An Ultimate Guide on Auto launched Flows in Salesforce

Salesforce Flow is an out-of-the-box application that empowers users to automate complex business processes by collecting data or records in your Salesforce org. As per the latest update from Dreamforce 2K21, Salesforce has announced that workflow and process builder will no longer be available after 2023. Therefore, Salesforce Flows are the future.

Also read – Introduction to Salesforce Flow

Auto launched Flows in Salesforce

An autolaunched flow is exactly what it sounds like: a flow that is automatically launched by something. It operates in the background, devoid of user interaction, and lacks support for screens and local actions. It can be auto-launched from Apex class or Process Builder when a record is changed while inserting, updating, or deleting.

Auto launched Flow(No Trigger)

As the name suggests, Auto launched Flows can be launched when invoked by Apex classes, process builders, or REST API. These flows are launched automatically based on specific events or conditions. Auto launched flows provide abstraction, as you can define the complex processes to be carried out in the background without a user knowing the details.

Business Scenario

For Instance, Marvel Industries plans to focus on improving their customer experience and wants to ensure whenever the new Opportunity arises with the type as a New Customer.

1. Firstly, the Opportunity should be changed to the Qualification stage so that the VP of sales can better understand the sales process.
2. Secondly, the task should be created for the Sales Rep who owns the Opportunity to call the customer and get more details.
3. Finally, a Welcome email should be sent to the customer notifying them about a call that has been scheduled with the sales representative.

Solution

To solve the above requirements, we would call an Auto launched Flow using the Process builder whenever the new Opportunity is created with type as New customer. This flow will update the Opportunity stage to Qualification, create a task for the Sales Rep and send a welcome email to the customer.

How should we implement it?

1. Create an email alert with the Welcome Customers email template.
2. Create an auto launched flow.
   1. Create a record type variable available for input to get the opportunity record from the Process builder.
   2. Create a data element of type Update records to update the Opportunity stage.
   3. Then create a task of type call and enter the details like Due date, Assigned to, Related to, etc.
   4. Create an action element to send an email alert created in step 1 and assign the Opportunity Id as a record.
   5. Finally, debug(if required), Save, and then Activate the flow.
3. Create a Process builder on Opportunity.
   1. Select the Opportunity as an object and Start the process only when a record is created.
   2. Define new criteria to check if the Opportunity type is New Customer.
   3. If yes, set an action to call the flow created in step 2.

Action Time

Auto launched Flow (Scheduled Flow)

On the other hand, as the name suggests, these flows only run from the specified time and frequency(once/ daily/ weekly) that the user sets. It provides Salesforce users the ability to run declarative logic on multiple records at a scheduled time. Yes, you heard it right; Schedule triggered flows can also run for a batch of records if the filter conditions are specified.

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This type of Auto launch flow executes using a schedule but doesn’t support user interaction, screens, local actions, choices, or choice sets.

Little Insights 

Scheduled flows are bulkified and run for each record in the batch (200 records per batch) and store all of the record’s field values in the $Record global variable. You can refer to the $Record global variable to access the record’s field values.

• Monitor scheduled flows from the Setup -> Scheduled Jobs page.
• The organization’s default time zone is used for the scheduled start time.
• The running user for scheduled flows is the Automated Process user.
• To debug scheduled flows, set the debug log on the Automated Process entity type.

Business Scenario

For Instance, Marvel Industries plans to improve its customer experience and wants to ensure that its customers receive feedback email notifications every week.

Solution

To solve the above requirements, we would create a scheduled flow on the account to send all the Marvel-related customers a feedback email.

How should we implement it?

Create a Scheduled Flow.

1. Select the Flow start date and time with today’s time and frequency as Weekly.
2. Select object as an Account and add a condition to get the only account with the name Marvel.
3. Create a Get record element to get all the customers related to the Marvel account.
4. Create a loop element to iterate through the list of customers.
5. Then create a variable resource, Customer emails of type text to capture all the customer emails.
6. Create an assignment element to add each contact’s email to the above list.
7. Create an action element of the type – send an email and select the resource into Email Addresses (collection).
8. Finally, debug(if required), Save, and then Activate the flow.

Action Time

Tip: Create an error handling strategy for your flow-based automation by building in fault paths

Sum Up

In a nutshell, Auto launched Flow in Salesforce is a robust business automation tool that seamlessly helps in many ways to automate your organization’s repetitive and mundane business processes. Users can choose the flow type based on their needs, but they must acquire the knowledge of Salesforce deployments and functionality to create the flow properly. 

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Frequently Asked Questions (FAQ)

1. What are auto launched flows in Salesforce?

These are flows that can be started automatically in response to particular conditions or events. For example, we can use the process builder to launch a flow anytime any DML like (Insert, Delete, Update) occurs, or any platform event occurs.

Types of Auto launched Flows.

• Record Triggered Flow
• Scheduled Flow
• Auto Launched Flow ( NoN Record-Triggered Flow )
• Platform Event Triggered Flow

2. What triggers an Autolaunched flow in Salesforce?

When you create or update a record, you may use an autolaunched flow to make more changes to it before saving it to the database. A record-triggered flow can modify a Salesforce record 10 times faster than a manual update.

3. What is the difference between Screenflow and Autolaunched flow?

 Screen flow needs user interaction since it consists of screens, local actions, steps, choices, or dynamic options. Screen flows do not allow pause elements. Autolaunched Flow, on the other hand, does not require human interaction. Screens, local actions, choices, and choice sets are not supported by this flow type.

4. How do I run an Autolaunched flow in Salesforce?

1. Select the Flow start date and time with today’s time and frequency as Weekly.
2. Select object as an Account and add a condition to get the only account with the name Marvel.
3. Create a Get record element to get all the customers related to the Marvel account.
4. Create a loop element to iterate through the list of customers.
5. Then create a variable resource, Customer emails of type text, to capture all the customer emails.
6. Create an assignment element to add each contact’s email to the above list.
7. Create an action element of the type – send an email and select the resource into Email Addresses (collection).
8. Finally, debug (if required), Save, and then Activate the flow.

About the Author

Keyuri Pophale is a 4x certified Salesforce Consultant and a team leader with experience of 5+ years. She is involved in client requirement gathering sessions and providing solutions including Sales cloud and communities. She has vast configuration and customization knowledge, including, but not limited to, OOTB functionalities, Apex, and Lightning components.