We know it by name, but Flow needs to know the permission set ID. We know each release brings with it lots of amazing, new functionality and there can be a lot to digest. Now that you're more familiar with the resources available in Flow Builder, let's put that into practice by creating a variable. 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. Is variance swap long volatility of volatility? For this reason, I have chosen Available for input. Lets go through the steps of setting up Subflow. First, we need to identify the permission set. Create a variable to store the incoming records ID from Process Builder. Spring 20 also saw the release of the new Lightning Extension for Chrome. This will store the user ID passed from the record-triggered flow. 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! Otherwise, the variable will be empty, signifying no permission set. 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. The email field also has a Placeholder Text field to display an example of what a valid value would look like to assist users in filling out the form. Next, we need to determine whether the Get Records element found a permission set assignment record for that user and permission set, which is done using another Decision element. If youre seeing issues related to a transaction taking too long to process, you may need to utilise Apex rather than Flow to complete your task. No matter what your problem is, no matter how complex or nuanced, you can always reach out to the Salesforce Community to help. Then, if it is a new Finance user, well assign a permission set. First, lets review the steps to manually assign a permission set to a user. The beauty of Flow is that it has the ability to reach out and get specific information. The action to be taken with the permission set is done by invoking the autolaunched flow we just created. Another valuable piece of information well get to within the process is whether the user is already assigned to the permission set. If the user doesnt have the permission set, no action is needed. {!$User.FirstName} is a placeholder, so when the email is sent, it displays the actual first name of the user. A permission set assignment record has two important attributes: A user can have none or many permission sets, which would be reflected in the Permission Set Assignment object. Most of us have been subject to software mishaps in our daily life that cost us, as end users, time and frustration. If no record is found, well set the variable to null by enabling the attribute When no records are returned, set specified variables to null.. This is done by checking the attribute box for When no records are returned, set specified variables to null., Next, well use a Decision element to determine whether or not the Get Records element found a permission set record. The data type is Date and formula is: today() + 364 . Flow resources can be referenced within the validation formula, allowing for fine grained control over what values are allowed in various situations. Integral with cosine in the denominator and undefined boundaries. Since delving into Microsoft's world of Power Platform, I wanted to expand my knowledge in other technologies (for those still interested in Microsoft content, the link is below for my other blog). Build it once, maintain it once, and reuse it over and over again. This will store the permission set ID when we query the Permission Set object using the value in the varPermissionSetName variable. This allows you to pass in a variable from another flow (which will be our parent flow). Home Article Duplicate a Record with Lightning Flow in Spring 20. Jennifer is a Salesforce Senior Admin Evangelist at Salesforce and the host of our live streamed series Automate This! For the user who is no longer a Finance user, a permission set will be removed. We need to determine information we need (or our inputs) so Salesforce can automagically assign permission sets to a user: These three pieces of information will be stored as text values that are three separate variables. The Trailblazer Community is a great place to start. Join our group of 500+ trusted guest posters Click here to start the conversation. Example: In the Build a Discount Calculator project, the flow updates an opportunity's Discount field. It only takes a minute to sign up. Finally, add a Create Records element to the canvas, giving it a name (Create Records). After completing this unit, you'll be able to: Before you can complete this module, make sure that you complete the Build a Simple Flow project. Once the autolaunched flow from the Subflow element runs, the original flow continues. Third Floor Library Building You can also reach out on other platforms like Twitter, where the Salesforce community thrives. Record 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. In the Winter 22 release, Salesforce gave us the option to call a subflow from a record-triggered flow. Select Autolaunched Flow (No Trigger) and click Next. If, for example, you needed to trigger a complex flow to close an Opportunity and create some related records, but had a variety of ways you wanted to trigger the flow (such as automatically when the Opportunity reaches a certain stage, as well as at the end of a screenflow on the page layout specific opportunity record types), you can create the logic without a specific trigger in an Autolaunched flow and then use the Subflow element within other flows to call the logic when it is needed. Again, we need to put those safety verifications in place to prevent our flow from failing. This is especially true if youre just learning Flow or when working on a highly complex process. 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! With the recent announcement of the future retirement of Workflow Rules and Process Builder, well focus heavily on record-triggered flow solutions this year. Learning Salesforce Visual Workflow; Credits. Here, we check that the varHasPermissionSet variable has a value (that is, Is Null Falsetwo negatives equals a positive) and the varPermissionSetAction is Remove. Make sure you test your solution THOROUGHLY before pushing it into Production. Working with Data. Creating Flow through Point and Click; Creating the building blocks of Flow; Creating a variable; Creating a collection variable; Creating an SObject Variable Go to New Resource on the left side pane. Lets understand the relationship between user and permission sets. 1. Next, add an Assignment Element to the canvas. However, they're an important thing to understand when you're building flows. I like to consider myself a sucker for organizational collaboration business systems, and this blog explores how to achieve the best out of these applications. In the Setup menu, search for Flows. ), varPermissionSetName: ABC_Permission_Set (This is the permission sets API name. Locate the permission set you want to remove and click the. Link all elements together, along with the Start. They often have at least one variable that has been made available for Input and another that has been made available for Output. | Watch how I use the power of Flow to assign and remove a permission set from a user, and then read all the details in the post below. Select your subflow name (mine was called Call Subflow). ), varPermissionSetAction: Remove (This specifies we want to remove a permission set. This is one of the three key takeaways from the Record-Triggered Automation page of the Salesforce Architects Guide. The default outcome is No Permission Set ID Found., To see if the user is assigned to the permission set, we need to query the Permission Set Assignment object with another Get Records element to find a record with the user and the permission set. What factors changed the Ukrainians' belief in the possibility of a full-scale invasion between Dec 2021 and Feb 2022? | Content (except music \u0026 images) licensed under CC BY-SA https://meta.stackexchange.com/help/licensing | Music: https://www.bensound.com/licensing | Images: https://stocksnap.io/license \u0026 others | With thanks to user Xtremefaith (salesforce.stackexchange.com/users/10834), and the Stack Exchange Network (salesforce.stackexchange.com/questions/307681). When we find records, well use a Get Records element to find information about the permission set. Lets now review the steps to manually remove a permission set from a user. All variables from the Subflow that are marked as Available for output can then be referenced as resources by the original flow. Automatically Assign and Remove a Permission Set. Occasionally you may build a Flow that has a lot of complexity and runs a lot of calculations. 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. Like the name suggests, the Pause element pauses a flow until a specified time or event before allowing the flow to continue. Its easier to make changes on paper than to have to refactor your configuration. Previously, the parent flow had to be other flow types such as scheduled flows. What were doing is changing just these four fields and leaving all the other Opportunity fields alone: 5. I can can close the component screen, but when I save the Flow I get the following error message: An unexpected error occurred. Contains all features of free version and many new additional features. Conversely, you may want to pass back a variable to the parent flow. Note: For the purpose of this post, were creating a new process. One simple thing you should do when building or editing a Flow is to ensure that each Description value is filled out with a meaningful description of what that particular Element is used for. We are all about the community and sharing ideas. 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. Ultimate Guide to Getting a Salesforce Job, Ultimate Salesforce Flow Foundation Course, Record-Triggered Automation page of the Salesforce Architects Guide. Pretty neat, right? Choose a layout style (I like Auto-Layout). 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. #WorkSmartNotHard. Set the Object to Opportunity, and start the process when a record is created or edited. 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. If you continue to use this site we will assume that you are happy with it. Salesforce Flow is the most powerful declarative automation tool that Salesforce has built. Lastly, if the permission set assignment record is found, well remove the permission set assignment record for the user permission set combination with a Delete Records element. (Want to learn more about different flow types? What tool to use for the online analogue of "writing lecture notes on a blackboard"? In my example below, I have a flow that is triggered after a record is saved on the Opportunity object (note: you cannot call a subflow on a record-triggered before save flow). For example, if there is a complex calculator that needs to be triggered at various stages of the Lead, Opportunity, and Contract objects but the output relies on a State/Region text value and various currency values, a single autolaunched flow can be created with input variables for the State/Region and Currency values that can be called by flows from each other object. Now any user can run this flow, as long as: If they dont know where to find it, users cant run anything. Configure the custom buttons display properties. It also removes a lot of the room for human error, while reducing maintenance and testing time. Pull Only flow administrators can run inactive flows. The concepts here depend on the flow you build in that project. Simply enter 'Flows' into the Quick Find box, and create a new Flow to get started. Now that we have that squared away, lets look at how to build this in Flow Builder. Youll create just one record, and set the record field values to use all values from a record. Perhaps you were given the wrong name. This is a perfect example of where Subflows would be valuable. Run the master flow from the flow URL appended with ?latestSub=true. Add Criteria as defined in the requirements. Let's go over the basic kinds of flow resources available in Flow Builder. Even though I'm exploring new technology, I consider myself a sucker for organizational collaboration business systems, and this blog explores how to achieve the best out of these applications. Now its time to activate it so that sales reps can run it. Essentially, without that permission set record, your business process ends. 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