Articles

Be An Innovator with Flow – Video 3


(upbeat fast-paced music) ♪ Awesome admin ♪ – Welcome everybody, to Video Three of Be An Innovator with Flow. So if you’re joining us new,
we are going step-by-step to build an automated business process from start to finish with Flow Builder. So watch these videos one after the other, share your progress online, and get a chance to win some fun prizes. Alright, so in Video
Two, we took pen to paper and mapped out our business process. In Video Three, we’re going to
take a look at Flow Builder, this amazing tool, and what it can offer. We’re going to take, also,
a look on how it’s different from other automation
tools within Salesforce. And lastly, of course,
how we can leverage this to solve for our business case. So I’m super excited to
hear from Admin Evangelist, Marc Baizman, and special guest, Product Manager of Flow, Shannon Hale, about how we can use Flow Builder to build some automated solutions. Let’s hear from them. – Thanks, Rebecca. Okay, so we’ve got our flow, we know exactly what’s going to happen, and we’ve chosen to use
the automation tool Flow. I’m joined today by Shannon Hale, Product Manager of the new Flow. Shannon, tell us a little
bit about the new Flow and what admins need to know. – Well, Flow Builder is our new tool for creating process
automation for Salesforce. It’s got a lot of the same functionality that you had in the old Flow
Builder, but it’s faster, it’s a little bit easier to understand, it’s got much better visual design, so it’s easier to see what you’re doing and what different pieces
you’re interacting with. We think it’s a much
better way to build flows. – It sounds fantastic, so
when admins are first starting on their flow journey, if
you will, what are some of the things that they should
look out for, or learn? – Well, I think the biggest
challenge for admins is that a lot of the
other tools that we have are very closely tied to the
object, our subject, right? So when you’re in the page layout editor, you drag fields from a
specific object onto the page, and everything else is
handled magically for you. We know what the data type is, because, you’ve already created them on the object. With Flow, you’re going to create screens that have fields on them, but
the fields are really more the data type, and you
then have to tie those back to the object, or other things, because you can actually put them, you can associate them
with other types of data. You don’t necessarily
just drag the phone field, like the account dot
phone field onto the page, you’re actually going to drag
a phone field onto the page, and then you need to actually
get the information about the account, what the phone number is, and you start that in
what’s called a variable. – Okay. – [Shannon] And so, we have
this concept of resources, and variables are a type of resource. And you might have to go off and get the account record, and then, and then get the data
from the account record. And then you would basically, you drag the phone type field onto
the page, and then you go in and configure it, so it’s
actually pointing back to the account variable, to
the account from a variable. – So, I can build a screen with something that’s not connected to
any underlying object. And then, what I’ll do, is
I’ll go and use those variables to actually connect them
to the underlying data that lives in a Salesforce object. – Yeah, exactly, and this
can be super powerful, because you can actually
get data in other formats, and then do stuff with it in
a formula behind the scenes, and then put that into the S object and store it in the database later. So you don’t necessarily have to have every field exactly the same way that you normally see it on a page layout. It’s a bit more of an advanced topic, but it does give you a lot of power. – Can you tell me a little bit more about what resources are, in general? – Sure, a resource is, it’s
kind of an abstract concept for the different types of
things you can use in a flow. So variables, for example,
are a type of resource. A variable is just a bucket
that you can store something in, and carry it around from screen to screen. And you can actually use the same variable on multiple screens, and if it changes in one screen,
then in the other screens it will be like the new value. We have other resources for
things like text templates, which allow you to create sort of, kind of like when you
create an email template, you have merge fields, and other things. So you could create something that looks a little bit different
than a typical my value. And then you can use
that in different places. We have formulas, which we…
– Sure. – We all know about. – We’ve used in other places. And then the other big
one is for pick lists and for record choice, record choices. We have different ways that
we can represent choice data. In Salesforce, most
often it’s a pick list. But sometimes, you want to
actually put it as radio buttons, or sometimes, you want
to put it as check boxes. Sometimes, you actually want
to list a list of records as check boxes.
– Sure. – And not actually a pick list at all. And those are all things that you can do with the various record choice resources. – Awesome. Okay, so now, Leanne is going to take us through building the
first part of our flow, which is going to be the screen, that user interface piece
that we talked about, so folks can enter their project feedback. Over to you, Leanne. – [Leanne] Awesome, so let’s take a look at how we can start building our flow. So we’re in our environment. So we’re on our Sunshine
Chocolates environment. Again, you can be doing
this in your sandbox, in your developer environment, and wherever you wanted
to collect information and build a flow screen. So we are in our home environment, or in our Sunshine Chocolates environment. And we’re going to go to setup. And in setup, we’re going to go to flows. We did already see our
beautiful new Flow experience that Shannon and Marc talked through. So again, this is our
canvas, and then on the left, we have our toolbox with our
elements and our manager. So as Shannon said,
elements are the things that we do in Flow. What we’re going to do
first, is add our screen. And so, that’s in our elements area, we’ve got a screen element, and
this is that user interface. So when we drag screen onto the canvas, we have our new screen view here. And we’ve got kind of a mini canvas for how we’re building this screen. It gives us some visual
feedback on what we’re adding. On the left, we have all
of our screen components. So these are all of the things
we can add to our screen. So we’ve got a whole
selection of input components. So these are things we
can add to the screen that the users would engage with, that they would select values
on, or enter information on. And at the bottom, we have display text. And this is just what it sounds like, it’s how you would kind of
add additional information to the screen, that’s
not necessarily working with data or variables, you’re usually not going to enter information there. On the right, we’ve got our properties, so this is the properties
of the entire screen. And as we go through, it’ll
be where we can reflect the properties for the
different components or elements that we’re working with. First, we want to name our screen. We’re going to label this,
and we will call this feedback screen. (types on keyboard) So we’ve named this our feedback screen. We’ve got the description here. And below, we’ve got
options to show header, or show footer, and also
to control navigation. So we’ll come back to that
area, but that’s everything that’s contained in the screen properties. Now we’re ready to start
bringing on information to the screen, or bringing on what we want the screen to look and feel like. So first, let’s bring
on some display text. The display text allows us to
add additional information, additional notes, sort of like help text, but you don’t have to hover for it, right? So it’s a great way to
provide extra information to your users. So we’ll call this (typing)
feedback display text. That’s our API name, and then below we can insert a resource. So this is where if we had
any resources we created, like with merge fields, things
like that, or templates, we would add that here. But, we can also just
add our text right here. So we want to say please
share any information around this project. Great! So once we click away from that,
we’ve got our display text, a little preview here,
that it’s showing us. Now let’s get some more information. When we created our
feedback object, we’ve got the details field, and this
is where we want to choose how we’re kind of
collecting that information. So that details field is a text field, and we want to capture
that in a text field here. So we’ll call this the details. (typing on keyboard) And API name details. We don’t need any
additional validations, or kind of specifications here. Now we want to have this feedback defined, whether or not it needs to be escalated. So we’re going to pick a
input field that provides us with that kind of requires escalation. And one of the things that’s
important to think about here is you’ve got a lot more
kind of field types, input type options here,
right, on the left. So we’ve got check boxes, we’ve got radio buttons and sliders. You don’t have to do a
one-to-one reflection on exactly how those fields are
reflected in Salesforce. You can define, you know,
how do you want to collect that information in a way
that’s friendly to your user? And then, you can, you know, map it to how you’re tracking it in Salesforce. Instead of a pick list for escalation, we’re going to do a check box here. And we’re going to call
this requires escalation. (typing on keyboard) There we go. Now, we also had a rating field. The rating field was a pick list on our feedback object, that had a option of one to five. And so, we have number
of different kind of ways we can surface that to our users, and we’re going to do
that with a radio button. So this is something we can’t
do in your core objects, or in your objects,
but, you can do it here. So we’re going to call this rating. (typing on keyboard) And the pen name rating. And the data type will be text. This is where we get to
what the choices are, right? We have to be able to
define what are the choices that are going to be kind
of made available here, when they’re clicking through it. So we have a bunch of different
values for radio buttons. So we’re going to actually
create a new resource. So this is where we’re using resources to collect information from
our Salesforce environment, that we can surface elsewhere in our flow. So the resource that we’re going
to create, is going to be a choice resource. So we’ll call this a pick list choice set. We will call this (typing)
rating (typing) choice set. And this is, because it’s
a pick list choice set, it’s saying we can look at objects in our Salesforce environment. And we can select that
object, and we can select which field we want to
bring in the values of. And so this is nice,
and what this means is, if you’re working with
like pick list for example in your Salesforce
environment, you can say I want this flow to always kind of reflect those pick list values, so
that when you update maybe your pick list values for something, you don’t have to go back. It’s not hard coded into
your flow in that way, that you have to go back
and then also add that, you know, if you wanted
to add six as a value. Instead of having one through five, we wanted one through six
as our rating options. We don’t have to go back
into our flow and say, okay, we have to add six as an option. It’ll automatically pull that
in from what is available on the pick list values. So I’ve selected my
project feedback object, data type pick list. And I can see I’ve got my
two pick lists available, so I can pull in that rating. And I can say if I want
it to be the default order of the field, or ascending or descending. Awesome. I click done there, and
now I have that option to add that resource,
pick list choice set, as the choices that should
be available on that screen. Great, so I click done. Now, when I am on my canvas again, I’ve
got my feedback screen, but, it’s not connected to anything, so I haven’t defined my start value. So I drag the little
circle from the start. And I drag that connector
over to the feedback screen. So now I’ve said this as the
first element in my flow, this is the first place that
we are going in this flow. So let’s go ahead and save this. So we’re going to pick our project label. Collect (typing) project (typing) feedback (typing) from users. Give our API name. And this is, again,
where it’s great to add a good description, so you
know why you built something, and people who come and are looking at these flows know what it is. So here we have the types. So, Shannon and Marc talked
about the different types of flows, and we talked about when we think about different
automation options. So here’s where we have to
select the type of flow. Now, this experience actually
will change a little bit in the future with
Flow, you’ll be defining the type of flow that you want it to be at the beginning of
your builder experience. But, it’s the same kind
of fundamental logic, you have to decide is this a
flow that we’re going to launch from a process, or from Apex? Or is this a flow that
we’re going to launch with a kind of a screen,
a user interaction, a screen experience? So because those are
the two kinds of flows you’ll be working with most often, as you get started with Flow. The two flows, we’ve got
auto-launched and screen flow. Well, this is a screen
flow, right, we want this to be surfaced as a screen flow. And so, we’re going to select
screen flow, and click save. I do get the warning, review these issues. This is very handy, to always
look at these warnings. And it says, the feedback screen is not connected to anything. This is something that we’re
going to be working on next, in our next video, is how
do we take those values and do more with them? But, for right now, we
just want to make sure that we kind of created
our screen correctly, and it looks how we want it to look. We’re going to be okay with that, and we’re actually going
to click the debug button. So the debug button in
Flow is a very useful tool you’re going to be using a lot. It allows you to run the
flow, and for in this purpose we’re going to be seeing
it as kind of a preview. So we’ve got debug the flow. We want to run the latest version, and we want to show the details. Okay, great, let’s go ahead and click run. This is letting me know on the right, this kind of flow interaction
screen, and our action, which is called an
interview, this has started. And then on the left, I can see, okay, more information here. I’ve got kind of my preview
of that flow screen. So I’ve got that I’m
collecting project feedback from users, I’ve got my display text. I can see my rating pulled
in all those pick list values into those radio buttons. I’ve got my details, and my nice check box for requires escalation. Awesome! So that, we’ve completed
kind of the first few steps of building our flow,
of building our screen, of defining some of that look and feel. And we ran the debugger, to
see how it’s performing so far, and you get a preview. So we look forward to seeing the snapshots of all of your awesome Flow screens, after you’ve run this debug,
and get that preview of it. And, we will be building
more in the next video. – Awesome! Thanks, so much, Leanne, that was great! So we’ve got our screen ready to go. And thank you, Shannon, for coming today to talk to us, and tell
us a little bit about the new Flow Builder.
– It’s my pleasure. Thanks, Marc.
– You bet. Back to you, Rebecca. – [Rebecca] Wow, that was
a lot of great information. Thank you, Marc, Shannon, and Leanne, for taking us on a tour of Flow Builder, and talking through our
very first step in building, which is to create the screen. So to summarize, my main key takeaway is, and it was hard to come
up with just three, first, we know Flow Builder
is this awesome tool for creating process
automation in Salesforce. But, it’s also quite
different from other tools that we’re used to building with. Because, instead of
starting with our object, and building out from
there, in Flow Builder we work with the data types
and resources inside the flow, and then choose how to tie them back to our Salesforce objects and fields. Secondly, there are two key
types of flows to be aware of. There’s the auto-launched
from a process flow, and then, there’s the screen
flow, from user interaction. And, of course, we’ll be
focusing on the second type, the screen flow. Lastly, we learned a
whole bunch of new terms, and one of them being variables. And variables are a type of
resource to store data in. I really liked how Shannon
described it as a bucket to store something in, and
then you carry it around from screen to screen. Alright, so now it’s your
turn, share a screenshot of your Flow screen
after you run the debug. And then, of course, share it on Twitter using hashtag #BeAnInnovator,
to enter to win. All entries for Video
Three must be completed and tweeted with hashtag
#BeAnInnovator by midnight, 11:59 p.m. Pacific Time on April 25th. Restrictions apply, so
see rules for details. And then, join us for Video
Four of Be an Innovator, to learn how to create
the records element, the second step in us building our flow. Alright, see you next time. (upbeat fast-paced music) ♪ Awesome admin ♪

Leave a Reply

Your email address will not be published. Required fields are marked *