Auto Assign Team Members

** this blog has been moved to Sites

This Process and Flow combination automatically assigns team members based on the region of the account.  See my previous post regarding the region field population.  Formula for Regions

First, thank you to Derek Davis providing the structure of this flow.  I basically filled in the blanks.  The Flow...

We have mixed team members.  A RAM and an AE are assigned to each region regardless of the type of account it is. (ex. bank, accounting firm, law firm, ect...)
And a responder rep is assigned to the team IF the account is a Bank record type.  Responders are based on region as well.

So we lookup the account info...

And get the RecordType and Region from the lookup. 

Next we Fast Lookup the Account and identify the current team members. 

We want to different paths.   One path if there are team members on the account currently.  And another path if there are none.  So, Decision...

If the team member does exist we're going to delete them...

If they don't exist we're going to assign them based on the region.   So another decision to find the region.   This is the path after the team members are deleted too. 

Create the RAM member and AE member...

Then, if it's a bank, check the region and assign the responder reps.

If the team exists it's deleted and the team is re-added to the account.   This 'check' by Salesforce is ONLY done if the Region field IS CHANGED.   As shown in the process builder screen shots below. 

 

That's it.  No more having to run reports, check the team members are correct, export and correct a csv file and then upsert the correct teams.,





Process Builder and Visual Workflow data from the Salesforce help site.

Lightning Process Builder

Many of the tasks you normally assign, the emails you regularly send, and other record updates are vital parts of your organization's standard processes. Instead of doing this repetitive work manually, you can configure processes to do it automatically.

Available in: both Salesforce Classic and Lightning Experience

Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions

The Process Builder is a workflow tool that helps you easily automate your business processes by providing a powerful and user-friendly graphical representation of your process as you build it. The Process Builder’s simple and powerful design allows you to:

• Create your processes using a convenient layout with point-and-click efficiency.
• Create your whole process in one place rather than using multiple workflow rules.
• Create processes by collaborating with different teams in your business.
• Stop using Apex code to automate simple tasks.

Automated processes in the Process Builder are based on records and consist of:

• Criteria that determine when to execute action groups.
• Immediate and scheduled actions to execute when those criteria are met.

Any change that causes a record to match the criteria can automatically trigger the action group. A single process can also execute multiple action groups—so it’s easy to automate all of your business records, like accounts, in one place.

You can use the more powerful and flexible Process Builder to perform the same actions as workflow. With the Process Builder, you can:

• Create a record
• Update any related record—not just the record or its parent
• Use a quick action to create a record, update a record, or log a call
• Launch a flow—you can’t schedule this action with workflow
• Send an email
• Post to Chatter
• Submit for approval

If you need your process to do more than what those actions allow, don’t worry. You can also call Apex or a flow from a process.

• Sample Process: Opportunity Management
  This example automates a single business process by using the Process Builder instead of workflow rules.
• Process Limits and Considerations
  Before you start creating, managing, and activating processes, understand the limits and considerations.
• Setting Values in the Process Builder
  Throughout the Process Builder, you need to set values, for example, to set conditions in a criteria node, to set the fields on a new case in a Create a Record action, or to specify an Apex method to reference.
• Create a Process
  To create a process, define its properties and which records it should evaluate, and then add criteria nodes and actions.
• Troubleshoot Processes
  Use the error messages that appear in the Process Builder and the emails you receive when a process fails to help solve problems that arise when you’re working with processes. When all else fails, look at the Apex debug logs for your processes.

Visual Workflow

Visual Workflow lets you automate business processes by building flows and distributing them to the right users or systems. A flow is an application that can execute logic, interact with the Salesforce database, call Apex classes, and collect data from users. You can build flows by using the Cloud Flow Designer.

Available in: both Salesforce Classic and Lightning Experience

Available in: Enterprise, Performance, Unlimited, and Developer Editions

Flows can either require user interaction—perhaps a wizard or guided UI for data entry—or run in the background on their own—perhaps something that automatically transfers records when a user’s role changes.

• Limits and Considerations for Visual Workflow
  When designing, managing, and running flows, consider the permissions, use limits, and data issues.
• Create a Flow
  Once you understand the process that you want to automate, design a flow in the Cloud Flow Designer for that process.
• Manage Your Flows
  Use the flow detail page to do anything with your flow outside of designing it—such as activating a flow, testing it, or viewing its properties.
• Distribute Your Flow
  Once you've created and activated a flow version, distribute it to users so that they can run it. The right distribution method depends on the users that you want to distribute the flow to: internal users, external users, systems, or other organizations.
• Why Did My Flow Interview Fail?
  To troubleshoot a failed flow interview, use the flow fault email. You can also set up temporary Screen or Send Email elements to identify the problem.
• Flow Interviews
  A flow interview is a running instance of a flow. A flow is an application built by your administrator that asks you for inputs and does something in Salesforce based on those inputs.
• Visual Workflow Terminology