Record-Triggered Flow in Salesforce

 

Example 1: Record-Triggered Flow

Goal: When an Opportunity is moved to Closed Won, automatically (1) create a follow-up Task for the owner and (2) set the related Account’s Customer Status to Active.

1) Create the flow

1. Go to Setup → Process Automation → Flows → New Flow.

2. Choose Record-Triggered Flow → Create.

3. Object: Opportunity

4. Trigger: “A record is updated”

5. Entry Conditions:

   • StageName Equals Closed Won

6. When to Run the Flow for Updated Records: Only when a record is updated to meet the condition requirements (prevents repeated runs).

7. Optimize the Flow For: Actions and Related Records (After Save) (needed because we’ll create a Task and update an Account).

Click Done.

2) (Optional) Add a formula resource for due date

1. In the Manager tab → New Resource.

2. Resource Type: Formula | Data Type: Date

3. API Name: FollowUpDueDate

4. Formula: TODAY() + 3
   Click Done.

3) Create the follow-up Task

1. Drag Create Records onto the canvas.

2. Label: Create Follow-Up Task

3. How Many Records to Create: One

4. How to Set the Fields: Use separate resources, and literal values

5. Set fields:

   • Subject: Welcome / Kickoff call

   • Status: Not Started

   • Priority: Normal

   • OwnerId: {!$Record.OwnerId}

   • WhatId: {!$Record.Id} (relates the task to the Opportunity)

   • ActivityDate (Due Date): {!FollowUpDueDate} (or choose a static date offset if you skip the formula)

   • Description: Auto-created when Opportunity moved to Closed Won.

Click Done.

4) Update the related Account

1. Drag Update Records onto the canvas.

2. Label: Mark Account as Active

3. How to Find Records to Update: Specify conditions…

4. Object: Account

5. Conditions: Id Equals {!$Record.AccountId}

6. Set Field Values for the Account:

   • Customer_Status__c = Active (replace with your actual field)

Click Done.

5) Save, debug, and activate

1. Save the flow. Give it a name like Opp_ClosedWon_AutoTask_And_AccountUpdate.

2. Click Debug and test with a sample Opportunity (or use Debug on Canvas).

3. Click Activate.

6) Test it end-to-end

1. Open an Opportunity, change Stage → Closed Won and Save.

2. Verify:

   • A Task exists under Activity with correct owner/due date.

   • The related Account has Customer_Status__c = Active.

Why this design?

• Using “Only when updated to meet conditions” prevents duplicate tasks.

• After-save is required for creating related records (Tasks) and updating other objects (Account).

• Keeping logic in one flow per object/trigger keeps things maintainable.

---

Example 2: Screen Flow (quick Case creation)

Goal: Let agents create a Contact (if needed) and a related Case from one guided screen.

Steps (high level)

1. New Flow → Screen Flow → Create.

2. Screen: Add inputs

   • Text: Full Name, Email: Email, Phone: Phone

   • Text: Subject, Long Text: Description

   • Picklist (Choice): Priority (Low/Medium/High)

3. Get Records (Contact): Find existing Contact where Email = {!Email} (Get first record).

4. Decision: Found?

   • Yes → use that Contact.

   • No → Create Records (Contact) with Name/Email/Phone.

5. Create Records (Case):

   • ContactId = Contact from step 3/4

   • Subject, Description, Priority from the screen inputs.

6. Screen (Confirmation): Show the Case Number.

7. Save and Activate.

8. (Optional) Add the flow to an app page: Setup → Lightning App Builder → open page → add Flow component → select your flow → Save and Activate.

---

Tips & gotchas

• Naming: Prefix flows (e.g., RTF_Opportunity_ClosedWon_FollowUp).

• Before-save vs After-save: Use before-save only for fast field updates on the same record; after-save for creating/updating other records.

• Order of execution: Flows run with other automations—avoid duplicating logic you still have in Workflow Rules/Process Builder.

• Fault paths: For Create/Update elements, add a Fault connector to a Send Email or Create Log action to capture failures.

• Deploy safely: Build and test in a sandbox, then deploy via Change Set/DevOps.

• Access: Ensure users have permission to run the flow or that it runs in System Context when appropriate.

If you want, tell me your object/field names and the exact business rule you need—I’ll tailor the flow steps (including formulas and decisions) precisely to your org.