7. Automation

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Questions and Answers

What is the primary function of Workflow Rules in Salesforce?

To trigger actions based on criteria evaluated on a single record (correct)

To automate the entire Salesforce interface

To create comprehensive applications without any coding

To trigger actions based on criteria evaluated on multiple records

Which action is NOT associated with Workflow Rules?

Sending email alerts

Creating a task

Updating fields

Creating a new record type (correct)

What distinguishes Approval Processes from Workflow Rules?

Approval Processes cannot lock records during the process

Approval Processes require a sequence of steps for approval (correct)

Approval Processes can only create email alerts

Approval Processes are restricted to immediate actions

As of the Winter '23 update, what key change affects Workflow Rules?

No new Workflow Rules may be created, but existing ones can be edited Signup and view all the answers

Which component is NOT part of the lifecycle of an Approval Process?

User Input Actions Signup and view all the answers

Which of the following statements about the capabilities of Flow is TRUE?

Flow can automate business processes without any coding Signup and view all the answers

What type of actions can be performed by both Workflow Rules and Approval Processes?

Creating tasks Signup and view all the answers

Why are Workflow Rules still considered relevant despite being phased out?

They are crucial for understanding Approval Processes Signup and view all the answers

What is the purpose of the Fault Path in a Flow?

To handle errors that occur during Flow execution Signup and view all the answers

Which statement best describes the Rollback Records element in Screen Flows?

It undoes all changes made in the database up to that point Signup and view all the answers

What triggers Record-Triggered Flows?

The creation, updating, or deletion of records Signup and view all the answers

What is the function of the $Record_Prior global variable in Flows?

It holds the previous state of a record before it was updated Signup and view all the answers

Which action is NOT commonly automated in an Approval Process?

Rolling back database changes Signup and view all the answers

What distinguishes an Autolaunched Flow from other types of Flows?

It has no user interface and runs automated actions Signup and view all the answers

In which scenario would a Before-Save Record-Triggered Flow be used?

To update the triggering record only before it is saved Signup and view all the answers

What is the main purpose of using Subflows within Flows?

To encapsulate reusable actions and reduce duplication Signup and view all the answers

What must be done for users to launch an Approval Process manually?

The 'Submit for Approval' button needs to be added to a layout Signup and view all the answers

Which type of Flow is executed at a predetermined time and frequency?

Schedule-Triggered Flow Signup and view all the answers

What is the maximum number of approval steps allowed in a multi-step approval process?

30 Signup and view all the answers

Which feature is NOT supported by Process Builder?

Sending outbound SOAP messages Signup and view all the answers

What does the acronym RAPSS stand for in relation to Flow types?

Record, Autolaunched, Platform, Scheduled, Screen Signup and view all the answers

What is a key feature of Before-Save Record-Triggered Flows?

Fast field updates Signup and view all the answers

How can Screen Flows be deployed?

Through Lightning App Builder Signup and view all the answers

Which type of Flow allows execution when a specific Platform Event is published?

Platform Event Triggered Flows Signup and view all the answers

What is the main role of the Flow Trigger Explorer?

To manage the order of execution for Record-Triggered Flows Signup and view all the answers

What is a unique feature of Login Flows?

They must be completed before users log into Salesforce Signup and view all the answers

Which is a best practice for using Process Builder?

Limit to one process per object Signup and view all the answers

What distinguishes After-Save Record-Triggered Flows from Before-Save?

They can perform actions on other records Signup and view all the answers

Which element is considered part of the building blocks of a Flow?

Screen Component Signup and view all the answers

What happens during the approval process concerning record editing?

Records are locked and may not be edited Signup and view all the answers

Which aspect of Process Builder is slated for retirement?

The ability to create new processes Signup and view all the answers

Which type of Flow can specify immediate or scheduled actions based on multiple criteria?

Process Builder Signup and view all the answers

What is the primary use case for Autolaunched Flows?

Performing reusable logic within other Flows Signup and view all the answers

Which element is NOT typically available in Schedule-Triggered Flows?

Screen Element Signup and view all the answers

What model does Platform Events follow?

Publisher/subscriber model Signup and view all the answers

What is a key characteristic of Flow Debugging?

It provides detailed information about Flow execution Signup and view all the answers

What limitation should be considered when using database elements in Flows?

They should be avoided in loops to improve efficiency Signup and view all the answers

What is the primary purpose of Fault Paths in Flows?

To manage and mitigate errors in Flows Signup and view all the answers

What is the significance of the Save Order of Execution in Salesforce?

Is crucial for complex Flows, especially Record-Triggered Flows Signup and view all the answers

What can Schedule-Triggered Flows be configured to do?

Select records to act on at specified times Signup and view all the answers

Which tool should be chosen when needing to update records efficiently?

Record-Triggered Flow Signup and view all the answers

What is meant by Input/Output Resources in the context of Subflows?

They allow passing data into and out of Subflows Signup and view all the answers

How many records can be involved in a Flow runtime operation?

2000 Signup and view all the answers

What is the main goal of creating a Fault Path?

To handle errors and guide alternative execution paths Signup and view all the answers

What is a critical aspect of the Salesforce Flow development process?

Thorough debugging and testing procedures Signup and view all the answers

Which statement regarding Platform Events is true?

They allow publishing via multiple methods including Apex Signup and view all the answers

What can be achieved by using the Process Builder compared to Workflow Rules?

It allows for multiple sets of criteria. Signup and view all the answers

Which of the following is true about Screen Flows?

They provide a user interface for data collection. Signup and view all the answers

What distinguishes Before-Save Flows from After-Save Flows?

After-Save Flows can execute scheduled paths. Signup and view all the answers

How do Platform Event Triggered Flows function?

They subscribe to events sent from external systems. Signup and view all the answers

What role does the 'Submit for Approval' button play in Approval Processes?

It is required to initiate the approval process. Signup and view all the answers

What are the five core types of Flows?

Screen, Auto-launched, Record-Triggered, Platform Event Triggered, Scheduled. Signup and view all the answers

What is the purpose of the $Record global variable in Record-Triggered Flows?

To reference the triggering record's information. Signup and view all the answers

What unique feature does the Process Builder offer compared to Workflow Rules?

Support for multiple criteria sets. Signup and view all the answers

Which statement is true regarding the use of Flows in Salesforce?

Flows can run without user input. Signup and view all the answers

What is the main distinction between Auto-launched Flows and Screen Flows?

Auto-launched Flows have no user interface. Signup and view all the answers

What feature allows for customizing the user experience in Screen Flows?

Customizing navigation with buttons. Signup and view all the answers

Which of these elements is NOT part of Flows?

Data Sources. Signup and view all the answers

What is one common best practice when creating processes in the Process Builder?

Use only one process per object. Signup and view all the answers

What is the purpose of Fault Paths in Flows?

To handle errors that occur during flow execution. Signup and view all the answers

Study Notes

Salesforce Process Automation Tools

Workflow Rules: A tool to automate actions based on single-record criteria. Actions can be immediate or time-dependent, involving tasks, email alerts, field updates, or outbound messages. Evaluation criteria include record creation, creation/edit, or creation/edit based on subsequent criteria. Workflow rules are deprecated, with no new rules allowed as of Winter '23. Existing rules can still be edited.
Approval Processes: Automate approval steps for a record. The process involves entry criteria, initial submission actions, approval steps (with actions), and final approval/rejection actions. Records are locked. Configurable actions are similar to Workflow Rules. Processes can have up to 30 approval steps with up to 25 approvers per step. Automatic approvers (e.g., using manager hierarchical fields) are possible. Editing can be allowed during the process. Records can be viewed in various locations such as email and mobile devices. Launched via submit button or flow.
Process Builder: A point-and-click tool for more sophisticated automated processes than Workflow Rules. Actions include running Apex, creating/updating records, sending emails, launching Flows, posting to Chatter, etc. Multiple criteria can be evaluated to trigger corresponding actions. Processes include record change, platform event, and invocable types; can execute immediate or scheduled actions. The Process Builder is being retired and new processes cannot be created. Existing processes are likely editable for some time. Best practice is one Process per object, using ISNEW() in filters. Migration to flows is possible via the Migration Tool.
Flows: A collection of actions guided by graphical logic in the Flow Builder. Includes various types: Record-triggered, Autolaunched, Platform Event triggered, Scheduled, and Screen Flows (RAPSS acronym). Flows utilize resources (variables, constants, formulas) and elements (Screens, Actions, Subflows, Assignments, Decisions, Loops, etc.). Contain system-provided global variables ($Flow, $UserRole). Versioned with a single active version.

Flow Types

Record-Triggered Flows: Execute on record creation, update, or deletion. Two types: Before-Save (for quick, single-record updates - access to record ID unavailable before record is saved) and After-Save (for actions on other records, utilizing system fields and $Record/$Record__Prior). Scheduled paths can be created to execute actions after the record is saved.
Platform Event Triggered Flows: Triggered by a specified platform event's publication. These events, using a publisher/subscriber model, can be triggered inside or outside Salesforce. The $Record variable holds the Platform Event message's fields.
Autolaunched Flows: Execute without a trigger; often used as reusable Subflows. Launched by various means (Processes, Apex, REST API, Flow Orchestration, or Subflows).
Schedule-Triggered Flows: Execute at a specific time and frequency (once, daily, weekly). Records can optionally be selected for action.
Screen Flows: Provide a user interface (UI) for data gathering or display. Elements include screen components (input/output elements). Can be deployed via Lightning App Builder, Quick Actions, or Custom Buttons, offering both User Context and System Context. Can perform data assignments directly and include record fields. Navigation control elements (Next, Back, Pause). Login Flows are a special type.

Debugging and Best Practices

Utilize Flow debugging tools including testing as another user, viewing detailed logs, and rolling back changes.
Implement error handling using Fault Paths to manage errors & Rollback Elements to reverse actions in Screen flows.
Practice naming conventions for flow organization.
Avoid putting database elements (create, update, get) inside loops within a flow.
Use collections when handling multiple records, and operate on the whole collection instead of individual records. Avoid placing database changes within loops. Use collections instead and act on the whole collection to avoid bottlenecks. Choose the appropriate flow type (e.g., Record-Triggered Flow instead of Screen Flow) for efficient execution.

Key Takeaways

Salesforce is migrating towards Flows as the primary automation tool.
Flows are versatile and encompass several automation options.
Context consideration in Flows (user vs. system context) and record-lifecycle (before vs. after save).
Thorough testing and robust best practices are essential for stable and efficient flow design.
A solid understanding of Save Order of Execution (SOOE) is critical for complex flows, particularly record-triggered flows.

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Description

Explore the key tools for process automation in Salesforce, including Workflow Rules and Approval Processes. Learn about their functionalities, configurations, and the limitations of deprecated features. This quiz will test your understanding of how these tools streamline workflows and enhance productivity.