Process Automation Makeover: Transform Multiple Workflows into One Process by Misty Jones & Monica Sandberg
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This document discusses transforming multiple workflows into a single automated process using Lightning Process Builder in Salesforce. It provides an example of converting different workflow rules for high, medium, and low value clients into a single process based on the client's annual revenue and value rating. It cautions not to activate the new process in a production environment until testing is complete. Finally, it lists several Trailhead modules and projects, Success Community forums, blogs, and the Salesforce Automation Hour as resources for learning more about Lightning Process Builder and visual workflow automation in Salesforce.
Process Automation Makeover: Transform Multiple Workflows into One Process by Misty Jones & Monica Sandberg
- 1. Transform Multiple Workflows into One Process monica@notisblank.com @notisblank Monica Sandberg Awesome Admin App Builder Process Automation Makeover mistyraejones@gmail.com @mistyraejones Misty Jones Awesome Admin Flyin’ Solo Leader
- 2. Forward-Looking Statements Statement under the Private Securities Litigation Reform Act of 1995: This presentation may contain forward-looking statements that involve risks, uncertainties, and assumptions. If any such uncertainties materialize or if any of the assumptions proves incorrect, the results of salesforce.com, inc. could differ materially from the results expressed or implied by the forward-looking statements we make. All statements other than statements of historical fact could be deemed forward-looking, including any projections of product or service availability, subscriber growth, earnings, revenues, or other financial items and any statements regarding strategies or plans of management for future operations, statements of belief, any statements concerning new, planned, or upgraded services or technology developments and customer contracts or use of our services. The risks and uncertainties referred to above include – but are not limited to – risks associated with developing and delivering new functionality for our service, new products and services, our new business model, our past operating losses, possible fluctuations in our operating results and rate of growth, interruptions or delays in our Web hosting, breach of our security measures, the outcome of any litigation, risks associated with completed and any possible mergers and acquisitions, the immature market in which we operate, our relatively limited operating history, our ability to expand, retain, and motivate our employees and manage our growth, new releases of our service and successful customer deployment, our limited history reselling non-salesforce.com products, and utilization and selling to larger enterprise customers. Further information on potential factors that could affect the financial results of salesforce.com, inc. is included in our annual report on Form 10-K for the most recent fiscal year and in our quarterly report on Form 10-Q for the most recent fiscal quarter. These documents and others containing important disclosures are available on the SEC Filings section of the Investor Information section of our Web site. Any unreleased services or features referenced in this or other presentations, press releases or public statements are not currently available and may not be delivered on time or at all. Customers who purchase our services should make the purchase decisions based upon features that are currently available. Salesforce.com, inc. assumes no obligation and does not intend to update these forward-looking statements.
- 4. Automation Trends To Try in 2017
- 10. NO WORKFLOWS will be harmed in this presentation
- 12. Transform MULTIPLE Workflow Rules into ONE Stunningly Beautiful Process
- 13. High Value Client Medium Value Client Low Value Client Annual Revenue Upsell Opportunity Client Value Rating Criteria Actions
- 15. FALSE FALSE
- 18. Don’t do it in Production!!! Activate Deactivate
- 21. Learn more about Lightning PROCESS BUILDER Trailhead Project – Quick Start: Lightning Process Builder Trailhead Module – Process Automation Salesforce Help Pages for Lightning Process Builder Trailhead Project – Build an Automated Workshop Management System
- 22. Here are some resources to help you get started on process builder and visual workflow: Salesforce Success Communities: Salesforce Process Builder Salesforce Workflow Automation Visual Workflow Discussions Salesforce Automation Hour Salesforce MVP Rakesh Gupta’s blog: AutomationChampion.com Jenwlee’s Salesforce blog: jenwlee.wordpress.com
- 23. Thank Y u
Editor's Notes
- #3: Misty: Before I begin, just a quick note that when considering future developments, whether by Salesforce or with any other solution provider, you should always base your purchasing decisions on what is currently available.
- #4: Monica: HELLO EVERYONE. WE ARE THRILLED TO HAVE YOU JOIN US TODAY! Monica: I’m Monica Sandberg Misty: And I’m Misty Jones Monica: AND WE’RE AWESOME ADMINS JUST LIKE YOU! Monica: #DF12 NEW CUSTOMER – KNEW NOTHING AND NO ONE 7 HERE I AM SO SLAESOFRCE MAKES ANYTHING POSSIBLE INSPIRED BY THE COMMUNITY – MET OTHER ADMINS CUSTOMERS AND DEVS LIKE ME SHARING KNOWLEDGE AND INSPIRATION – CONSIDER MYSELF NOT SELF TAUGHT BUT COMMUNITY TAUGHT WAS LUCKY TO FIND SUCCESS COMMUNBITY FLYIN SOLO WHERE MET MISTY AND DID NOT HAVE TO HANG OUT WITH BOSS FOR THE WEEK – SO MISTY WHAT’S YOUR STORY? Misty does her intro
- #5: Monica: WE’RE HERE TODAY... TO SHOW YOU HOW TO TRANSFORM YOUR UNSIGHTLY WORKFLOWS INTO A STUNNINGLY BEAUTIFUL PROCESS. Misty: Oh no you don't. Maybe YOU are Monica but WE are not. I like my beautiful workflows just the way they are. (engaging the audience) Who is with me? Come on!!! Let's show workflows some love. Say it with me. (Misty tries to get audience on her side with Workflows rule chant) Workflows rule! Workflows rule! Workflows rule! Monica: HEY, HEY, HEY! (WAVING HANDS) I AGREE WITH YOU MISTY - WORKFLOWS ARE FABULOUS.
- #6: Monica: BUT THIS SEASON, LIGHTNING PROCESSES ARE HITTING THE CONFIGURATIONS IN SOPHISTICATED ORGS ALL AROUND THE WORLD. PROCESS BUILDER IS SO VERSATILE AND EASY TO USE... IT'S BECOME A LUST-HAVE FOR POINT-AND-CLICK ADMINS LIKE US. Misty: Not for me. (misty shakes her head no to Monica and audience) Monica: Okay Misty (sigh) … SHOW US THE MISTY JONES WORKFLOW COLLECTION 2016.
- #7: Misty: Alrighty then…Just take a look at these three fabulous rules right here. I created them back in 2012. The Criteria evaluate Annual Revenue and the Upsell Opportunity fields Then…I have three separate but wonderful field updates for the Client Value Ratings Picklist
- #8: Misty: And then, I added an image formula referencing the field it makes these cute little pictures the account page. That way my users can see client ratings at a glance. No denying… It’s so Pretty!!! (hands in heart shape)… I was going for a seamless automation feel. Monica: Very nice Misty. (ho hum) YOUR LIGHTNING INTERFACE IS QUITE LOVELY… BUT AREN’T YOUR WORKFLOWS LIKE 4 YEARS OLD? Misty: My rules are as chic now as the day I clicked Save. Monica: Okay…THEY DO HAVE A RETRO AUTHENTICITY BUT...
- #9: Monica: Take these shoes for example. THEY FUNCTION PERFECTLY FINE AND THEY WILL GET YOU WHERE YOU WANT TO GO … No problem. (dreaming…) BUT WHAT IF… WHAT IF… ???? Misty: What? Monica: WHAT IF, WE COULD TAKE FUNCTIONAL AND MAKE IT FANTASTIC!!!
- #10: Monica: WHAT IF OUR SALESFORCE AUTOMATION COLLECTION 2017 LOOKED MORE LIKE THESE BEAUTIES. BENIOFF’S SHOES… BOLD, ORIGINAL AND FUTURISTIC. Misty: Oooohh!! I’d like a pair like Benioff’s myself. Smaller size and maybe.. Monica: That’s the spirit. DOES THIS MEAN YOU ARE OPEN TO TRANSFORMING YOUR SOME OF YOUR WORKFLOWS NOW? WE COULD TAKE YOUR THREE RULES AND REPLACE THEM WITH ONE EASY TO MANAGE PROCESS. Misty: I dunno Monica. I like my Workflows. Monica: I GET IT. BUT IF YOU LET ME SHOW YOU HOW TO GIVE YOUR WORKFLOWS A LIGHTNING PROCESS BUILDER MAKEOVER YOU WILL LOVE THE LOOK OF YOUR NEW PROCESS! Misty: Okay. But don’t delete my rules. I may want to activate them again when you are done.
- #11: Monica: Don’t worry…. I got it…( point to slide)
- #12: Monica: Alright. Check this out Misty!!! SEE HOW YOUR “OLD FASHIONED” WORKFLOW ELEMENTS WILL BE MORE APPEALING IN PROCESS BUILDER’S USER-FRIENDLY VISUAL DESIGNER. YOU GET PRETTY PICTURES SO YOU CAN SEE ALL YOUR CRITERIA AND ACTIONS IN ONE STYLISH WORKSPACE CALLED A CANVAS AND THE BEST PART IS THAT YOU ALREADY KNOW HOW TO DO THIS. CRITERIA AND ACTIONS FUNCTION IN ALMOST THE SAME WAY AS WITH WORKFLOW, ONLY YOU GET MORE OPTIONS AND MORE FUNCTIONALITY. WE CAN TAKE THREE OF YOUR WORKFLOWS AND FIELD UPDATES AND IN JUST A FEW MINUTES WE CAN TRANSFORM THEM INTO JUST ONE PROCESS. Misty: Alright. Stop talking already and let’s just do it.
- #13: Monica: Okay. Here we go!!! JUST A FEW STEPS TO TRANSFORMING WORKFLOWS INTO PROCESSES. LET’S BEGIN BY TAKING A LOOK AT OUR CURRENT WORKFLOW RULES THE FIRST THING WE NEED TO DO IS CHOOSE WORKFLOW RULES WHICH APPLY TO SAME OBJECT AND ARE A PART OF A SINGLE BUSINESS PROCESS
- #14: Monica: MISTY, I NOTICED THAT YOU HAVE CREATED MULTIPLE WORKFLOWS AND ACTIONS TO FIRE AND UPDATE THE CLIENT VALUE RATING FIELD. THAT MAKES PERFECT SENSE. YOU WOULDN’T WANT YOUR REPS OFFERING DUGOUT SEATS FOR A GIANTS GAME TO A LOW VALUE CLIENT. WOULD YOU MISTY? Misty: Heck no. If the high val clients don’t take them, those seats are mine. Monica: RIGHT ON! OKAY. SO NOW THAT WE HAVE CHOSEN OUR RULES WE NEED TO NOTATE WHAT NEEDS TO HAPPEN TO TRIGGER OUR ACTIONS. LOOKS LIKE YOUR RULE CRITERIA IS BASED UPON ANNUAL REVENUE AND UPSELL OPPORTUNITY. Misty: Yeah. Basically, we consider clients who bring in low revenue and have no upsell Opps a lost cause. THEY are not getting MY Giants tickets! Monica: Alright. WE’LL MAKE SURE OUR PROCESS AUTOMATICALLY UPDATES CLIENT VALUE RATING SO YOUR TICKETS ARE KEPT SAFE FROM LOW VALUE CLIENTS. WE’LL NEED TO REMEMBER OUR RULE CRITERIA, AND WHAT ACTIONS ARE TRIGGERED BY EACH RULE MANUALLY TAKES NOTES SCREENSHOTS DUAL MONITORS Misty: That’s easy, I have three monitors on my desk so we can leave…
- #15: Monica: NOW WE CREATE A NEW PROCESS. JUST GIVE IT A PROCESS NAME, API NAME AND DESCRIPTION. THE NEXT STEP IS TO DEFINE EVALUATION CRITERIA. CHOOSE ADD OBJECT AND SELECT WHEN YOU WANT TO START THE PROCESS Misty: Okay… So I just enter a Process Name and Good description? I always put in detailed and helpful descriptions when creating anything new in Salesforce, This is looking pretty easy so far. Monica: PIECE OF CAKE JUST BE CAREFUL WITH THE ADVANCED OPTION OR YOU COULD END UP WITH AN INFINITE LOOP Misty: Monica – you are an infinite loop
- #16: Monica: WE NEED TO DEFINE OUR CRITERIA THAT MUST BE TRUE BEFORE OUR PROCESS CAN EXECUTE THE ASSOCIATED ACTIONS ALL WE NEED TO DO HERE IS NAME OUR CRITERIA , SELECT “CONDITIONS ARE MET” AND RECREATE OUR “FILTER CONDITIONS” JUST LIKE WE HAD IN OUR WORKFLOW RULES. IF WE WANT OUR ACTIONS TO FIRE ONLY IF THE RECORD CHANGES TO MEET THE CRITERIA CHECK THE BOX UNDER ADVANCED OPTIONS. Misty: Oh Wow! …Now I can see all my rules on one page. Yay! Monica: Yep. WITH PROCESS BUILDER WE THE GET TO SEE OUR PROCESS AS WE BUILD IT. KNEW YOU WOULD LOVE THE ON-TREND LOOK. Misty: It definitely is a classier and well put together look...Now what else do we need to do?
- #17: Monica: NOW WE NEED TO DEFINE WHAT HAPPENS WHEN OUR CRITERIA EVALUATES AS TRUE. SINCE YOU WANT THE CLIENT VALUE RATING TO UPDATE AS SOON AS THE CRITERIA ARE MET WE’LL CHOOSE “IMMEDIATE ACTIONS” AND THEN “UPDATE RECORDS” AS OUR ACTION TYPE. DEJA VOUS . HUH? THOSE ACTIONS DEFINITIONS LOOK VERY FAMILIAR, EH MISTY? Misty: Yep. They look just like my Workflow Field Updates and are so fashionable, I don’t know why I didn’t try processes on a long time ago. Monica: BUT WAIT! … THERE’S MORE!!!
- #18: Monica: SEE ALL THE THINGS THAT PROCESS BUILDER CAN DO THAT ARE NOT POSSIBLE IN WORKFLOW. IF WE WANTED TO, WE COULD POST TO CHATTER WHEN A CLIENT’S VALUE RATING CHANGES TO HIGH SO MARKETING PUTS THEM AT THE TOP OF THE LIST FOR BASEBALL GAME INVITES. Misty: I dunno. Bringing attention to this detail might mean I don’t get MY Giants tickets. Monica: WE DON’T HAVE TO DO IT, BUT WE COULD! OR… WE COULD AUTOMATICALLY CREATE A CASE WHEN A HIGH VALUE CLIENT SLIPS DOWN TO MEDIUM OR LOW? Misty: Wow! You mean I can use Process Builder to automatically create new records without having to bring in a developer? That can’t be right. Monica: IT’S TRUE. YOU CAN DO IT ALL POINT-AND-CLICK – NO CODE. PROCESSES THAT ONCE REQUIRED MULTIPLE WORKFLOWS CAN DO BE CONSTRUCTED USING JUST ONE PROCESS. READY TO DEACTIVATE YOUR WORKFLOWS NOW? Misty: Actually…Yes, I don’t need my old rules anymore. I’m ready to do a complete automation makeover. Let’s delete my rules right now. Monica: THAT’S FANTASTIC BUT LET’S DO THIS THE RIGHT WAY
- #19: Monica: WE SHOULD START BY JUST DEACTIVATING THE WORKFLOW RULES. WE DON’T WANT TO DELETE ANYTHING UNTIL WE ARE SURE THAT OUR PROCESS DOES WHAT WE WANT IT TO DO. THEN WE NEED TO ACTIVATE OUR PROCESS BY CLICKING ON THE ACTIVATE BUTTON. ONCE THE PROCESS IS LIVE, ALL THAT’S LEFT IS TEST IT. Misty: This is exciting. Let’s just make some changes to the Annual Revenue numbers and change some of the Upsell Opportunity fields so we can see my new Process in action. Monica: THAT WILL WORK SINCE WE ARE LOGGED INTO YOUR SANDBOX. YOU WOULD NEVER EVER MAKE CHANGES IN PRODUCTION, RIGHT MISTY? Misty: Who me? No…no! I would never DO IT IN PRODUCTION! Never! (unconvincingly- nodding her head yes) Monica: OKAY I BELIEVE YOU. READY FOR THE BIG REVEAL? Misty: Heck yeah!
- #20: Monica: LOOK HOW BEAUTIFUL YOUR PROCESS IS. POSITIVELY STUNNING! Misty: Well lookie here … I totally agree with you Monica. Lightning Process Builder is a must have accessory for all awesome admins ANY season of the year Monica: I KNEW YOU’D LOVE IT! HOW ARE ON TIME MISTY?
- #22: Misty: Thanks awesome admins. you been a great audience. We’ll see you next season.
- #24: THANKS EVERYONE. SEE YOU NEXT SEASON!