

112
Q

Two main types of flow that can be created in flow builder

A

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.

Focus on Force new guide (9 decks)

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