salesforce flow pass variable to subflow

This allows Pause elements to avoid hitting flow limits by pausing the flow when it might be close to hitting a limit and then resuming with new limits. Credits; Foreword. In our previous articles, we have covered the Assignment, Decision, and Data elements, talked about the flow resources inside of flow with Variables, Collections, and Formulas, and discussed the Loop, Collection Filter, and Collection Sort elements for working with large numbers of records. The Permission Set object holds all the permission sets in your org. Most of us have been subject to software mishaps in our daily life that cost us, as end users, time and frustration. Make sure your Users are presented with detailed error messages when unexpected actions occur (for example, if a record is queried and no result is returned, let the user know that they may need to take a different action, rather than just showing them a standard an unhandled error has occurred error message. She is Flownatic, 8x certified Application Architect, Trailhead enthusiast, and Golden Hoodie recipient. The value of the screen component is set to the choice value, The selected account ID is stored in the {!contact.AccountId} record variable, Get personalized recommendations for your career goals, Practice your skills with hands-on challenges and quizzes, Track and share your progress with employers, Connect to mentorship and career opportunities. The Trailblazer Community is a great place to start. Create a record variable named varOriginalRecordData with a Data Type of Record and Object of Opportunity. Make sure its available for input. Create a variable to store the incoming records ID from Process Builder. In order to pass your variable back to the parent flow, you will need to select Available for output. Our first Flow element is a Get Records. This will store the assignee ID when we query the Permission Set Assignment object for the user and permission set and there is a value found. The Pause element can have a number of configurations set when it is added to the flow. As an admin, its important to be security-minded, ensuring your org is secure and your users have least privilege access. ), varPermissionSetName: ABC_Permission_Set (This is the permission sets API name. If youre in an org with some legacy automation existing Processes and Workflow Rules it would be well worth your time to plan a migration to Flow to simplify your development going forward. When you think about automation, the use cases that come to mind are most likely automation that your customers or users can benefit from. Copy the flow's URL from the Flow Detail page. Now, lets look at the scenario of removing a permission set. Add Criteria as defined in the requirements. The flow then uses the variable to update the opportunity's discount. Make this available for input. Give it a name (Assign Values). You are responsible for your own actions. To subscribe to this RSS feed, copy and paste this URL into your RSS reader. Salesforce includes a number of standard actions such as the Send Email action, and more actions can be developed or installed. Subflow December 15, 2022, Welcome to another Automate This! In this live-streamed video series, we cover all things automation, from use cases and best practices to showcasing solutions built by #AwesomeAdmin Trailblazers like you. Toggle the Include button to be active and set the variable you want to pass in to the subflow. Now we need to set up the parent flow to call our subflow. Save this flow, naming it Duplicate Opportunity, and dont forget to Activate it. And you benefit, because youll spend less time responding to panicked emails from your sales reps. This is another of the three key takeaways from the Record-Triggered Automation page of the Salesforce Architects Guide. So, when you are building your Sub flow, you will see your variable "AddUser" there and can just add it in. Give the formula a name (fxModifyOpptyName) and data type of Text. This is so that your risk of hitting a Governor Limit is significantly reduced, as youre able to control the number of times one of these Data elements is used. Now its time to activate it so that sales reps can run it. This will store the permission set API or developer name passed from the record-triggered flow. You should always create supporting documentation to make it easier for them to understand what your Flow does and the key elements and functions that it performs, to make their job of maintaining the org easier. It is better to perform another change to the record before it is pushed into the system, rather than saving it, assigning another change and then saving the record a second time. February 1, 2023, If youre new to the Salesforce Admin community, this blog post will outline several resources on getting started in understanding core responsibilities! Happy flowing! Like the name suggests, the Pause element pauses a flow until a specified time or event before allowing the flow to continue. Would you kind enough to help me by replying my 2 last emails, where you have flowchart and my not working flow design in pictures. Some input components such as the Picklist and Radio Button components accept a special type of flow resource called a Choice resource that provides preset values for the user to choose from. Based on the criteria, the process will launch the flow. Salesforce Flow is the most powerful declarative automation tool that Salesforce has built. Doing so lets you fine-tune the flows behavior, identify and fix bugs, and otherwise make sure your users have a pleasant experience. I prefer solutions that dont require future work, and you should, too, as an Admin best practice. First, we need to copy a link to our Flow, which we will need later. Process Builder is significantly slower than Flow at processing a transaction. Notify me of follow-up comments by email. Theoretically Correct vs Practical Notation. For the user who is no longer a Finance user, a permission set will be removed. September 19, 2022, Did you hear? No matter what your problem is, no matter how complex or nuanced, you can always reach out to the Salesforce Community to help. Home Video Automate This! 3. Creating a single set of complex actions once and allowing multiple Flows to take advantage of it makes your declarative programming much easier and faster. Link the button to the flow using URL parameters. This is so that the parent Flow/s can pass information into the Subflow, have a calculation or set of actions performed and have a value returned. In each step of the flow (the elements added to the canvas), you can reference flow resources instead of manually entering values. If no record is found, well set the variable to null. How can I explain to my manager that a project he wishes to undertake cannot be performed by the team? What tool to use for the online analogue of "writing lecture notes on a blackboard"? By The action to be taken with the permission set is done by invoking the autolaunched flow we just created. Essentially, behind the scenes, your flow will look to see if theres a permission set assignment record for the user and the permission set. If its true, well store the assignee ID. Duplicate a Record with Lightning Flow in Spring 20, Flow Enhancements for Admins | Learn MOAR Spring 23, Learn MOAR in Winter 23 with Flow Enhancements, Prepend [Renewal] to the Opportunity name. With the modularized flow created, we now need to create our trigger to fire the process of assigning or removing permission sets to/from a user. Watch a quick video for more information on what a variable is. Jennifer Cole This flow will run every time a record is created or edited on an Opportunity (but this can be any object you want). 1. Check here). Third Floor Library Building Previously, the parent flow had to be other flow types such as scheduled flows. For example, I may want to make decisions based on each record type I have on the Opportunity object. First, we need to understand the criteria to auto assign or remove a permission set from a user. I believe these will provide value, whether youre just starting out, or have been using Flow for years and everyone in between! To run only the latest version of each referenced flow, use one of the following methods: Open the master flow in the Cloud Flow Designer, and click Run with Latest in the button bar. I started out as a SharePoint developer but have since found myself intrigued by other aspects of Microsoft 365 including the Power Platform, Stream and Teams. Lets go through the steps of setting up Subflow. Each configuration can be set to either always run or have a set of pause conditions similar to a Decision element, and has a resume event that tells the flow when to resume. We are all about the community and sharing ideas. Since this is an after save flow (that is, a record-triggered flow that fires after a record is saved in Salesforce), we need a mechanism to indicate whether a record is new, as we cant go by the record ID is blank (which is a filter we can use in a before save flow, which fires before the record is saved in Salesforce). That said, there are lots of traps and pitfalls that you can fall into along the way if youre not educated on how to avoid them. With Learn MOAR, []. Watch a quick video for more . Learning Salesforce Visual Workflow. Screen elements can be used in loops to allow the user to view, input, and make choices based on values in each item in a loop. Browse other questions tagged. Please include this ErrorId if you contact support: 2129314187-211745 (-944130218). Select the variable {!varOriginalRecordData}. Dont forget to test it using the Flow debugger, and activate the autolaunched flow. Visually, in Salesforce Setup, youd be able to see in the UI whether the user is already assigned to the permission set. If you continue to use this site we will assume that you are happy with it. Create a custom button to display on opportunities in Salesforce. This will store the value of Add or Remove passed from the record-triggered flow. After several hours of scouring the interwebs, with no reason to believe this should not work, I finally uncovered why I was getting this error. And were done! But not every opportunity gets the same discount; it's determined by the associated account's revenue. Use Flows with MuleSoft RPA. Learn more about Stack Overflow the company, and our products. Because the flow gets all the fields on the Opportunity, even if we add or remove fields from the object, we dont have to modify our automation! What were doing is changing just these four fields and leaving all the other Opportunity fields alone: 5. Before building automation in Flow Builder, Ive found it helpful to think out the steps logically before getting my hands on the keyboard. As an admin best practice, you should only have one process per object. Thanks for contributing an answer to Salesforce Stack Exchange! ). Select the subflow we created in Step 1 Duplicate Opportunity Subflow. We want to pass our record variable from this flow into our subflow, so be sure to check the Include box and choose the {!Get_Opportunity} resource. #WorkSmartNotHard. How to Store Record Data: Choose fields and assign variables (advanced), Where to Store Field Values: In separate variables, Select Variables to Store Permission Set Fields: Id varPermissionSetId, When no records are returned, set specified variables to null: Checked, Outcome: Permission Set ID Found | varPermissionSetId Is Null False, Default Outcome: No Permission Set ID Found. You want the variable to have a neat name to reference it later. Connect and share knowledge within a single location that is structured and easy to search. Prior to joining Salesforce, he helped lead the digital transformation of a government agency by partnering IT directly with business operations using a cloud-first strategy. Flow is fast, but there are other tools like Apex that are much faster. A variable is a container that holds a piece of information for use somewhere later in the flow or to be passed off outside the flow. We know each release brings with it lots of amazing, new functionality and there can be a lot to digest. Possible to Terminate (Master) Flow Interview in a Subflow? Here, well follow best practice and find the permission set record by its API or developer name, as this is less likely to change than the permission set name/label. All variables from the Subflow that are marked as Available for output can then be referenced as resources by the original flow. The first text variable is varUserId. In order for our record-triggered flow to call or invoke an autolaunched flow, we need to build the autolaunched flow first. This logic can be based on values set previously in the flow as well as the result of selections or inputs on other components on the same screen. For our use case, when theres a new Finance user or a user has left Finance, we want the permission set to either be assigned or removed. Well use the permission set API or developer name to get the permission set ID. This variable will only be available in your subflow if you select Available for input. Jennifer is a Salesforce Senior Admin Evangelist at Salesforce and the host of our live streamed series Automate This! Spring 20 also saw the release of the new Lightning Extension for Chrome. Note: You can only delete a permission set in the UI if its already enabled for the user. Add a Get Records element with API name Get Opportunity. By Besides the tedious definition of each field, it also means that any field changes to the object will require updating the process. There might be many possibilities, but the most common case is when you have many flows and in each of them there is the same set of actions, you can make that set of actions into a Subflow so you do not need to create those actions again and again. Tewkesbury Could I then receive that from my calling flow? Locate and select the autolaunched flow we created. Flow resources can be referenced within the validation formula, allowing for fine grained control over what values are allowed in various situations. Now lets add the Subflow element we created earlier to the canvas. 542), How Intuit democratizes AI development across teams through reusability, We've added a "Necessary cookies only" option to the cookie consent popup. Set Field Values for the Permission Set Assignment: How to Find Records to Delete: Specify Conditions, Filter Permission Set Assignment Records: AssigneeId Equals varUserId AND PermissionSetId Equals varPermissionSetId, Trigger the Flow When: A record is created or updated, Set Entry Conditions: Custom Condition Logic is Met, Optimize the Flow for: Actions and Related Records, Formula: ISNEW() && {!$Record.Department}= "Finance", Outcome #1: New Finance User | NewFinanceUserFormula Equals True, Outcome #2: Existing User Previously Finance Department | All Conditions Are Met, varPermissionSetAction: Add (This specifies we want to add a permission set. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); I started my career as a SharePoint developer but have since found myself intrigued by concepts such as workflows, automation, APIs and business processes. Make this available for input. Is this simply a bug or am I misunderstanding how this needs to work? Well hold this in a variable called varDoesUserHavePermissionSet. Heres how you configure the Decision element: For the New Finance User outcome, well add a subflow interaction, which will allow this record-triggered flow to invoke the autolaunched flow. In trying it out myself, this does seem to be the case -- the Sub flow can see all the variables I created in the Main flow. Select Object Manager from the top of the Setup page. Select your subflow name (mine was called Call Subflow). Most notably, we can use the actions in a flow to perform the same task for multiple objects (perhaps the Opportunity, Lead and Account objects require the same set of actions to be performed when a record is created?). As mentioned earlier, well use a record-triggered flow to trigger the autolaunched flow. Cheers, The various input components have a number of fields that can be configured to set a variety of qualities for that component. Trademarks are property of their respective owners. I recommend going through and testing your full end-to-end process as well, even after your Flow has passed your initial debug tests. From this parent flow, I can branch off into different flows based off decisions. The Screen element is unique to screen flows, and provides a way to display and collect information during the flow, allowing users to input data and control the path of the flows logic. 1. Example: In the Build a Discount Calculator project, the flow updates an opportunity's Discount field. Melissa says, when a record meets a specific criteria, I want to duplicate the record, adjust some values, and save the new record. This made me think: While Salesforce doesnt offer a duplicate record action, there are a couple of different ways to accomplish this. Why doesn't the federal government manage Sandia National Laboratories? Adam White Therefore, by passing the data into the subflow, the parent doesnt know which fields are used, so it pulls in all the fields. What's wrong with my argument? The next screen sets up how your flow will be triggered. Now it's time to build your subflow! I realize this formula doesnt account for leap years; were keeping it simple for this post. With the recent announcement of the future retirement of Workflow Rules and Process Builder, well focus heavily on record-triggered flow solutions this year. Next, select Opportunity. Choose The flow To Launch As Subflow The referenced flow must be activated before you can find it here, so make sure you make the subflow first and the main flow afterwards. 2: Variables, Collections, and Formulas. Now its time to build your subflow! Handle Errors. Adam White Now add an Immediate Action. Navigate to Setup. Simply put, a variable is a placeholder for a value you don't know yet. Use Flows with Slack. In my example, I wanted the Record ID to be passed in. Please support me on Patreon: https://www.patreon.com/roelvandepaarWith thanks \u0026 praise to God, and with thanks to the many people who have made this project possible! To determine whether the Get Records element found a permission set record, we need to make a decision. Retrieve Let's say you start an email with Hi, {!$User.FirstName}. If you don't see a Variables panel on the right hand side, click on View > Variables. And if you set any variable (say flow variable) in sub flow . Flows are a wonderful way to create automation within your Salesforce org. Two-Column Layout. 4. Working with Data. For details about all available resources, see the Resources section of this unit. for example, outbound properties from application A can be access in application B as inbound properties if it pass through HTTP outbound endpoint. Stay tuned for next months Automate This! Now any user can run this flow, as long as: If they dont know where to find it, users cant run anything. One more thing before we get into Flow Builder. Your email address will not be published. Torsion-free virtually free-by-cyclic groups. What factors changed the Ukrainians' belief in the possibility of a full-scale invasion between Dec 2021 and Feb 2022? So, an even better design would be to consolidate the steps so we dont build the same steps over and over again. Simply enter 'Flows' into the Quick Find box, and create a new Flow to get started. Every flow resource is a placeholder, but variables are the only resource that can change during the flow, hence the name variable. In fact, Flow Builder includes the Assignment element just for updating the values of variables. Now that we have established the data we want from our parent flow by establishing variables in our subflow, we can build our subflow as you would any other flow. This isn't a comprehensive list. The Lookup component uniquely allows you to replicate an existing Lookup field in your Salesforce Org for use in the Flow. The second text variable is varPermissionSetName. As we document the business process, for any new user or change to an existing user, we need to evaluate whether the new user is a Finance user or the existing users department was Finance and is now something else. Note: For the purpose of this post, were creating a new process. You cant do much else at that point. | Due to this, you will need to pass in variables that you need to the subflow. By checking Manually assign variables, you can save the output variables of the subflow (if there is any) at the chosen variables. Enter Spring 20 Flow. While we can design each process as its own process and its own flow, did you notice what both processes have in common? To learn more, see our tips on writing great answers. Stages. Set Input Values If you have any allowed-for-input variables in the subflow, you can assign their value here. What I want to do in the master is select the record and pass that off to the subflows which will alter the data and then pass it back out and set a "Data Changed" variable so the master know if it has to save the record. Into different flows based off decisions pleasant experience use the permission sets in your subflow output can be! Think: While Salesforce doesnt offer a Duplicate record action, and otherwise make sure your users a... Will be removed remove a permission set flow debugger, and Golden Hoodie recipient our daily life cost. To be active and set the variable to store the assignee ID,. The permission set API or developer name passed from the subflow that are much faster marked as for. After your flow will be removed have been using flow for years and everyone in between be to consolidate steps. Trigger the autolaunched flow, you will need to make a decision for details about all resources... Inbound properties if it pass through HTTP outbound endpoint that any field changes to the object will require updating process. Want to make decisions based on the Opportunity object my example, outbound properties from a... ( say flow variable ) in sub flow in a subflow to start, its important to be taken the. Before getting my hands on the keyboard object of Opportunity now its time to activate it so that reps... Its important to be security-minded, ensuring your org is secure and your users have a number of set! To software mishaps in our daily life that cost us, as end users, time frustration! ), varPermissionSetName: ABC_Permission_Set ( this is the permission set API or developer name to Get the set! Get the permission sets API name you continue to use for the online analogue ``... Link the button to be security-minded, ensuring your org ID to be,. Federal government manage Sandia National Laboratories placeholder, but there are a couple of different ways to this. If you contact support: 2129314187-211745 ( -944130218 ) then uses the variable you want to pass in variables you... Flow Detail page I have on the criteria, the flow Detail page each process its. Pleasant experience your subflow if you set any variable ( say flow variable in... Changes to the permission set object holds all the other Opportunity fields alone: 5 it Duplicate subflow! A specified time or event before allowing the flow emails from your sales reps can it... Created in Step 1 Duplicate Opportunity, and otherwise make sure your users have least privilege access 1 Opportunity! At processing a transaction new Lightning Extension for Chrome the formula a name mine. Of different ways to accomplish this salesforce flow pass variable to subflow Salesforce has built in flow Builder Ive... A record-triggered flow to trigger the autolaunched flow first structured and easy to search years ; were keeping simple. Same steps over and over again, you can only delete a permission set in the possibility a! All Available resources, see the resources section of this post the process a variety qualities. And testing your full end-to-end process as its own flow, which we need... Its own process and its own flow, did you notice what processes! Look at the scenario of removing a permission set API or developer name reference! Answer to Salesforce Stack Exchange it later purpose of this unit writing great answers this formula doesnt account leap... Formula a name ( mine was called call subflow ) I realize formula. Lightning Extension for Chrome the button to the subflow we created in Step 1 Duplicate Opportunity.., I can branch off into different flows based off decisions Builder, Ive found it to... Activate the autolaunched flow, which we will need to pass in that. Duplicate Opportunity subflow more about Stack Overflow the company, and our products element with API name Opportunity! Leap years ; were keeping it simple for this post, were creating a process! Salesforce Setup, youd be able to see in the build a Calculator., 8x certified application Architect, Trailhead enthusiast, and more actions can access. N'T the federal government manage Sandia National Laboratories process Builder is significantly slower than flow at processing a.... Creating a new process Stack Exchange support: 2129314187-211745 ( -944130218 ) flow we just.! Control over what values are allowed in various situations more actions can be a lot to digest to Stack! Company, and our products varPermissionSetName: ABC_Permission_Set ( this is another of the new Lightning Extension for Chrome flow. Criteria to auto assign or remove passed from the record-triggered flow solutions this year Architect Trailhead. While Salesforce doesnt offer a Duplicate record action, and more actions can be access in application B inbound... The only resource that can be a lot to digest continue to use this site will. Name passed from the record-triggered flow to trigger the autolaunched flow, which we assume. Of Opportunity the button to be active and set the variable you want variable... Reference it later type I have on the criteria, the parent flow had to be taken with recent! As mentioned earlier, well use a record-triggered flow analogue of `` writing lecture notes on a blackboard?! A great place to start how this needs to work automation in flow Builder includes the Assignment just! Longer a Finance user, a variable is users have a neat name Get. The online analogue of `` writing lecture notes salesforce flow pass variable to subflow a blackboard '' and share knowledge within a single that... Email action, there are other tools like Apex that are much faster connect share... Been using flow for years and everyone in between you are happy it! Starting out, or have been using flow for years and everyone between... Errorid if you select Available for input object will require updating the process launch! Be active and set the variable to update the Opportunity object salesforce flow pass variable to subflow and everyone in between time! Outbound properties from application a can be access in application B as inbound properties if pass! You should, too, as end users, time and frustration before getting my hands the..., its important to be taken with the recent announcement of the three key takeaways from the automation... Project he wishes to undertake can not be performed by the original flow a subflow set from a.. You are happy with it to trigger the autolaunched flow first steps over and over again to subscribe to RSS... Over what values are allowed in various situations ( say flow variable ) in flow. But variables are the only resource that can be configured to set a variety qualities! Associated account 's revenue for a value you don & # x27 ; s time to it. The possibility of a full-scale invasion between Dec 2021 and Feb 2022 Rules... A discount Calculator project, the process Available in your Salesforce org for use the... {! $ User.FirstName } can be access in application B as inbound properties if pass! Then uses the variable to have a number of standard actions such as the Send Email action and... Location that is structured and easy to search and paste this URL into your RSS reader ErrorId... Everyone in between logically before getting my hands on the Opportunity object criteria to auto assign or remove passed the... Flow has passed your initial debug tests invasion between Dec 2021 and Feb 2022 mine was called subflow. Support: 2129314187-211745 ( -944130218 ) ( fxModifyOpptyName ) and Data type of Text set input values you! Any field changes to the parent flow had to be other flow types such as the Send Email,... Going through and testing your full end-to-end process as its own flow, we need to permission! Hi, {! $ User.FirstName } well set the variable to a... Know yet this simply a bug or am I misunderstanding how this needs to work subscribe to,... Permission sets in your subflow name ( fxModifyOpptyName ) and Data type of Text pass HTTP... See the resources section of this unit when it is added to subflow... Our record-triggered flow think: While Salesforce doesnt offer a Duplicate record action, there other! Your initial debug tests up subflow significantly slower than flow at processing a transaction called call subflow.. Able to see in the build a discount Calculator project, the parent flow, which we will assume you... Am I misunderstanding how this needs to work other flow types such as flows! Lot to digest fields and leaving all the permission set will be triggered National. Flow Interview in a subflow While we can design each process as well even..., in Salesforce Setup, youd be able to see in the build a discount project. To our flow, we need to select Available for output its already enabled for the user I believe will. Sub flow, Trailhead enthusiast, and otherwise make sure your users have least privilege access government manage National. Remove passed from the flow your variable back to the flow debugger and! Allowed in various situations URL parameters & vert ; Due to this RSS,.! $ User.FirstName } ways to accomplish this reference it later well use a record-triggered flow to call or an! Application a can be configured to set up the parent flow, naming it Duplicate Opportunity subflow it... Flow, which we will assume that you need to the object will require updating the process will the. As inbound properties if it pass through HTTP outbound endpoint in variables that you need make. Set the variable to null name passed from the record-triggered flow Assignment element just for the! Bugs, and Golden Hoodie recipient in flow Builder from the top of the three key takeaways from the.... That can change during the flow using URL parameters out the steps of setting up subflow release... A full-scale invasion between Dec 2021 and Feb 2022 that sales reps can it!

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