Flow Basics for Nonprofit Admins

Jessie speaking at Dreamforce

That’s me living my dream while the audience listens on headphones.

Learning how to build a Flow is like interacting with a volunteer who…needs some extra help. Through these videos, I explain some of the trickier flow concepts for admins: “get records” and “record variables.” I was lucky enough to give his presentation at Dreamforce 2019.

Good news: in this version I have unlimited time so I’ve shown all the steps in detail.

More good news: this presentation doesn’t actually utilize anything specific to nonprofits so it’s suitable for you Sales Cloud folks as well.

You’ll find a quick summary of the flow here.

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We’re Speaking at Dreamforce!

Critics who viewed our sessions at Forcelandia called them “Hilarious!” “Informative!” “The best!” If you’re coming to the big event, don’t miss out!

Flow Basics for Nonprofit Admins 

Wednesday, 12pm Westin St. Francis with Salesforce.org staff Jessie Rymph

jessie headshot

Flow is a powerful automation tool that walks users through screens, updates multiple objects at once, and reaches distantly related records all with clicks-not-code. By learning Flow, nonprofits can surpass the limitations of Process Builder and harness the power of code without actually having a developer on staff. In this session, we’ll demystify record variables, “get records”, and other elements that are often unfamiliar to non-coders. Participants will walk away with an understanding of the *why* behind each step in the flow creation process!

One Process to Rule Them All

Thursday, 11:30am Moscone West with MVP Maya Peterson

maya

One process to rule them all, one process to find them, one process to bring them all and in the invocation bind them. As a best practice Salesforce now recommends restricting your org to one record-change process per object. Truly a tool of great power. In this session you’ll learn tricks to manage process criteria nodes using Custom Metadata Types, Custom Settings, and Custom Permissions. No harrowing trip to Mount Doom required.

How to Include an Unsubscribe Link, Revised

Allow Recipients to Unsubscribe from All Emails

Follow this tutorial to include an unsubscribe link in promotional emails sent from Salesforce. This post gives you some reasons for considering this feature.

When the recipient clicks to unsubscribe, a flow will look for all contacts and leads who have this as their preferred email address (if you’re in NPSP) or in the Email field. All contacts or leads who meet that requirement will be marked “Email Opt Out.”  The email address owner will receive one confirmation email immediately.

Please try this in your sandbox or a Trailhead playground first! I cannot figure out how to test it in a developer edition! Continue reading →

Winter ’20 Flow Improvements & Disappointments

Oh man…so much good stuff in the new release. And a real bummer.

Add a lookup component in Flow

I’m really disappointed about this. I was confusing “lookup” with “search.” I want to search for any record I want and get a list returned. Nope. I can search using any lookup field I already have. This is good, but not quite what I was thinking.

RIP Bailey Bones, my beloved companion of 14 years.

Unsatisfying use case : A dog turned in at the animal shelter has a microchip number (text field) which I want to use to search for potentially matching dogs. I want to look up a dog in my flow then process their intake at the shelter.

  • Possible solution: I could do this if I had the microchip number in the name of animal, like Bailey 238392, and I looked it up to the animal record from say, an adoption record. It has to already be a lookup field.

Satisfying use case: Let’s say I am processing an animal record for adoption. From the animal’s record, I can lookup the Contact record of the person who is adopting the animal as part of my animal adoption flow.

Note: you can do a work around for this kind of search. Thanks Jenwlee.

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Was it worth my time to automate that? On the AppExchange!

Thanks to everyone who expressed an interest in my June 5, 2019 post “Was it worth my time to automate that?” The solution is now available on the AppExchange from Salesforce Labs! Check it out!

Have you ever wondered:

  • How much time am I saving with this automation?
  • How many times has this process ever fired?
  • Was the time I spent building this thing worth the investment?
  • Are the people who requested this automation actually using it? If not, who is?

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Intro to Flow at Forcelandia

At Forcelandia this year, I explained why we have to “get records” and why we use record variables with this analogy of ordering at a coffee shop with a robot.

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Was it worth my time to automate that?

UPDATE 9/9: Now on the AppExchange! Click here to see the listing.

UPDATE 6/13: Thank you everyone for your interest in this solution! I am working on adding it to the AppExchange through Salesforce labs!

At TrailheaDX I ran around like a bird for a video with Einstein and Astro. I also facilitated a lively Circle of Success (small group conversation) on Process Automation. Everyone shared their best practices, asked questions and learned from each other. The admins’ orgs ranged from a 10-free-licenses nonprofit to a giant health insurance company, and years of experience from 0 to 10 (not me! I’m at 8, I think).

One guy (and I’m so sorry I don’t have his name) asked:

“Is there any way to track how often your automation fires?”

That got us thinking. What if you could find out:

  • How much time am I saving with this automation?
  • How many times has this process ever fired?
  • Was the time I spent building this thing worth the investment?

Continue reading →

How to Include an Unsubscribe Link

CLICK HERE TO VIEW UPDATED POST.

Follow this tutorial to include an unsubscribe link in promotional emails sent from Salesforce. My last post gives you some reasons for considering this feature.

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So…you did that directly in production. I see…

When the recipient clicks to unsubscribe, a flow will look for ALL CONTACTS (not leads) who have this as their preferred email address (if you’re in NPSP) or in the Email field. All contacts who meet that requirement will be marked “Email Opt Out.”  The email address owner will receive one confirmation email immediately.

For goodness sake, please try this in your sandbox or a Trailhead playground first!  Continue reading →

When to Include an Unsubscribe Link

The benefits of sending email directly from Salesforce are that you can automate when they go out, you can send up to 5,000 emails per day, and email templates are really simple to set up.

woman using white smartphone on front of table

Dear Asses and Donkeys Trust, I no longer want to receive your email. XOXO, Belinda

But any time you’re emailing groups of people, you should be mindful of the requirements of the CAN-SPAM law (which I just learned isn’t called the “Canned Spam” law). CAN-SPAM requires that emails, in certain scenarios, provide an option for the recipient to unsubscribe.

I am writing to you on my personal blog as a puzzle-solving Salesforce admin, not a Salesforce employee. Your decisions around unsubscribe options can have legal implications for your organization so please do not take anything from this post as legal guidance or means to make your communications legally compliant.  That decision is between you and your lawyers.

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Flow Loops for Nincompoops

Maya, Zach, Thomas and I traveled down to Portland for Forcelandia earlier this month for the amazing admineloper conference. I was so excited to share my love of Flow loops in my first regional conference presentation!

me presenting

Forcelandia is held at The Kennedy School, an old elementary school turned into a hotel by McMenamin’s.

Flow Loops unlock incredible power previously held only by devs. Without using any code, Admins can create an automated process to loop through all related records and take actions based on what is found there!

Demo scenario 1: Hollywood for the Holidays’ will connect you with a celebrity to spend the holidays with! Folks fill out the lead form with an interest and a holiday. Our Flow will loop through all confirmed celebrities and create an opportunity for each celebrity. Continue reading →