Modification Alerts. Feature Deep Dive

Transcription

1 Modification Alerts Feature Deep Dive

2 Feature Overview Original Business need: ability to send an alert to plan owners when important changes occur to related data through mass-update or other automations. Examples Employee Key Contact is deleted resulting in dropped Team Member Application RTO is modified resulting in RTO gap or need for BIA update Platform Gaps: Workflow Rules/Process Builder don t support delete events and don t support distant object relationships. Functional Overview: Released Spring 2015 Ability to create rules that include source object, event (create, edit, delete), criteria on source object, relationship path to target object and template. When rules are Active, the system logs the event, prepares content and fires a workflow rule to deliver the . 2

3 Object Overview Modification Alert Rule Modification Alert Relationship Step Modification Alert Condition Modification Alert Log 3

4 Solution Comparison Workflow Rules & Process Builder Modification Alerts Reports/Dashboards/Subscriptions Direct record changes (create or edit) and directly related records minimal support for distant relationships with junctions No support for record delete events Multiple Actions ( , field update, or call a flow/pb) Adds transaction cost/processing especially if calling Flow(s) Supports distant record relationships Send only Can gather data across those relationships and merge into an Support record create, edit, delete (limited support on User object) customization is very limited -- simple text digest Each recipient type (owner vs. backup) will require a unique rule (or queue as recipient) Passive monitoring with daily or weekly subscription alerts Each user has to subscribe Not real-time alerts Great for gathering records that now meet some condition where you need to avoid excess alerts Won't work for record delete events Create a single Dashboard and/or report folder for incomplete fields/assignments on each object (e.g., plan missing user or key contact lookup) 4

5 Example: Application RTO Modified Alert Plan Owners Desired functionality: As a Plan Owner, I want to receive an alert whenever the RTO value for any Required Application associated to my plan is changed. Solution Analysis: Workflow Rule will not be able to find the Plan Owner because of indirect relationship path Reports won t be able to limit records to applications associated to a Plan via a Process Application Dependency and Plan Process Mod Alert is the right technology (supports RTO field change condition, relationship path to plan record owner and content) 5

6 Rule Settings Active must be true to log events. Setting Active to true after event occurs will not work the event must be stored in a Log record with status = Logged Object select the source object that should be monitored Event Select the DML (Created, Edited, Deleted) Recipient the desired recipient type on the downstream target object 6

7 Template Subject and Body are merged into a Workflow Alert and Template Supports any field values that can be collected along the relationship path steps. The Merge Field Selection drop down shows all objects but only those along the path will be available for data collection. The above example merges RTO and Application Name from the source object Application but also merges the downstream related Plan Name from the Plan object. 7

8 Condition Criteria This example requires a Condition Criteria because the Plan Owners should receive an alert only when the Application RTO value is changed rather than when ANY change is made to the Application record. Also, the prior and new RTO values are not important, any change should trigger an alert. Reference Field allows selection of fields on the original source object defined at the top of the rule in the Object field. Supports multiple conditions but limited to AND conditional logic. See additional slides for currently supported field types, event behavior and limitations. 8

9 Condition Criteria Event Support Behavior Create Only the New Value is evaluated. The Previous Value should be set to *ANY* Update Both the Prior and New Value are evaluated. Both should be filled in appropriately. Delete Only the Old Value is evaluated. The new value is not evaluated so set to *ANY*

10 Supported Condition Criteria Field Types String (Text, Text Area) Phone (Make sure criteria string includes formatting, e.g., (312) ) Picklist Multi-Select Picklist Lookup

11 Multi-Select Picklist Fields Multi-Select Picklist Must include the ; in the New Value if there are multiple values, but no ; at the end of the value string. Selection must exactly match. It does not support contains. For example it will only return records whose selected picklist values match exactly the new value(s) provided.

12 Lookup Fields Given: Plan record has custom Lookup to Key Contact called Key Employee. Only create logs when the Plan is assigned to Cory Cowgill. (Object = Plan, Event = Edited) Lookup Field and Condition Criteria Will not work with Name value WILL Work with ID of the Key Contact (Cory Cowgill)

13 Not Currently Supported Long Text Boolean (Checkbox) Date DateTime Numbers Formula Fields (They do not have a PREVIOUS value as they are calculated at run-time and not always deterministic)

14 User Record Nuances The platform does not allow Apex Transactions to perform DML in the same transaction as a User record update IF the transaction updates specific data elements. This results in a Mixed DML exception when a Mod Alert is active against User (as the source object) and these elements are modified. Update is Supported with limitations Updates to Profile, Role, Active Status will not work. Other fields that do not impact critical functionality or change sharing visibility are ok ( , Name, Title, Department, Custom Fields, Federated ID, etc.) Create is Not Supported Delete is Not Supported

15 Relationship Steps 1. The Id in the Step 0 Query Field must match the object type of the object selected in the rule settings. Collect the Process Application Dependencies associated to the updated Application. 2. From these records, collect the Id of related Processes and pass that into a subsequent query to find related Plan Processes. 3. From the Plan Processes, collect the Id of Plans. 4. Finally, collect the Id of the Plan Owner (User records) and store the address found on those User records (based on the recipient identified in the rule setting.) 5. From any Step, collect field values to merge into the subject or body. 15

16 Query Field vs. Collection Field Query Field: The field that the Previous Step will use to traverse the relationships. Collection Field: In the case that the NEXT step is a Parent Record, the Lookup Field. In the case that the next step is a Junction Record this should be set to Record ID.

17 Alert Processing Sequence Due to Large Datasets, Complex Steps, Apex Governor Limits, and Limits -- Processing is performed in sequences of Batch Apex Jobs. Application record is Modified and RTO value is changed If Mod Alert Rule is Active, create a new Mod Alert Rule Log record storing every attribute from source record in original record context field The new Log record is processed during the next Mod Alert Poller job (see below) Once Status changes to Ready, WF rule fires and sends and sets status to Delivered ModificationAlertProcessor ModificationAlertProcessor2 ModificationAlertProcessor3 Crawls Object Relationships to Gather Data Stores Data in Log Records Builds & Compresses Data Sets for s. Consolidates and Processes s 17

18 Alert Log Status Values Status Logged Processing Processed Ready Delivered Failed No Recipients Processing Steps Set in the Apex Trigger in the Fusion Framework Package on record DML. Log Record has been created successfully, but batch processing has not yet occurred. Set at the end of the 1st Batch Job if the log record is successfully crawled to grab all the related record data. The 2nd Batch Job will query all log records with this status to continue processing the record. The 2nd Batch Job has completed. body has been built and recipients identified for s. The 3rd Batch Job will query all log records with this status to continue processing the record. The 3rd Batch Job has completed processing this record and compressing the recipient s as needed. A Workflow Rule will then fire on this status update and send out the alert to the recipient. The was sent to the recipients via the Template and Workflow Rule Alert Processing. There was an exception processing the records. This could be a Apex Heap Size, Permission, Permission Set, or other System Error. The Error Details field will include more details on the error if possible. The record was processed appropriately based on the relationships and data provided, however there was no valid recipient found. This can be caused by a missing value in the field, or the relationship don t exist for the rule for this record. For example the junction records do not link this record to the recipient. 18

19 Mod Alert Polling Frequency and Batch Size Settings Scheduling is based on the hour at the polling frequency. So the process will run every 15, 30 or 60 minutes of every hour on the hour. Two settings allow flexibility in the case of Heap Size, Apex CPU Timeouts, Limits, or other complications arise from the batch processing of the alert. As each batch has a different processing purpose we allow different batch processing sizes to address complex needs. These settings should not be throttled unless errors occur during configuration and testing. Alert Batch Size How many records to process in Batch #1 and Batch #2 Alert Consolidation Batch Size How many record to process in Batch #3

20 Unsupported Use Cases Condition criteria on a non-source object such as a record traversed in the relationship path E.g., only send alerts when the Key Contact that was deleted was a Team Leader on a Team. Send alerts when lookup values on distant records are emptied after a record delete E.g., send an alert to a Plan Owner when a Key contact is deleted resulting in an empty Key Contact lookup on their Plan. 20

21 Troubleshooting Is Mod Alerts active in FF Settings? Is the Mod Alert Rule record active? Does the Schedule Jobs/Apex Jobs queue have Mod Alert poller jobs appropriately scheduled per the FF Settings? Are there recent Mod Alert log records in Logged status? (look at a log related list on rule records or run a report) Do the records contain an initial data set in the rich text fields? What happens when Poller 3 job finishes Is there an recipient value in the log record? What is the new status of Mod Alert Log records? Tip Ensure field-history tracking is enabled on all fields on all Modification Alert objects to aid in troubleshooting change history. 21