Choose Right Automation Tool
Automation in Salesforce:
Salesforce is leading Customer Relation Management CRM software that is served from cloud. Due to many tools in Salesforce, it has achieved this position. In Salesforce, Automation tools are one of the declarative tools that make it more powerful by automating the number of administrative tasks that sales representatives and their managers have to perform manually. There are different multiple automation tools in Salesforce to automate your organization’s repetitive business processes: Workflow, Process Builder, and Flow Builder, Approvals. Every tool has its own unique facilities & features. The best automation tool depends on the type of business process that you’re automating.
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Salesforce Flow:
Salesforce Flow is having prebuilt process automation for every Salesforce app, experience, and portal.
There are two declarative or point-and-click automation tools in Salesforce: Flow Builder, which lets you build flows, and Process Builder, which lets you edit existing processes.
To sum up the differences:
- The name of the product is Salesforce Flow.
- The names of the tools are Flow Builder and Process Builder.
- We can use Flow Builder to create flows and use Process Builder to refine existing processes.
Flow Builder
Process Builder
Salesforce Flow makes process easy for us to do the following:
| Use Case | Salesforce Flow Functionality |
| Make a wizard or guided tutorial with screens. | Flow Builder is having many out-of-the-box screen components, like text boxes, radio buttons, and file-uploads. If we require more than what’s offered, add custom Lightning components to our screens. |
| Set up automated tasks and processes. | Prebuilt logic and actions are configured for your business process with Flow Builder. If it is required, we can build custom Apex code to fill any functional gaps. |
| Connect to external systems. | Changes in communication between our Salesforce org and our external systems with platform events. Flow Builder also responds us and sends platform event messages. Flow Builder is also used to get data from third-party systems with External Services. |
| Add automation to your pages and apps. | We have to make sure that our behind-the-scenes processes start when the right action happens, whether that’s when records change or when users click a particular button.
Once we build visual experiences guided, add them to Lightning pages, Experience Builder pages, the utility bar in your Lightning apps, and more. |
| Reuse what you build. | In Flow Builder, process actions or logic are break down into a flow that’s referenced by a Sub flow element. We can reference or reuse this flow in other business processes. In Process Builder, an auto launched flow can be called from a process to automate complex business processes. |
Select Which Automation Tool Is Right for Our Use Case?
When it is all said and done, a process-driven experience isn’t backed by only one process. This is a set of all the business processes in your org that can impact your customer. Every single business process typically falls into one of these camps
| Type of Business Process | Description | Available Tools |
| Guided visual experience | A process to get input from users, whether they’re employees or customers. | Flow Builder |
| Behind-the-scenes automation | A process to get all the necessary data from your Salesforce org or a connected system. In another way, user input is not needed. | Flow Builder (Recommended)
Process Builder (Use for existing processes) Apex |
| Approval automation | A business process to determine how a record, like a time-off request, gets approved by the right stakeholders. | Approvals |
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Flows and Processes and Apex
For Developer or admin it is one of the hardest things to figure out is when to use what tool for the job at hand. It is best way to start with declarative functionality, no-code tools and work your way up to code solutions.
Flow Builder
Use Flow Builder to:
- Automate a guided visual experience.
- Start a behind-the-scenes business process:
- When a user clicks something, like a button
- When a record is created
- When a record is updated
- When a record is deleted
- When a platform event occurs
- At a specified time and frequency
For example, Our company wants a renewal opportunity to be created automatically, when an opportunity is won.
Process Builder
We suggest that we use Flow Builder, For all behind-the-scenes automation needs. We have to use Process Builder only if we’re already familiar with using it and you need to edit an existing process. Use Flow Builder instead, to create a new automated process.
Process Builder has few of the same functionality that Flow Builder has. Processes can start when:
- A record is created
- A record is updated
- A platform event occurs
Apex
We can use Apex when we need more functionality than is available in Flow Builder. Invocable Apex Methods are more complex functionality to build. Then Apex as result will be called as an Apex action in the process or as an Apex action element in the flow.
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So, now we can choose which automation we have to use to the business process as per our requirements.
Author:
Rohit Kumawat
Salesforce Trainer
Seven Mentor Pvt. Ltd.
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