Welcome to Part 6 in my series Salesforce Administrator Guide: Propelling your Career Forward! In Part 6, I want to discuss tools for process automation. As an Admin, you will be asked to not only add fields, or adjust page layouts, but also to implement processes to help your end users get through their day more efficiently. There are a host of tools you can use for various automation requirements, ranging from small and quick to the whole kit and caboodle. Let’s go over three tools for Process Automation, so you can learn how to make your Salesforce org an efficient machine!
Three Tools for Process Automation
Process Automation is not something that should scare you, but should invigorate you. There are a lot of great ways in Salesforce to grab information from one area, populate it in another, or reduce clicks and time spent by your end user. Familiarising yourself with these three tools is essential for taking your career to the next level and can improve your ability to analyse the best options for the job.
Workflow rules are great for small, easy changes that have simple requirements and are focused on one object. You can create logic that triggers an action of creating a New Task, New Email Alert, New Field Update, New Outbound Message, or any existing action. In this example, I used a workflow rule to evaluate the Industry field on the Account object to update a separate custom field called “Enterprise Industry”. The action is a field update, which will check the box as “True” if the criteria are met. Quick and easy, Workflow Rules are a great option for these types of automation.
For the past few years, the Process Builder has been the darling of Automation in the world of Salesforce. Due to its ability to execute more actions than a workflow rule, and it's easy to use interface, the Process Builder is a great choice for holding many changes for a single object that need to run upon edit or create. Let’s take the example above for the workflow rule: if you also wanted to add an update for Chatter to go along with your field update, you would set up this scenario in the Process Builder, instead of using a workflow rule. This tool is more versatile and is easy enough for an Admin to use along the various stages of their Salesforce journey.
This is a more advanced tool, but is one that Admins can still take advantage of, nonetheless. Flow is a step up from Process Builder and is quickly becoming the new favorite tool. Flow has more capabilities all around, is more robust, and is the last step in Admin tools (at the moment) before crossing the threshold into becoming a developer. Flow can do everything from grab records and evaluate before taking action, loop through collections of records to seek or update information, and even make decisions based on input from your end users on a screen. This is worth spending a lot of time exploring and getting some hands-on practice!
Image: Just the tip of the iceberg compared to what this tool can do...
If you can become familiar with those three tools, you can definitely step up your Salesforce skills. Remember, practice is key, so make sure you remain patient, learn from your mistakes, and keep moving forward!