Go with the Flow: Automating Business Processes with Clicks

Go with the Flow: Automating
Business Processes with Clicks
July 10th 2014

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Speaker
Bill Takacs
Product Manager, Visual Workflow
sfdcbill
btakacs@salesforce.com

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Agenda
 What is Salesforce Visual Workflow
 Why Salesforce Visual Workflow
 How to use Visual Workflow
 Demo

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Why Salesforce?
Idea
Build App
Idea
buy &
setup
hardware
install
complex
software
define user
access
build & test
security
make it
mobile &
social
setup
reporting &
analytics
build
app
Traditional Platforms
6-12 Months?
App
App

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Develop, package and instantly deploy apps
Access rich APIs and frameworks
Code in your favorite language
Add fields, design layouts, and manage users
Point-and-click workflow & business logic
Drag-and-drop reports and dashboards
Programmatic Declarative

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What is Visual Workflow
 Declarative toolset to build and execute processes related to
Salesforce domains: Marketing, sales, service and support
 Extensible via APEX and Visualforce
 Currently working on the ability to handle process
orchestration and long running processes – BPM “Light”

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Why automate your business processes?

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Why use it?
 Help maximize your developer resources.
 Replace utility APEX and more efficient use of platform:
 Easy Automation – repetitive tasks, actions, ect – all
declarative

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What Problems are we solving = Automating Work
 Reduce repetitive, labor intensive, and computer related effort
 Reduce errors and inconsistences in data and process
 Productivity – provides increase in productivity through automation
 Connect Salesforce to other systems or processes
 Reduce the cost of maintaining expensive scripts
 Transparency over process and data = visibility, insight, optimization
13

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Business Value
 Lower cost
 Cost Avoidance
 Revenue / Margin Contribution
 Customer Experience

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Understanding Flows
 Flows are visual representations of a series of events
– They can contain multiple decisions (if / then), branching, and looping logic
– You can do more than creating tasks, field updates, and send emails – you can
also create, update, and delete multiple records – and embed a flow within a
flow
 When creating a Flow, there are a number of things to consider when
you’re getting started
– What objects do I want to access?
– What are the fields I want to access?
– If creating a new record, what record types do I want to use, who should the
owner be, and what are the required fields for creating a new record?

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Visual Workflow – Use Cases
 Call scripting
 Diagnostics & troubleshooting guides
 Guided data entry processes
 Product configuration
 Sales quotations
 Guided selling with sales methodologies
 Employee on-boarding

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Flows Components
 Cloud Flow Designer
 Flow Management
 Flow Runtime

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The Cloud Flow Designer
Drag
elements
from here
to here
to create
your flow
Zoom in
and out

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The Step element
allows you to sketch
out a draft of a flow –
I’ll be honest, I never
use this, mostly
because you can’t
activate a flow if it
has any steps in it
The screen is where you
design what the user sees
– text, questions,
checkboxes, etc
Decision element is a logic
branching point, where you
can create an if/then
statement, like with
Workflow Rules – only, it’s
much more robust,
allowing you to draw
multiple outcomes, and
you can have multiple
decisions in one flow
The first tab is your palette

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Assignment element
allows you to take a
variable and assign a
value to it – a good
example is a date
where you want to
add 30 days – you
can do that with the
Assignment element
Loop is brand new for
Summer ‘14 – it allows
you to take a set of
criteria and evaluate a
number of records that
meet that criteria, and
then take action on all
those records – for
example, if you have
VIP Accounts where the
next action date is 30
days old, you could loop
through all those
accounts and create
tasks for each one

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These are the elements
where you can Create,
Update, or Delete a
Record – you can also
lookup a related record,
based on criteria you
collect from the user on a
Screen, or data you pass
into the flow from the
button you create
These “Fast” elements are
new for Summer ‘14 – they
are the same as the regular
“Create” functions, but allow
you to make a quick record
using what’s called an
sObject variable (I’ll cover
that shortly)

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One of the most powerful
aspects of Flows is that
you can embed Flows
within Flows – this means
if you have a standard
Flow you want to reuse,
like one that updates
stale VIP Accounts, you
can activate that from
another Flow
The “Other Actions” listed
here are also new for
Summer ‘14. They are your
publisher actions that you
might know from Salesforce1
– they allow you to quickly
create Call Log records,
cases, events, etc.

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Variables are your new best
friend. These allow you to
set a value or a record ID
and then reference/reuse it
multiple times in the flow.
For example, you might
lookup an Account at the
start of the flow – you can
set that Account ID to a
variable, and reference it
again throughout your flow
to do things like make an
update to the Account, or an
Opportunity or Case related
to that Account.
sObject Variables are new for
Summer ‘14. These are super
charged variables – think of them
as variables on steroids. Once
you have the ID for a record,
these variables allow you access
update or reference to every field
for that record.
sObject Collections allow you to
group together multiple sObject
Variables. You can then use the
Loop function to evaluate
multiple records.
The second tab is your resources

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A Constant is a fixed
value you can use
throughout your Flow.
This is another one I
rarely use.
Formula is one I use often.
This allows you to perform a
calculation, such as the
difference in cost between
two currency fields, and
return that as a number. And
new in Summer ‘14, we now
support a number of new
formula types, including Text,
Boolean, Date, and
Date/Time.

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Choice allows you to
create choices to
display to your users
on a picklist / radio
buttons / checkboxes
Text Template allows you to
create a text string using
merge fields, like what you’d
have in an email template.
Dynamic Choice allows you
to pull in a list of choices from
an object, based on the
criteria you define

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All the variables, choices,
screens, events – everything
you create will be stored here
for you to view, edit, delete
The third tab is your explorer
Best Practice Alert! Come up with a naming convention to help you keep things organized!

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Once you drag the
Screen element out
onto the Cloud Flow
Designer main panel
The second tab allows you to see all
the Screen Elements

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Screen Elements
Text fields, both
standard and
Long Text
Number field,
you can choose
decimal points
You can set any field as required and
you can also set validation rules
Currency, Date,
Password,
Checkbox
options
A number of
options for
picklists,
including the
ability to multi-
select
Create text to
display to the
user, including
merge field
capabilities

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Lead Processing Flow
 Looks up lead, assigns lead to correct
rep (based on geographic territory,
creates task to follow up and emails rep
they have a new lead.
 Variables We’ll Need
– Variable to bring lead into flow
– Variable to hold lead data
– Variable to set lead to the new lead owner
(correct rep)
– Variable to hold rep information for task and
email creation
 Elements We’ll use in the Flow
– Screens for user input and debug
– Fast Lookups to get info for lead
and rep
– Fast Update to update lead owner
– Text template for email
– Decision logic to set lead to the
correct owner
– Actions to create a task and send
and email
– Formula to compute task due date
– Assignments to assign inputs for
correct lookups ect.

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Flow Management
 Show Flows
 Show Flow detail

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Let’s Build a Simple Flow

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Flow Best Practices

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Flow Best Practices
 Design before you build
 Think through your data and variables
– Build a convention for you variables
 Use IDs to bring data into the Flow
 Use Screens to debug or emails for headless

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Q&A
Bill Takacs
Product Manager, Visual Workflow
sfdcbill
btakacs@salesforce.com
If we don’t get to your question you can post them at:
Workflow Success Community: http://bit.ly/successqa
Developer Forum: http://bit.ly/devforumqa

Go with the Flow: Automating Business Processes with Clicks

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