Salesforce Process Builder

Salesforce Process Builder

9 Salesforce Process Builder Rules that can be Implemented Right Now

For every individual or business, it is very important to understand the differences between being busy and being productive. One can be busy all day and still feel like they are behind on accomplishing their goals.

modern-productivity-concept

In case of companies as well, high productivity is a marker of success for many companies. Unfortunately, many companies, irrespective of the industry are slowed down by routine or general processes that are simple but repetitive. Such tasks/processes require too much time and efforts. The worst of all, this prevent companies from focusing on things that really matter.

Particularly in Salesforce, there are multiple such situations/scenarios that companies come across. So what is the solution? The answer lies in the concept of Process Builder – a powerful and interactive workflow tool, enabling automation of such time-consuming business processes with Salesforce Lightning. Process Builder allows automation of such simple business processes for not only companies but their clients as well.

So let us go through 9 such process builder rules that can be implemented right now.

1. Adding Lookup field to Opportunity Contact Role (OCR)

Products:

Sales Cloud (amalgamation of Flow and Process Builder)

Objects:

Opportunity & Opportunity Contact Roles

Problem Scenario:

A client that prefers using Contact Roles for Opportunities in Salesforce majorly for managing its Pardot marketing and creating cross-selling reports. By virtue of Contact Roles, multiple contacts can be associated by salespeople to an opportunity. However, one cannot require a salesperson to associate an Opportunity with Contact Role. Unfortunately, it means that the data is not captured.

Solution:

In order to dynamically populate the Contact Roles, a process builder rule is created that requires a Lookup field. So, what is the use of Lookup field? Well, it aids creating a lookup relationship between 2 objects (i.e. Contact Role & Opportunity), thereby establishing a one-to-many relationship. To ensure possibility of multiple contacts for any given opportunity, Lookup field is required. In a very similar fashion, this field ensures addition of contacts by sales teams to every opportunity, hence providing much accurate data to marketing, strategy, and sales teams.

Procedure

  • Create a new validation rule. 

In Salesforce, from the Validation Rules section, enter a rule name, condition formula, description and error message.

  • Require_Lookup_Contact_Rules (Rule Name)
  • Validates at a certain stage in an opportunity that the Contact Role cannot be NULL (Description)
  • Probability > 0.74 && Primary_Contact__c = NULL (Condition Formula)
  • Lookup field can’t be left blank (Error Message)
  • Create the process builder.

Whenever the custom Primary_Contact__c field is changed, the process builder should be configured to fire. When a change is introduced, the process builder carries the ContactId into the flow. The flow from there does a Lookup with the ContactId to store info as a variable. Here it checks whether the Opportunity Contact Role is NULL to either set up an Opportunity Contact Role (yes) or update the prevailing Opportunity Contact Role (no).

2. Schedule contact reminders & update an opportunity when a connection is made

Products:

Sales Cloud

Objects:

Opportunity, Reports, Tasks/Activities and Dashboards

Problem Scenario:

A client has a longer sales cycle than usual. Their need is to automate reminders for the sales rep to follow up on opportunities. In a similar fashion, they need a method to report on conversations from actual conversations/connects to attempts (activities).

Solution:

Such a process builder rule enables with the accuracy to track metrics regarding client engagement. Also, it facilitates determination of stages or processes needing improvement or review. This rule also allows automation of reminders for sales rep, thus enabling them to follow up on accounts that have been untouched transiently.  

Procedure:

  • Add custom checkboxes on Activities:
  • Connected_with_Client__c
  • Meeting_Scheduled?
  • Request_for_Proposal?
  • Follow_Up – This checkbox is used to exclude activities/tasks from reporting
  • Add customer checkbox on Opportunities:
  • Connected_with_Client__c
  • Schedule Contact Reminders (First process builder rule): Set up the process to create a sequence of tasks whenever an opportunity is created or edited & the checkbox Connected_with_Client __c is false.
  • Update Opportunity / Connected With Client (Second process builder rule): Set up the process to update the related opportunity’s Connected _with_Client__c checkbox to true. Remove scheduled tasks from the pending flow’s queue if a user checks for the Connected _with_Client__c checkbox on any assigned tasks.
  • Set up  sales rep reports. The custom checkboxes will drive the reporting metrics needed to understand per sales rep conversions.

3. When a new client digitally signs, Move an opportunity to Closed/Won automatically 

Products:

Sales Cloud (Note: a document generation tool would be needed)

Objects:

Opportunity, Reports, Tasks/Activities and Dashboards

Problem Scenario:

It happens sometimes that once a contract is closed with a new client, salesperson takes no notice of updating the opportunity record to Closed/Won in Salesforce. This potentially creates tailbacks, especially for project teams which rely on this small yet crucial detail for officially kicking off projects with new clients.

Solution:

A process builder rule which updates an opportunity to Closed/Won automatically, once a contract is digitally signed by a new client. In this way everything stays accurate and everyone stays up-to-date inside Salesforce. It serves the purpose for Project teams as well. Similarly for new clients, this rule optimizes the onboarding experience. Automation is the key here. For instance, sending welcome emails and informing clients of further steps, once a contract is closed. Also, task assignment to project leads so to make them aware about the timing to kick off a new project.

Procedure:

  • Create document generation for contracts using any preferable tool viz Conga, DocuSign, Octiv, Hello Sign, etc. Send after generating the contract from the Salesforce generation tool.
  • Update opportunity record upon digital signature. 

As the contract is digitally signed by the client, configure the document generation tool to update the opportunity record to Closed/Won automatically .

  • Set up Notify Team of Closed/Won Opportunity (process builder rule). 

Configure the process of notifying the project team via Chatter Post that an opportunity is won when an opportunity stage = Closed/Won. From there, configure the process for a new task creation for client follow up and assignment to the main project contact or project lead. 

  • Set up email templates. 

Set up email templates that automatically send new clients an introductory email after a specified time, once the contract is signed digitally. This is a  very effective way to set project expectations and add a personal touch.

4. Auto-update and standardize opportunity names

Products:

Sales Cloud

Objects:

Opportunity

Problem Scenario:

The client has a diversity in terms of products for various advertising space across multiple media types (for e.g. weekly newsletters, print magazines,event pamphlets, etc.). However, client’s product list is quite fixed — does not need to be changed often, but it does need to be identified by type of media, ad size, year and month of ad run. Products and price books, both are very complex for what the client needs.

Solution:

This rule helps keeping things simple by allowing usage of picklist values directly off the opportunity object. It simplifies reporting and standardizes Opportunity Names, allowing ease of identification for user of what “product” an opportunity represents. Similarly, each product and the company it belongs to can be seen both in the reporting and list view.

Procedure:Set up picklists on the opportunity. Determine the values required for product identification.

  • Set up Update Opportunity Name (process builder rule): Configure the process 

for updating the Opportunity name with a standardized formula. Use & “ “ & TEXT(field.name__c) in the formula, for concatenating picklist values with spaces for better readability.

5. Automate milestone completion of incoming emails

Products:

Service Cloud, Email to Case, and Omni Channel

Objects:

Case, Milestones, Email, and Service Level Agreements (SLAs)

Problem Scenario:

The client being a service call center, wants to ensure that every customer email/case must be responded to within 8 business hours.

Solution:

For resolving it, a process builder generating new milestones for each and every incoming and outgoing email/case is created. With responses, milestones are completed and metrics, like case close time and average response time are recorded. Implementing this rule creates accountability, empowering management to drastically reduce the overall response time.

Procedure:

  • Add custom fields:
  • # of Unread Emails
  • # of Email Responses
  • Manage incoming emails:
  • Assign the Unread status to each of the new emails.
  • Configure the Email Milestone Completion process to update the custom field # of Unread Emails by using the formula – Unread_Emails__c+1, which for each incoming email raises the count by 1.
  • Whenever the count of Unread Emails is higher than Email Responses, configure the SLA to set up a new milestone.
  • To link milestones with their corresponding incoming emails, tag the new milestone with the record ID for the incoming email
  • Manage outgoing emails:
  • Assign the Responded status when emails are responded to.
  • Configure the Email Milestone Completion process to update the custom field # of Email Responses with the Email_Responses__c+1 formula.
  • When the status of an email changes to Responded, configure the rule to close the milestone and mark it with current time and date.

6. Notify customers of service appointments via email and SMS

Products:

Field Service Lightning, Service Cloud

Objects:

Service Appointment, Account, Work Order, Email Actions

Problem Scenario:

Client needs a way to send notifications to customers automatically in case of scheduling or rescheduling of service appointments. 

Solution:

This rule automates SMS (text) and email notifications, notifying customers in case of scheduling or rescheduling of their service appointments. Similarly, it sends appointment reminders an hour before the scheduled appointment to customers ensuring fewer missed appointments and greater customer satisfaction.

Procedure:

Send email notifications. Configure the Service Appointment Status Changed process for sending custom email alerts in case of changes in the Status or Scheduled Time field on a service appointment.

7. Send W-9s to new clients

Products:

Sales Cloud

Objects:

Opportunity

Problem Scenario:

Clients often ask to send them a copy of company’s W-9. This means, companies have to fill the W-9, create a PDF file, sign it, and then email it back. For such a simple yet routine task, the process is time-consuming.

Solution:

A process builder rule that sends W-9 as one of the first documents clients receive when they officially become a client. It eliminates the time-consuming work of sending W-9s to clients by automating it. Plus the company leaves a good first impression with client’s accounting team.

Procedure:

  • Create an official W-9. Fill out the document, sign it then save as a PDF.
  • Create an email template. In Salesforce, create a new email template and attach the W-9 to it. Add copy as necessary to give the email that personal touch.
  • Create the Send New Client W-9 rule. Configure the process to update the Typefield to Client  automatically, as the opportunity enters the Closed/Won stage. When the field changes to Client, configure the process to send emails with the attached W-9 to new clients.

8. Notify customer and internal user of completed/paid e-commerce order

Products:

Sales Cloud,  Community Cloud, and eCommerce Managed Package

Objects:

Custom Kinetic Growth eCommerce Objects, Accounts, and Contacts 

Problem Scenario:

An eCommerce client needs a better way for processing and shipping orders. Currently, they carry it out by manually looking through stacks of reports for determining the orders that need to be shipped.

Solution:

A process builder rule that creates and sends an invoice automatically after an order is completed or paid. Since the invoice is sent to the Internal team, processing, and shipping customer orders becomes easier and faster. Similarly, the invoice is sent to customers notifying them of payment, order, and shipping details.

Procedure:

  • Provide access and Expose the eCommerce managed package to Customer Community (both community members and unauthenticated users)
  • Create the invoice. Design a Visualforce email template containing all the relevant information like customer name, billing information, shipping address, payment information and order details.
  • Create Send Order Invoice rule. Configure the process to send the email to the customer and internal team as the order is moved to a Paid status. 
  1. Auto-generate quotes

Products:

Sales Cloud

Objects:

Quotes

Problem Scenario:

For companies, in general Quote records in Salesforce stay the same. Clients at times request to see anywhere from 4 to 16 quotes for a single opportunity. Sales teams need a way to quickly generate quotes to cater such client requests.

Solution:

A process builder which allows sales teams to select up to 4 Terms and 4 Bandwidths for a given Opportunity in Salesforce. In this way, up to 16 quotes can be generated at a time. 

Procedure:

  • Set up the process builder rule. Create 4 fields for Terms and 4 fields for Bandwidth. Upon field selection, configure the process builder to generate quotes automatically to an Opportunity with pertinent data.

Conclusion

Every growth-oriented business, irrespective of its line of operations or size of business, can benefit from Salesforce process builder rules by following a high sense of care and diligence.

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