In 12 minutes, Matthew shows you how to get Process Builder running a ‘Sales Handover’ business process for your company.
Video Transcript
Hi. I’m Matthew from CRM Superstars and this is a brief demo of how to use Salesforces’ new Process Builder that came along in Spring ’15. The Process Builder is great if you’re a Salesforce Enterprise Edition client and you want more control over building your business processes and automating them in Salesforce. This demo takes a typical scenario of a sales team going out and winning deals for the business. And then, once the sale is complete and the sale has been closed “won” in Salesforce, then the opportunity toggles over to a Back Office support team, who then work on the administrative aspects of the deal.
So, we’re going to be working in Saleforce’s Opportunities. And we’re going to be working with Record Types, Sales Processes, Page Layouts, and the Process Builder. So, let’s take a look at a couple of Opportunities that we’ve got in Salesforce at the moment, see how the process is going to run. Let’s take a look at a sales Opportunity. Here, we’ve got our Sales Record Type here. We’ve got an Opportunity owner. This is the salesperson. We’ve got a spare field called Salesperson and we’re going to utilize that as part of Process Builder. And, then, we have our Opportunity Stages. So, these will be familiar to you. These are the standard Opportunity Stages for the sales process in Salesforce.
If we take a look at a Back Office Opportunity, so this is an Opportunity that has Closed Won on Salesperson. We see that the Opportunity Record Type is set to Back Office instead of Sales. The salesperson, who was the Opportunity Owner, that detail has been copied over into the Salesperson field. And the Opportunity Owner has been changed to a Back Office support person. In this case, the guy’s name is John Smith. The Stage for the Opportunity is still at Closed Won, but we can see now we’re in a Back Office type of Opportunity, that we’re running the back office process.
Let’s take a look in Salesforce on how using the Process Builder, we can
- change the record type from Sales to Back Office
- populate the Salesperson field with the Opportunity Owner
- change the Opportunity Owner from the salesperson to the Back Office support person, and
- create a task for that back office user to go and raise an invoice for this particular opportunity.
So, the functionality we’re going to use is going to be driven from Process Builder. So, let’s find Process Builder by clicking Setup and searching for Process Builder in the Setup Pages. And we’ll find it here underneath Create Workflow and Approvals. I’m going to click New to create a new process, and this process is going to be called Opportunity Sales Handover Process. We’ll be given an API name here and a description. This is the process to be followed when an opportunity is won and handed over to the back office multiple times in a single transaction. So, we can click Save. That updates the Process Builder to show that we are working on an opportunity.
We now add a Criteria for the opportunity to enter into this process. And this criteria is going to be Opportunity is at Stage Closed Won. The criteria for executing actions for this process are going to be when the filter conditions are met. And the filter conditions here are that our Opportunity Stage — let’s check and save here — equals Closed Won. So, these are the criteria that, once met, will execute this process. We’re only going to have one entry, Conditions. But, if we had more than one, we could add some logic here using the filter conditions. We are going to check the checkbox that says Yes here because we only want the process to fire when an opportunity is edited to meet these criteria, not every time it’s edited after the criteria is met. So, let’s click Save. And, now, you can see we add Actions to happen. So, if the opportunity is at Stage Closed Won, we want to add an action, and that action type from this pick list is going to be Update Records. We want to update the Opportunity Record. So, the action name here is going to be Set Salesperson from Owner. And the object that we’re going to work on is the opportunity, so we just click Opportunity here, and click Save. The field that we want to update is the Salesperson field, which is a custom field that we created that is a look-up to the user object. So, the Salesperson is going to be — we’re not going to set it to a particular value. We want to set it to an existing field value that’s on the opportunity. So, instead of typing in a value here, we’re going to click on this pencil, which will change the look-up or change from a text entry into a look-up field, and then click on the down arrow here. So, we want to set the Salesperson to the owner ID. So, the first step here is to essentially copy the current opportunity owner as the salesperson. So, now, I’ll click Save. So, that saves it as an action.
I can then go and add some other Actions. I could do another Update Record here and this could be for us to set the Record Type to Back Office. So this, again, is going to be on our opportunity and the field that we’re going to set is the Record Type ID. Now, in this case, we can’t copy the Record Type ID from any other value that’s on the opportunity, so we need to identify what the Record Type ID is. So, if we click over into Opportunity Record Types in the Setup Pages, you see here I’ve got my Sales and Back Office Record Type. I click Back Office Record Type. I’m here in the URL. I’ve got the Salesforce identifier for the Back Office Record Types. I’m going to copy that and paste it in here. So, that’s going to set our Record Type to the Back Office Record Type. Now, if I save this, I can then create another action, which is another update.
So, these actions, whilst I’m creating a single action for each update that I’m making, we could roll multiple updates into a single action. So, let’s — so, it’s going to be Set Owner to the Back Office user. And let’s click Opportunity here. And we want to set the Owner and we want to set the Owner ID, again, to a specific value. So, we’ve got over here on this page, John Smith’s user record. We can see John Smith’s got a Salesforce ID up here. Let’s copy that and paste it into the value field. If we wanted to add any further updates in here, we could click Add Row to set those other updates. Just for example purposes, I’ve created a separate action for each field update. So, let’s click Save here.
And I’m going to create one final action and that is to create a Task for John Smith, our back office user, to raise an invoice for this customer. So, let’s click Add Action one more time. This time, I’m going to create a record instead of update one, and this is going to be Create Invoice Task. The object that we’re going to be working on are Tasks, not Opportunities. And let’s have a look at the variables that we’re going to set on this task. We’re going to set a High Priority. We’re going to set this as Not Started status. We’re going to assign it to John Smith. So, I’ve already got his ID and let’s paste that in there. We also want to relate the Task to the Opportunity that it’s been raised against. So, let’s have a look at the Related To ID, and we’re going to relate that to, not a specific value, but a value that’s already on the opportunity. So, click the pencil, and then click the dropdown arrow. And we’ll find in the pick list the Opportunity ID. So, I’m going to set the Related To ID to the Opportunity ID. And the final update we’re going to make here is to set the subject to create a new invoice for this Closed Won Opportunity. And let’s click Save here. So, now, we’ve created a bunch of actions to be taken when an Opportunity is at stage Closed Won, and that’s been built out in the Process Builder.
What we need to do now is activate the process, and we do that by clicking the Activate button in the top right. We’ve put a warning page here. If there’s an active version of this process, then we’ll replace that active version. We haven’t got an active version, so we click Okay to proceed. And that has now created our Opportunity Sales Hand Over Process.
So, if we go and have a look at a Sales Opportunity here. Here’s the one we were looking at earlier, ACME 200 Widgets. It’s a Sales Opportunity Record Type. And the Opportunity Owner is Matthew Day. There’s no sales person allocated down stages prospecting. If we move our stage through to Closed Won, we will meet the entry criteria that we set in the Process Builder and the processes will fire.
So, let’s click Okay here and Save. And we can see that the Opportunity Record Type has changed to Back Office. The Salesperson has been set to the old Opportunity owner. The Opportunity owner has been changed to our Back Office user. And a new open Activity has been created and assigned to our Back Office user, and related to this Opportunity.
So, without writing a single line of code, we have automated a significant amount of business process in one step using the Process Builder.
