Process Builder

Agenda
1. What is Process Builder?
2. Components of Process Builder
3. Process Types
4. Similarities b/w Process Builder & Workflow
5. Process Builder vs Workflow
6. Version Management
7. Business Use Case
What is Process Builder?

Process Builder is a point-and-click tool that lets you easily automate if/then business processes and see
a graphical representation of your process as you build.
Components of Process Builder

Every process consists of a trigger, at least one criteria node, and at least one action.

Trigger : Identify When the Process Should Run

The trigger identifies when the process should run. For record change processes, the trigger determines
which object and which of the following changes the process should pay attention to.

● Only when a record is created

● Anytime a record is created or edited
Components of Process Builder

Criteria : Determine Whether or Not to Execute Actions

While a process gets one trigger, you can add as many criteria nodes as your heart desires. Each criteria
node controls whether or not the process executes the associated actions. If the record doesn’t meet the
criteria, the process skips those actions and moves on to the next criteria node in the process.

In each criteria node, you can:

● Set filter conditions.

● Enter a custom formula. Like in validation rules, the formula must resolve to true or false.
● Opt out of criteria and always execute the associated actions.
Components of Process Builder

Actions : What the Process Should Do

When a criteria node evaluates to true, the process executes the associated actions or waits to execute
them at a scheduled time.

● Each immediate action is executed as soon as the criteria evaluates to true.

● Each scheduled action is executed at the specified time, such as 10 days before the record’s close
date or 2 days from now. At the specified time, Salesforce makes sure that the associated criteria
node still evaluates to true. If so, the scheduled action is executed. You can schedule actions based
on either:
○ A specific date/time field on the record that started the process. For example, a month before an
account's service contract expires.
○ The time that the process ran. For example, 3 days from now.
Process Types

Process Builder can automate a few kinds of business processes. The main difference is the trigger:
when the process starts.
Similarities b/w Process Builder & Workflow

Well, Process builder offers everything, in fact more than, that

workflow does**.

* * except for sending outbound messages

Process Builder vs Workflow

You can use the Process Builder to perform more actions than with workflow:

● Create a record (not just Tasks!)

● Update any related record
● Use a quick action to create a record, update a record, or log a call
● Launch a flow
● Send an email
● Post to Chatter
● Submit for approval
● Invoke a process from another process
● Call apex methods

But the process builder doesn’t support outbound messages.

Workflow does only 4 actions

● Create Task
● Update Field
● Email Alert
● Outbound Message
Process Builder vs Workflow

Process builder allows to update a record from same object or records of

child object or records from the parent object (In both the cases
Master-Detail or Look-Up relationship).

Whereas Workflow rule allows to update only the record from the same

object or parent object (in case of Master-Detail relationship only). 
Process Builder vs Workflow

● Process Builder gives admins the ability to set the exact order of
operations, whereas with Workflow we had no control. No more complex
workarounds to be able to ensure things happen in a certain order!

● Since Process Builder also has the ability to configure multiple if-then
conditions in one Process rather than separate Workflow rules, it helps
admins to visualize the business processes with its sleek visual interface.

● Process Builder has versions, so you can retain deactivated Processes.

This can be very helpful if you realize something isn’t working and want to
look back to what was happening before.
Version Management

● There is no version management concept in Workflow rule.

● If a change has to be made in the activated process, then we end up creating a new version.
● Only one version of the process can be active at any time.
● This helps to retain deactivated Processes. This can be very helpful if you realize something isn’t
working and want to look back to what was happening before.
● A Process can have a maximum of 50 versions.
Automation Tool Features
Process Builder Flow Builder Workflow Approvals

Complexity Multiple if/then statements Complex A single if/then statement A single if/then statement

Visual designer Yes Yes

Browser support All (Chrome recommended) All (Safari not recommended) All All

Starts when •Record is changed •User clicks button or link Record is changed •User clicks button or link
•Invoked by another process •User accesses custom tab •Process or flow starts that includes a Submit for
•Process starts Approval action
•Apex is called •Apex is called

Supports time-based actions Yes Yes Yes

Supports user interaction Yes

Supported Actions

Call Apex code Yes Yes

Create records Yes Yes Tasks only Tasks only

Invoke processes Yes

Delete records Yes

Launch a flow Yes Yes Yes

Post to Chatter Yes Yes

Send email Yes Yes Yes Yes

(Email alerts only) (Email alerts only) (Email alerts only)
Send outbound messages without Yes Yes
code

Submit for approval Yes Yes

Update fields Any related record Any record The record or its parent The record or its parent
Business Use Case

Universal Container is using Salesforce to manage Opportunities and Quotes.

In Salesforce each Opportunity can have multiple Quotes. Whenever a Quote
is accepted by the customer, then auto update Description field to Final
Quote. They also want to update the related Quote Status from the same
Opportunity to Denied.

Solution of above business requirement

1. Click on Name | Setup | App Setup | Create | Workflows & Approvals |
Process Builder
2. To create a new process from scratch, click on the New Button available
on Process Management page, A popup will open where you have to
enter Name (Enter Update Quotes as name), API Name and Description as
shown in the below screenshot
Business Use Case

3. Once you are done click on the Save button, it will redirect you to Process
canvas. Click on Object node to add object, Select Quote object, in this case,
and set the evaluation criteria, Please refer to the following screenshot for
more details
Business Use Case

4. The next step is to define Process criteria. For this click on Add Criteria node, enter Criteria
Name, Set filter conditions (Similar to Rule Criteria in WFR),
•For Criteria action select Filter conditions are met
•Enter criteria [Quote].Status= Accepted
•For Filter conditions select All of the conditions are met (AND), Please refer to the following
screenshot for more details
Business Use Case
Business Use Case

5. Next step is to update the related Quotes from the same Opportunity to Denied. For this use, we will
use Immediate action,  Update Records. To select the related quotes , lease refer to the following
screenshot for more details
Business Use Case

Then select the fields Status and for value select Denied fields, as shown in the following screenshot.
Business Use Case

6. Once you are done click on the Save button, it will redirect you to Process canvas. Now we have to
add one more Immediate action into the Process to update the accepted Quote Description & Status
field. For this use Update Records action. Use Field Picker to select the field Description and Text
Entry field to enter a comment or sentence. Please refer to the following screenshot for more details.
Business Use Case

7. Finally the Process will look like the following screenshot, don’t forget to active the Process by
clicking on the Activate button.
Assignment

1. Create a workflow to send an email to Account Owner when the contact status is changes

1. Approval process for Quote

Trailhead Links

1. Lightning Flow :
https://trailhead.salesforce.com/content/learn/modules/business_process_automation

1. Workflow Rule Migration :

https://trailhead.salesforce.com/content/learn/modules/workflow_migration
Knowledge Resources

Automate Your Business Processes :

https://help.salesforce.com/articleView?id=extend_click_process.htm&type=5

Best Practice Hub :

http://pages.mail.salesforce.com/achievemore/automateprocesses/?utm_source=trailhead&utm_med
ium=resources&utm_campaign=072016
Q&A
Thank you