Learning Salesforce Visual Workflow

Chapter 1. Getting Started with Visual Workflow

This chapter starts with an overview of Visual Workflow (also called Flow) and its benefits, which take the discussion forward to the various business requirements where we can use Flow. We will discuss various business problems and how we can develop an application without using code to solve them. By the end of this chapter, you will have learned various ways to invoke a Flow and the fundamentals of Visual Workflow.

In the next few chapters, you will be briefed about various concepts related to Visual Workflow and learn numerous ways to create point-and-click tools without using code. We will also see different ways to streamline our sales process and automate our business process using a Flow. In the last few chapters, we will go through how to automatically launch a Flow using Process Builder. The following topics will be covered in this chapter:

Business problems
The benefits of Visual Workflow
System requirements for using Visual Workflow
An overview of the Visual Workflow lifecycle
An overview of the Cloud Flow Designer
An overview of Visual Workflow building blocks
The various ways to invoke a Flow

Visual Workflow is a drag and drop interface that allows you to automate business processes by creating applications using click not code. Using Visual Workflow we can create, update, edit, delete, send an e-mail, submit records for approval, post to chatter, and take user input in Salesforce and then make those Flows available to the business users or systems. Visual Workflow can execute business processes, interact with the database, invoke Apex classes (an Apex class implements the Process.Plugin interface), and create a series of screens to take user input in order to collect and update data in Salesforce and Flows can also be built with no user interface to allow them to be run from automated processes.

Business problems

As a Salesforce administrator or developer you may get multiple business requirements from businesses to streamline the processes. Many of them are achievable by using out of the box (OOB) concepts, and for others, we have to use Apex or Visualforce pages. Visual Workflow gives us another method that will let us implement many business processes without needing custom coding. A few examples are discussed in the following sections.

Business use case 1

Sara Bareilles is working as a Vice President, Sales, in a company named Appiuss. She wants to auto close all the open opportunities with the Closed Lost stage, when an account out of business field (that is, custom field) is checked.

There are several ways to solve the given business requirement; these are mentioned in the following sections.

Solution 1 – using an Apex trigger

Because this requirement means that many child records (opportunities) need to be updated when a parent record (Account) is edited, we can't achieve the preceding business requirement using the Workflow rule. The next possibility is to use an Apex trigger. Generally, a developer writes an Apex trigger on the Account object to update all the open opportunities when an account's custom field, out of business, gets updated to True. The following is the sample code:

trigger UpdateRelatedOpportunites on Account (after update) {
  for (Account AccountToUpdate : trigger.new)
    {
        If (AccountToUpdate.Out_Of_Business__c==True)
        {
        // Your logic;
        }
    }
}

In addition, you'll need a test class, and then use a change set to deploy the trigger and test classes to production. This also means that any change to the business logic will require more development work.

Solution 2 – a combination of Visual Workflow and Process Builder

Another way to achieve the same business requirement is to use a combination of Visual Workflow and autolaunch Flow/Process Builder. Here is the description of the next screenshot:

A sample Flow update all the open Opportunity stage to the Closed-Lost related to an account which is marked as out of business
A process on the Account object, it will fire when the out of business checkbox is checked

The following screenshot represents solutions for a similar business scenario by using Visual Workflow and Process Builder:

Solution 2 – a combination of Visual Workflow and Process Builder

Process Builder is one of the ways to automate complex business processes using click not code similar to the Workflow rule and Visual Workflow. We will discuss more about this in Chapter 5, Developing Applications with Process Builder.

Business use case 2

Robby Williams is working as a Customer Success Manager in Appiuss. He wants to send a reminder e-mail on a weekly basis to all the users who don't have a profile picture on Chatter.

Again, there are plenty of ways to solve this requirement. Some of the ways are as follows.

Solution 1 – using Apex

We can't achieve this goal by the Workflow rule. For this, we have to write an Apex class that implements the Schedulable interface for the class and then use Schedule Apex to run it on a regular basis. The following is the code for this Apex class:

global class SendChatterEmail implements Schedulable
{
    global SendChatterEmail (){
      // Batch Constructor
    }

    // Start Method
    global Database.QueryLocator start(){
      /* Use SOQL query to get the records you want to operate upon
      select Id, fullPhotoUrl from User where isactive = true AND FullPhotoUrl    like '%photo/005%'*/
    }

    // Execute Logic
    global void execute(){
      // perform the operation

    }

    global void finish(){
      // Logic which we want to execute at finish
    }
}

Solution 2 – a combination of Visual Workflow and Process Builder

An alternative way to accomplish the same business requirement is to use a combination of Visual Workflow and Process Builder. Here is the description of the next screenshot:

This represents a Flow to send e-mail alerts to all users, who do not have profile pictures on Chatter
This represents the Flows action from Process Builder on a custom object (reminder notification) to trigger our Flow

The following screenshot represents the solution for business scenario 2 using Visual Workflow and Process Builder:

An overview of the Cloud Flow Designer

The Cloud Flow Designer is a tool that allows you to implement business requirements by constructing Flows (without any code); this is a way to collect, update, edit, and create data in Salesforce. The Cloud Flow Designer user interface has different functional parts.

These functional parts are as follows:

The button bar: You can use Save, Save As, Run, Run with Latest, Close, undo, and redo changes to run or view properties of your Flow buttons available in the button bar. The status indicator marked in the red rectangle on the right-hand side of the bar shows the status (Active or Inactive) of your Flow.
- Save: Use this option to save/quick save your Flow.
- Save As: If you want to clone the Flow you are working on or save as a new version, then use this option.
- Run: This runs the most recent version of the Flow you are working in. If the Flow comprises subflow elements, then each subflow refers to the active version of its referenced Flow. If the referenced Flow has no active version, then the subflow element runs the latest version of its referenced Flow.
- Run with Latest: This button will only appear if you are working in a Flow that contains a subflow element.
- Close: If you are working on a Flow and want to close it, then use this button. If Flow is not saved and you clicked on the Close button, then it will return you to the Flow list page or else you will be redirected to the Flow detail page.
- Undo or Redo: Use these to undo or redo recent activities on the canvas.
- Flow Properties: Click on the screwdriver icon to see information related to your Flow, such as Name, Unique Name, Description, its type (Autolaunched Flow or Flow), Interview Label, Version, and created and modified dates. Salesforce allows you to change Name, Description, and Interview Label of your Flow at any time.
Note
The Interview label helps us to differentiate between the interviews of the same Flow when an interview is paused.
The Flow canvas: You can use this area to design your Flow. To edit any element in the main canvas, double-click on it.
The zoom control: This is a slider that helps you to zoom in and out of the canvas so that you can focus on particular areas. This feature is also combined with the search options on the Explorer tab, so it will highlight results on the canvas tab.
Palette: This is the area where you can find all the element types available for your Flow. You have to drag and drop elements from the palette onto the canvas to use it. To see the element description/properties in the Description panel (7), click on an element in the palette. Once you have created new elements, they will appear in the Explorer tab. The Palette tab also has a search field to quickly find what you need.
Resources: The Resources tab allows you to create new resources for your Flow, for example, variables, formulas, and templates. Once you have created new resources, they will appear in the Explorer tab. To create new resources, double-click on it.
Explorer: The Explorer tab contains all the elements and resources added to the Flow. Double-click on the items from the list to edit them and click to view their details and usage in the Description panel (7).
Description: The Description panel shows the item's description when you view an item in the Palette or Resources tab. It has two subtabs, as follows:
- Properties: This shows the information, such as Unique Name, Description, Data Type, Input/Output Type, and Default Value for the element or resource you have selected
- Usage: This lists the elements where the selected item is used

From Chapter 2, Creating Flow through Point and Click, we will start using the elements, variables, and concepts that we learned here.

An overview of the building blocks of Visual Workflow

Flow has three major building blocks known as Element, Connector, and Resource. With the help of these blocks, you can easily develop Flows.

Element represents an action that Flow can use to display or collect information from the Flow user, create or update records, delete records, or loop logic. Element is, basically, used to manipulate the data. Connector is used to establish the path between the elements. Resource is used to hold the data that you can reference in your Flow.

Flow elements

Flow elements represent actions that Flow can execute such as Record Update, Record Lookup, Fast Lookup, Loop, Screen, and Decision. This is used to read, write, or delete data. Using the element (Screen), you can also display data and capture input from users. Use the Palette tab to drag and drop new elements onto your canvas. Once you add elements it will be available on the canvas and Explorer tabs. There are several types of elements available under the Palette tab. They are as follows:

Flow element	Description
Step	You can use this as a placeholder while designing your Flow. Later you can convert Step elements into Screen elements.
Screen	This will display a screen to the user who is running the Flow. Screen contains input or output fields. The Screen element is mainly used to take input from users or display guided information.
Decision	This is used to evaluate conditions to determine which Flow path to take.
Assignment	This is used to set or change values of variables, collection variables, SObject Variables, and SObject Collection Variables.
Loop	This iterates through an SObject collection variable and assigns an item's value to an SObject Variable.
Wait	If you want your Flow to wait for one or more defined events to occur, then use this element.
Record Create	This is used to create one record using the field values that you specify separately. You can assign these values from Flow resources such as variables, SObject Variable, and the screen fields.
Record Update	This is used to update records using the field values that you specify separately. You can assign these values from Flow resources such as variables, SObject Variable and the screen fields.
Record Lookup	This is used to extract one record that meets the filter criteria you specify, and then assign the record's fields values to separate, individual Flow variables or individual fields on SObject Variables.
Record Delete	This is used to delete records from Salesforce that meet the filter criteria you specify in your Flow.
Fast Create	This is used to create records using the fields' value from an SObject Collection Variable or to create one record using the fields value from an SObject Variable.
Fast Update	This is used to update records using the fields value from an SObject Collection Variable or to update one record using the fields value from an SObject Variable.
Fast Lookup	This is used to extract records to assign their field values to an SObject Collection Variable, or query one record to assign its field values to an SObject Variable.
Fast Delete	This is used to delete records using the ID value from an SObject Collection Variable or to delete one record by using the ID value from an SObject Variable.
Apex Plug-in	This is used to call an Apex class that implements the `Process.Plugin` interface. If you used the tag property in the `PluginDescribeResult` class, the Apex class appears under a customized section. Otherwise, it appears under the APEX PLUG-INS section.
Subflow	This is used to invoke another Flow in the organization.
Other action	This calls an object-specific or global action such as `NewTask` and `LogACall`.
E-mail Alerts	This is used to send an e-mail using a Workflow e-mail alert to specify e-mail template and recipients.
Post to Chatter	Using this element you can post a message to the feed for a specific record, user, or Chatter group.
Send Email	This is used to send an e-mail using Flow with the specific subject, body, and recipients.
Submit for Approval	This is used to autosubmit one record for approval.

From Chapter 2, Creating Flow through Point and Click, we will start using these elements.

Flow resources

Resources are used to hold the data that you can reference in your Flow. The Explorer tab displays the resources that you added to the Flow. To create new resources double-click on this tab. Global constants and system variables are automatically provided by the system. There are several types of resources available under the Resource tab. They are as follows:

Flow resource	Description
Variable	This is used to store a value that can be updated as the Flow is executed. It can be referenced throughout the Flow and can be used as the value of a field in a record.
Collection variable	This is used to store values with a single data type. You can use a collection variable as a container in the Flow to store and reference multiple values at once.
SObject Variable	This is used to store a record for a specified object. Use an SObject Variable as a container in the Flow to store, update, and reference field values for a record.
SObject Collection Variable	This is used to store multiple records for a specified object. Use an SObject Collection Variable as a container in the Flow to store, update, and reference field values for multiple records.
Constant	This is used to store a fixed value.
Formula	This is used to calculate a value from other resources in the Flow.
Text templates	This is used to store formatted text with merge fields that reference Flow resources.
Choice	This represents an individual value that can be used in a variety of screen fields.
Dynamic choice	This looks up data from an object's record and dynamically generates a set of choices for screen fields at runtime. When referenced as a resource, a dynamic choice value is determined by the most recent user selection of a choice within the generated set. Let's take an example, display all contacts from an account if a user entered a valid account ID.
Element	Any element that you add to the Flow is available as a resource with the visited operator in an outcome criteria. An element is considered to be visited if the element has already been executed in the Flow interview.
Global constant	This is used to store fixed system-provided values, such as `EmptyString`, `true`, and `false`, that can be assigned as the values of Flow resources.
Outcome	For the Decision element you have added to the Flow, its outcomes are available as Boolean resources. If an outcome path has already been executed in the Flow interview, the resource's value is true.
Picklist values	These are system-provided values that are available as resources only in Assignment and Decision elements when selecting values for or to compare against picklist fields in SObject Variables.
Screen field	This is the field that you add to the Flow is available as a resource.
System variable	These are system-provided values that can be referenced as resources, such as `{!$Flow.CurrentDate}`, `{!$Flow.CurrentDateTime}`, and `{!$Flow.FaultMessage}`.
Wait element	Wait element events are always available as Boolean resources. If an event's waiting conditions are met, the resource's value is true. If the event has no waiting conditions set, the resource's value is always true.

From Chapter 2, Creating Flow through Point and Click, we will start using these resources.

Flow connectors

A connector is used to establish the path between the Flow elements. A connector looks like an arrow that points from one element to another. There are several types of connectors available. They are as follows:

Label	Sample	Description
Unlabeled		This is used to identify which element to execute next.
Decision outcome name		This is used to identify which element to execute when the criteria of a decision outcome are met.
Wait event name		This is used to identify which element to execute when an event that's defined in a wait element occurs.
Fault		This is used to identify which element to execute if the previous element results in an error.
Next element		This is used to identify the first element to execute for each iteration of a loop element.
End of loop		This is used to identify which element to execute after a loop element finishes iterating through a collection.