Go with the Flow: Automating Business Processes with Clicks


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What is Visual Workflow, and how do I put it to work for me? Join Visual Workflow’s product manager Bill Takacs in this session dedicated to showing admins the power of Flow. Understand Flow basics, best practices and how to put it to work improving common business processes.

Flow is a powerful tool that can automate any repetitive task or process. With Flow you can collect, update, edit, and create Salesforce information, and then make those flows available to the right users or systems. Flows can execute logic, interact with the Salesforce database, call Apex classes, and guide users through screens for collecting and updating data. The best part is that you can do all of this without using any code!

Key Takeaways:

::Get an overview of Visual Workflow from an admin point of view
::Understand best practices for building and using Flows
::See how Flow can solve common business processes
::Build a simple process in Flow

Intended Audience:

This session is for Salesforce System Administrators, as well as Devlopers who want to learn more about Visual Workflow. No coding required!

Published in: Technology, Business

Go with the Flow: Automating Business Processes with Clicks

  1. 1. Go with the Flow: Automating Business Processes with Clicks July 10th 2014
  2. 2. #forcewebinar Speaker Bill Takacs Product Manager, Visual Workflow sfdcbill btakacs@salesforce.com
  3. 3. #forcewebinar Safe Harbor Safe harbor 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 intellectual property and other litigation, risks associated with 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-Q for the most recent fiscal quarter ended July 31, 2012. This 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. 4. #forcewebinar Go Social! @salesforcedevs / #forcewebinar Salesforce Developers +Salesforce Developers Salesforce Developers Salesforce Developers The video will be posted to YouTube & the webinar recap page (same URL as registration). This webinar is being recorded!
  5. 5. #forcewebinar Have Questions?  Don’t wait until the end to ask your question! – Technical support will answer questions starting now.  Respect Q&A etiquette – Please don’t repeat questions. The support team is working their way down the queue.  Stick around for live Q&A at the end – Speakers will tackle more questions at the end, time-allowing.  Head to Developer Forums – More questions? Visit developer.salesforce.com/forums
  6. 6. #forcewebinar Agenda  What is Salesforce Visual Workflow  Why Salesforce Visual Workflow  How to use Visual Workflow  Demo
  7. 7. #forcewebinar 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
  8. 8. #forcewebinar 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
  9. 9. #forcewebinar 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”
  10. 10. #forcewebinar Why automate your business processes?
  11. 11. #forcewebinar 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
  12. 12. #forcewebinar 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
  13. 13. #forcewebinar Business Value  Lower cost  Cost Avoidance  Revenue / Margin Contribution  Customer Experience
  14. 14. #forcewebinar 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?
  15. 15. #forcewebinar 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
  16. 16. #forcewebinar Flows Components  Cloud Flow Designer  Flow Management  Flow Runtime
  17. 17. #forcewebinar The Cloud Flow Designer Drag elements from here to here to create your flow Zoom in and out
  18. 18. #forcewebinar The Cloud Flow Designer 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
  19. 19. #forcewebinar The Cloud Flow Designer 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 The first tab is your palette
  20. 20. #forcewebinar The Cloud Flow Designer 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) The first tab is your palette
  21. 21. #forcewebinar The Cloud Flow Designer 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. The first tab is your palette
  22. 22. #forcewebinar The Cloud Flow Designer 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
  23. 23. #forcewebinar The Cloud Flow Designer 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. The second tab is your resources
  24. 24. #forcewebinar The Cloud Flow Designer 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. The second tab is your resources Dynamic Choice allows you to pull in a list of choices from an object, based on the criteria you define
  25. 25. #forcewebinar The Cloud Flow Designer 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!
  26. 26. #forcewebinar The Cloud Flow Designer 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
  27. 27. #forcewebinar The Cloud Flow Designer 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
  28. 28. #forcewebinar 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.
  29. 29. #forcewebinar Flow Management
  30. 30. #forcewebinar Flow Management  Show Flows  Show Flow detail
  31. 31. #forcewebinar Flow Runtime
  32. 32. #forcewebinar Let’s Build a Simple Flow
  33. 33. #forcewebinar Flow Best Practices
  34. 34. #forcewebinar 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
  35. 35. #forcewebinar Survey Your feedback is crucial to the success of our webinar programs. Thank you! http://bit.ly/flowtogo #forcewebinar
  36. 36. #forcewebinar www.summerofhacks.com July 11- 13 July 18- 20 July 25- 27 July 18- 20 #summerofhacks
  37. 37. #forcewebinar October 13-16, 2014 • San Francisco, CA $899 DEVELOPER DISCOUNT CODE: D14DVLPR #devzone
  38. 38. #forcewebinar 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