Visual Workflow Implementation Guide

Transcription

1 Version 30.0: Spring 14 Visual Workflow Implementation Guide Note: Any unreleased services or features referenced in this or other press releases or public statements are not currently available and may not be delivered on time or at all. Customers who purchase our services should make their purchase decisions based upon features that are currently available. Last updated: May 15, 2014 Copyright salesforce.com, inc. All rights reserved. Salesforce.com is a registered trademark of salesforce.com, inc., as are other names and marks. Other marks appearing herein may be trademarks of their respective owners.

2

3 Table of Contents Table of Contents Chapter 1: Visual Workflow Overview...1 Chapter 2: Flow Designer Overview...2 Understanding the Flow Designer User Interface...3 Creating a Flow...5 Searching the Palette...5 Searching a Flow...6 Saving a Flow...7 Chapter 3: Flow Designer Elements...8 Managing Flow Designer Elements...9 Adding and Configuring a Step Element...9 Adding and Configuring a Screen Element...10 Configuring the Screen Element's General Info Tab...10 Using the Screen Element's Add A Field Tab...11 Configuring the Screen Element s Field Settings Tab...11 Configuring User Input Fields on the Screen Element s Field Settings Tab...12 Checkbox Input Fields Overview...13 Configuring Choice Fields on the Screen Element's Field Settings Tab...13 Multi-Select Choice Fields Overview...14 Configuring Output Fields on the Screen Element's Field Settings Tab...15 Adding and Configuring a Decision Element...15 Adding and Configuring an Assignment Element...17 Adding and Configuring a Loop Element Pilot...17 Adding and Configuring a Record Create Element...19 Adding and Configuring a Record Update Element...20 Adding and Configuring a Record Lookup Element...21 Adding and Configuring a Record Delete Element...22 Adding and Configuring a Fast Create Element Pilot...23 Adding and Configuring a Fast Update Element Pilot...24 Adding and Configuring a Fast Lookup Element Pilot...25 Adding and Configuring a Fast Delete Element Pilot...27 Subflows Overview...27 Adding and Configuring a Subflow Element...28 Viewing Inputs and Outputs of Other Referenced Flow Versions...30 Adding and Configuring an Apex Plug-in Element...31 Flow Apex Plug-ins Overview...32 Connector Element Overview...32 Fault Connector Overview...33 Chapter 4: Flow Designer Resources...35 Adding and Configuring a Constant...36 Adding and Configuring a Variable...36 i

4 Table of Contents SObject Variable Overview Pilot...37 Adding and Configuring an SObject Variable Pilot...38 SObject Collection Overview Pilot...39 Adding and Configuring an SObject Collection Pilot...41 Adding and Configuring a Formula...42 Flow Formulas Overview...43 Adding and Configuring a Text Template...44 Adding and Configuring a Choice...44 Adding and Configuring a Dynamic Choice...46 Global Constants Overview...48 Chapter 5: Flow Administration...49 Managing Your Flows...50 Editing Flow Properties...51 Putting Flows to Work...52 Adding a Flow to a Visualforce Page...53 Setting Flow Finish Behavior...54 Chapter 6: Running Flows...56 Chapter 7: Flows in Change Sets and Packages...57 Chapter 8: Flow Limits...59 Chapter 9: Visual Workflow Considerations...60 Chapter 10: Visual Workflow Accessibility Overview...62 Chapter 11: Visual Workflow Terminology...63 Appendices...64 Appendix A: Tutorial #1: Creating a Tip Calculator...64 Optional Step: Pre-configure Your Flow Using Step Elements...64 Step 1: Add a Screen Element to Capture the Bill Information...65 Step 2: Create Formulas to Calculate Tip Amount and Total Bill...66 Step 3: Add a Screen to Display the Results...68 Step 4: Save the Flow...69 Step 5: Run the Flow...70 Appendix B: Tutorial #2: Creating a Sustainability Survey...72 Step 1: Add a Screen Element to Capture Users Region...72 Step 2: Add and Configure a Decision Element...73 Step 3: Add a Screen Element for the AMERICAS Option...74 Step 4: Add a Screen Element for the EMEA Option...76 Step 5: Collect Commute Information...77 Step 6: Collect Address...78 Step 7: Thank the Respondents...79 ii

5 Table of Contents Step 8: Save the Flow...80 Step 9: Run the Flow...81 Index...83 iii

6

7 Chapter 1 Visual Workflow Overview Available in: Enterprise, Performance, Unlimited, and Developer Editions Visual Workflow allows administrators to build applications, known as flows, that guide users through screens for collecting and updating data. For example, you can use Visual Workflow to script calls for a customer support center or to generate real-time quotes for a sales organization. Visual Workflow has three different aspects: flow design, flow management, and runtime. As an administrator, you create the flows using the Cloud Flow Designer, which has a drag-and-drop user interface that lets you diagram flow structure and configure how it runs, without writing any code. Once you create a flow, you can manage it in Salesforce, edit its properties, activate, deactivate, delete, or run it at will. Flow users can then run the active flow from a custom button, tab, link, or directly from the flow URL. 1

8 Chapter 2 Flow Designer Overview In this chapter... Understanding the Flow Designer User Interface Creating a Flow Searching the Palette Searching a Flow Saving a Flow Watch a Demo: Visual Workflow Cloud Flow Designer Overview The Flow Designer, the tool for creating flows, lets you configure screens and define branching logic for your flows without writing any code. Elements are the building blocks of flows. Each element represents an action, such as presenting information to, or collecting information from, flow users, or even querying, creating, updating, and deleting information in Salesforce. By connecting elements together in the Flow Designer, you can create a flow, which is a series of screens, inputs, and outputs through which users navigate. For a collection of useful resources, including videos and sample flows, open the Cloud Flow Designer and click Get Started. System Requirements To use the Cloud Flow Designer, we recommend: Windows Internet Explorer versions 8 through 11, Google Chrome, or Mozilla Firefox. Internet Explorer 6 and 7 are not supported. Adobe Flash Player version 10.1 and later. The minimum version required to run the Cloud Flow Designer is A minimum browser resolution of 1024x768. 2

9 Flow Designer Overview Understanding the Flow Designer User Interface Understanding the Flow Designer User Interface Visual Workflow allows administrators to build applications, known as flows, that guide users through screens for collecting and updating data. For example, you can use Visual Workflow to script calls for a customer support center or to generate real-time quotes for a sales organization. The Flow Designer user interface has several functional areas. Button Bar (1) Use the buttons in the button bar to save, close, undo or redo changes to run, or view properties of your flow. The status indicator on the right side of the bar shows whether your flow is active or inactive, saved or unsaved, and whether you got any warnings or errors upon saving. You can click the notification of warnings or errors to see all of them in a list. Warnings and errors in the list are based on the state of the flow at your last save, not the present state of the flow. Save and Save As Run Depending on your needs, you can quick-save, save a new flow, or save a new flow version. To find out more about how save works, see Saving a Flow on page 7. Runs the most recent save of the flow you re working in. If the flow contains subflow elements, each subflow runs the active version of its referenced flow. If the referenced flow has no active version, then the subflow element runs the latest version of its referenced flow. Run with Latest Close Only appears if the open flow contains a subflow element. Runs the most recent save of the flow you re working in, and each subflow element runs the latest version of its referenced flow, even if that version is not active. Clicking Close from within an unsaved flow returns you to the flow list page. Clicking Close from within a saved flow returns you to the flow detail page. 3

10 Flow Designer Overview Understanding the Flow Designer User Interface Undo ( ) and Redo ( ) Undo or redo recent actions on the main canvas. Copy ( ) and Paste ( ) Copy and paste selected elements on the main canvas. Click to select a single element, or click and drag to select multiple elements on the canvas. Once you ve selected what you want to copy, click Copy ( ), and then click Paste ( ). You can undo or redo a paste action, but not a copy. Note: When you copy and paste an element, the new copy has the unique name of the original, appended with _x, where x is a number. The first copy of an element has _0 appended to its unique name, and the number increments from there with subsequent copies of the same element. Flow Properties ( ) Shows you information about your flow, such as its name, unique name, description, version, and created and modified dates. You can edit the name and description of your flow any time, but you can only change its unique name when saving it for the first time. Main Canvas (2) To move an element, drag it around the canvas. If the element is connected to a line, the line moves with it. You can connect items on the canvas by clicking the node beneath the source element and dragging and dropping a line anywhere onto a target element. To select multiple elements, either drag a square around a group or use control-click to select individual elements. Double-click any element in the main canvas to edit it. Zoom Control (3) Combined with the search options on the Explorer tab, the zoom control helps you manage large, complex flows. Explorer Tab (4) The Explorer tab is a library of all elements and resources added to the flow. Double-click items in the list to edit them. Single-click an item to view its details and usage in the Description pane. Use the Explorer s search options to quickly find an element or resource in the flow. If you hover over a canvas-visible element on the Explorer, you can click its to see its location on the canvas. Resources Tab (5) The Resources tab lets you create new resources for your flow, like variables and constants. Once created, your new resources show up in the Explorer tab. Palette Tab (6) The Palette tab lists all the element types available for your flow. Drag and drop elements from the palette onto the main canvas. Click an element in the Palette to see its description or properties in the Description pane. Once created, your new elements show up in the Explorer tab. If your palette contains many Apex classes and flows, use the Palette s search field to quickly find what you need to add an Apex plug-in or subflow element to your flow. Description Pane (7) When viewing an item in the Palette or Resources tab, the Description pane shows the item s description or details. When viewing items on the Explorer tab, the Description pane includes two subtabs: Properties This subtab shows you information about the element or resource you have selected, such as its label, unique name, description, and data type. 4

11 Flow Designer Overview Creating a Flow Usage This subtab lists the elements where the selected item is used. To see where one of the listed elements is located on the canvas, hover over it and click its. See Also: Searching the Palette Searching a Flow Creating a Flow User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow To create a flow in the Cloud Flow Designer, from Setup, click Create > Workflow & Approvals > Flows and click New Flow. Tips and Tricks for Creating Flows Have a draft flow in mind before you start creating your flow in the Cloud Flow Designer. If you re not sure what kind of element you need for a node in your flow, use a Step element as a placeholder until you figure it out. You can always replace it later. If you need to delete a group of elements and connectors, you can left-click and drag to select an area containing them. Then press DELETE to remove all of them at once. You can copy ( ) and paste ( ) selected elements on the canvas, too. If you re new to the Cloud Flow Designer, we recommend walking through one or more of the sample flow tutorials in the Cloud Flow Designer Workbook. They re a great way to introduce yourself to the tool and discover how things work. Searching the Palette As you add Apex classes that use the Process.Plugin interface and add more flows to your organization, it becomes more challenging to find a specific Apex class or flow within the Palette. You can, however, search the Palette to quickly find what you need to add an Apex plug-in or subflow element to your flow. Available in: Enterprise, Performance, Unlimited, and Developer Editions User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Open a flow in the Cloud Flow Designer. Then use the following options to find a Palette item. On the Palette tab, enter search text. The Palette displays only the items that contain the entered text. Click to filter the Palette tab contents to one type of element. 5

12 Flow Designer Overview Searching a Flow To remove the filter, click and select SEARCH ALL. See Also: Adding and Configuring a Subflow Element Adding and Configuring an Apex Plug-in Element Understanding the Flow Designer User Interface Searching a Flow As a flow grows and becomes more complex, it becomes more challenging to find things within it. The Cloud Flow Designer offers tools for quickly finding flow elements and resources. Available in: Enterprise, Performance, Unlimited, and Developer Editions User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Open the flow in the Cloud Flow Designer. Then use one or more of the following options to find an element or resource in the flow. On the Explorer tab, enter search text. The Explorer tab displays only the elements and resources whose properties contain the entered text. Click to filter the Explorer tab contents to one type of element or resource. To remove the filter, click and select SEARCH ALL. Select Highlight Results on Canvas to dim all visible elements on the canvas other than the Explorer search or filter results. Zoom in and out as desired using the controls near the top right corner of the canvas area. To see the location of an Explorer item on the canvas, complete one of the following procedures. If the Explorer item is a canvas-visible element or a screen field: 1. Hover over the item on the Explorer tab. 2. Click its. If the Explorer item is a resource that doesn t appear on the canvas: 1. Click the item on the Explorer tab. 2. Click the Usage tab in the Description pane. 3. Hover over an element listed on the Usage tab. 4. Click its. The canvas shifts to display the element and momentarily highlights it. See Also: Understanding the Flow Designer User Interface 6

13 Flow Designer Overview Saving a Flow Saving a Flow User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow After you ve created a flow in the Cloud Flow Designer, you have a few options for saving it: Initial save When you save a new flow for the first time, a dialog box appears. Enter a flow name, unique name, and description. Once you save the flow, the unique name can t be changed. Note: A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. Quick save After you ve saved a flow once, the Save button works as a quick-save, overwriting your previous work. However, the Save button doesn t work when editing active flows. You must use Save As to save your changes as a new version or new flow. Save As Once you ve saved your flow for the first time, this button is enabled with two options: Save as new flow opens a dialog box where you can input a new name, unique name, and description, then save your changes as an entirely new flow. Save as new version saves the flow you re working on as a new version of the current flow. This is a useful option if you want to make changes to a flow and keep the old configuration as a backup in case you need to refer back to it later. Each flow can have up to 50 versions. You can update the flow name and description when you save a new version, but not the unique name. When saving a flow or flow version: If you have the flow detail page open in one browser tab, then open a flow version in a new browser tab to edit it, after saving and closing it, you must refresh the first flow detail page before you can successfully run the flow version you just edited. If you ve changed the flow properties and for some reason the save fails, the flow properties don t revert to the previous values. 7

14 Chapter 3 Flow Designer Elements In this chapter... Available in: Enterprise, Performance, Unlimited, and Developer Editions Managing Flow Designer Elements Adding and Configuring a Step Elements are the building blocks of flows. Each element represents an action, Element such as presenting information to, or collecting information from, flow users, Adding and Configuring a Screen or even querying, creating, updating, and deleting information in Salesforce. Element By connecting elements together in the Flow Designer, you can create a flow, Adding and Configuring a Decision which is a series of screens, inputs, and outputs through which users navigate. Element The following elements are available in the Cloud Flow Designer: Adding and Configuring an Assignment Element Step Adding and Configuring a Loop Screen Element Pilot Decision Adding and Configuring a Record Assignment Create Element Loop Adding and Configuring a Record Record Create Update Element Record Update Adding and Configuring a Record Lookup Element Record Lookup Adding and Configuring a Record Record Delete Delete Element Fast Create Adding and Configuring a Fast Fast Update Create Element Pilot Fast Lookup Adding and Configuring a Fast Fast Delete Update Element Pilot Subflows Adding and Configuring a Fast Apex Plug-In Lookup Element Pilot Connector Adding and Configuring a Fast Delete Element Pilot Note: Every time you add an element or resource to a flow, it s also Subflows Overview added to the Explorer tab. Adding and Configuring a Subflow Element Adding and Configuring an Apex Plug-in Element Connector Element Overview 8

15 Flow Designer Elements Managing Flow Designer Elements Managing Flow Designer Elements User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Adding, Editing, and Removing Elements To add an element to the Designer main canvas, drag and drop it from the Palette in the left sidebar. To edit an element, double-click it in the main canvas, or hover your mouse over it and click. To remove an element, hover your mouse over it and click. Alternately, you can remove elements and connectors by selecting them and hitting the DELETE key. Setting a Start Element To set the starting element in your flow, hover your mouse over an element on the canvas and click. You can set any one element on the canvas as the starting element. If you don't set a start element, you get a warning after saving your flow. Adding and Configuring a Step Element User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Use the Step element as a placeholder when you re not sure what kind of element you need. Using Step elements, you can sketch out a draft of any new flow or make conceptual changes to an existing flow. To add or edit a Step element in the Flow Designer: 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Step element into the main area of the canvas. 3. Enter a name for the Step. 4. If you haven t already added a description, click Add Description to do so. 5. Click OK to accept your changes or Cancel to discard them. Steps aren t valid elements for active flows. You can have a draft flow with Steps in it and can run it in the draft state as an administrator, but you must replace the Steps with other elements before you can activate the flow and let users run it. Converting a Step into a Screen You can convert a Step into a Screen element at any time by hovering your mouse over it and clicking. Things to note about converting Step elements: Upon conversion, if the Step has multiple outgoing connectors, they are all deleted. After conversion, you can no longer use the Step s original unique name. 9

16 Flow Designer Elements Adding and Configuring a Screen Element Adding and Configuring a Screen Element User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow The Screen element can be used to set up a form to capture user input, provide choice selections, and display information to your users. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette tab, drag the Screen element onto the canvas. 3. Set up your Screen by configuring fields on the General Info, Add a Field, and Field Settings tabs. 4. Click OK to accept your changes or Cancel to discard them. Note: Every time you add an element or resource to a flow, it s also added to the Explorer tab. As you progress through the Screen overlay, you can see a preview of what you're building in the right pane. Configuring the Screen Element's General Info Tab User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow The Screen element overlay in the Flow Designer has three tabs: General Info, Add a Field, and Field Settings. To configure the General Info tab: 1. Enter the general settings for the screen element. Field Name Unique Name Description Navigation Options Description Helps you identify the element on the canvas. Automatically populated if empty when you fill out the Name field and press TAB. The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. Appears after you click Add Description. At runtime, the system automatically determines which of the Next, Previous, and Finish buttons are relevant for the screen, depending on whether there are any preceding or following screens in the flow path. You can use this field to restrict the screen from displaying either the Previous or Finish button. Options: No navigation restrictions (Default) The system displays all relevant navigation buttons on the screen. 10

17 Flow Designer Elements Using the Screen Element's Add A Field Tab Field Description Don t show Previous button Select this option if revisiting the previous screen triggers an action that musn't be repeated, such as a credit card transaction. Don t show Finish button Select this option if you need the user to go back to a previous screen to continue or complete the flow. For example, suppose the flow prompts the user to enter information to identify an existing contact. The flow then looks up the user-entered info in the database. If no matching contact is found, the flow displays a screen whose sole purpose is to tell the user to go back and try again. That screen shouldn t offer a Finish button to the user. 2. To provide flow users with help for the screen: a. Click the arrow to expand the Help Text section. b. Enter the text that you want flow users to see when they click Help for this form. c. Optionally: Use the drop-down menu to add merge fields to your help text. Click to switch between the plain text editor and the rich text editor. Using the rich text editor saves the content as HTML. Using the Screen Element's Add A Field Tab User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow The Screen element overlay in the Flow Designer has three tabs: General Info, Add a Field, and Field Settings. The Add a Field tab lists the available types of fields you can add to your Screen. Add a field to the Screen by double-clicking the field type or dragging it to the preview pane. Remove a field from the Screen by hovering over it and clicking. Reorder the fields in the preview pane by clicking and dragging them up and down. Configuring the Screen Element s Field Settings Tab User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow The Screen element overlay in the Flow Designer has three tabs: General Info, Add a Field, and Field Settings. Use the Field Settings tab to configure the screen field you ve selected in the preview pane. The options available on the Field Settings tab vary based on the type of field. Inputs textbox, long text area, number, currency, date, date/time, password, checkbox Choices radio buttons, drop-down list, multi-select checkboxes, multi-select picklist Outputs display text 11

18 Flow Designer Elements Configuring User Input Fields on the Screen Element s Field Settings Tab Configuring User Input Fields on the Screen Element s Field Settings Tab User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow The Screen element overlay in the Flow Designer has three tabs: General Info, Add a Field, and Field Settings. Use the Field Settings tab to configure the screen field you ve selected in the preview pane. The options available on the Field Settings tab vary based on the type of field. Here s how to set up a user input screen field: textbox, long text area, number, currency, date, date/time, password, or checkbox. 1. In the Screen overlay s preview pane, click an input field to configure its settings. 2. In the General Info section, enter a Label to display text to the left of the field. 3. If you want to use the rich text editor to format your field label, click the rich text editor icon ( ) to the right of the Label field. a. Once you re done editing the text, click OK. The Label field display changes to indicate that it is now a rich text field. b. Click Edit to make changes to your label text. c. Click Clear to completely clear the Label field and start over. 4. You can enter a different Unique Name for your field. By default, this field is filled in with your field label. Note: A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 5. Enter a Default Value for the input field. You can select values from existing screen choice fields or flow resources, or you can create a new resource with which to populate the field. The data type of the default value must be compatible with that of the field. For example, a checkbox s default value must be of type boolean. 6. For number and currency fields, you can set a Scale value. The scale is the maximum number of digits allowed to the right of the decimal point. This number can't exceed 17. If you leave this field blank or set to zero, only whole numbers are displayed when your flow runs. 7. Select the Required checkbox to make the field required. 8. In the Input Validation section, create a formula expression to validate the user input for the field. a. Select Validate. b. Enter a formula expression to define the values allowed for the field. c. Customize the error message that will be displayed to the flow user if the input fails validation. Click to switch between the plain text editor and the rich text editor. Using the rich text editor saves the content as HTML. Note: If the formula statement evaluates to TRUE, the input is valid. If the formula statement evaluates to FALSE, the error message is displayed to the user. 12

19 Flow Designer Elements Checkbox Input Fields Overview If the user leaves the field blank, and the field is not required, no validation is performed. 9. To provide flow users with help for the field: a. Click the arrow to expand the Help Text section. b. Enter the text that you want flow users to see when they click next to the field. c. Optionally: Use the drop-down menu to add merge fields to your help text. Click to switch between the plain text editor and the rich text editor. Using the rich text editor saves the content as HTML. 10. Click OK. Checkbox Input Fields Overview A checkbox screen field is of type boolean. Use a checkbox screen field to offer flow users a yes or no choice. For example: Whether to opt into a marketing campaign. Whether to receive a follow-up call after a purchase or case resolution. Whether an important policy is understood. In this case, you can validate that the user selects the checkbox before proceeding to the next screen. See Also: Configuring User Input Fields on the Screen Element s Field Settings Tab Global Constants Overview Multi-Select Choice Fields Overview Configuring Choice Fields on the Screen Element's Field Settings Tab User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow The Screen element overlay in the Flow Designer has three tabs: General Info, Add a Field, and Field Settings. Use the Field Settings tab to configure the screen field you ve selected in the preview pane. The options available on the Field Settings tab vary based on the type of field. Here s how to set up a choice screen field: radio buttons, drop-down list, multi-select checkboxes, or multi-select picklist. 1. In the Screen overlay s preview pane, click a choice type field to configure its settings. 2. In the General Info section, enter a Label to display text to the left of the field. 3. If you want to use the rich text editor to format your field label, click the rich text editor icon ( ) to the right of the Label field. a. Once you re done editing the text, click OK. The Label field display changes to indicate that it is now a rich text field. 13

20 Flow Designer Elements Multi-Select Choice Fields Overview b. Click Edit to make changes to your label text. c. Click Clear to completely clear the Label field and start over. 4. You can enter a different Unique Name for your field if necessary. By default, this field is filled in with your field label. Note: A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 5. Optionally, change the Value DataType. You can t change the value data type of multi-select choice fields; only text is supported. 6. Select the Required checkbox to make the field required. 7. Use the Default Value field after you ve created all your choice options in the Choice Settings section to set one to be to pre-selected by default. 8. Use the Choice Settings section to configure the choice options. Note: Add the choices in the order you want them to appear in the screen field. You can t rearrange choices. a. Click the arrow button on the Choice field to create a new choice option or select an existing one. b. To create a new choice, select CREATE NEW > Choice. See Adding and Configuring a Choice on page 44. c. To create a new dynamic choice, select CREATE NEW > Dynamic Choice. Use a dynamic choice to create a lookup to automatically populate the choice options during runtime. See Adding and Configuring a Dynamic Choice on page 46. d. Click Add Choice to add another choice option to the screen field. 9. To provide flow users with help for the field: a. Click the arrow to expand the Help Text section. b. Enter the text that you want flow users to see when they click next to the field. c. Optionally: Use the drop-down menu to add merge fields to your help text. Click to switch between the plain text editor and the rich text editor. Using the rich text editor saves the content as HTML. 10. Click OK. Multi-Select Choice Fields Overview Multi-select checkboxes and multi-select picklist fields enable flow users to select multiple choices in a screen field. At runtime, each multi-select field stores its field value as a concatenation of the user-selected choice values, separated by semicolons. When using multi-select choice fields, consider the following: At runtime, any semicolons in the selected choices stored values are removed when added to the multi-select field value. Similar to single-selection choice fields, such as radio buttons and drop-down lists, you can populate multi-select choice fields with flow-specific choices and dynamic choices only. You can t populate multi-select picklists in flows with the picklist values of standard or multi-select picklist fields elsewhere in your organization. A multi-select choice field can have only one default value. 14

21 Flow Designer Elements Configuring Output Fields on the Screen Element's Field Settings Tab A dynamic choice resource can be configured to assign field values from one user-selected record to variables in the flow. When the dynamic choice is used in a multi-select choice field, flow variables store the field values of only the last selected record in the dynamically generated set of choices. If the dynamic choice is used in multiple multi-select choice fields on the same screen, the flow variable assignments are determined by the first multi-select choice field on the screen. To ensure the correct runtime behavior of Decision elements that reference multi-select choice fields: Configure a stored value for each choice that you use in multi-select choice fields. Don t use the same choice in multiple multi-select choice fields on the same screen. See Also: Configuring Choice Fields on the Screen Element's Field Settings Tab Configuring Output Fields on the Screen Element's Field Settings Tab User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow The Screen element overlay in the Flow Designer has three tabs: General Info, Add a Field, and Field Settings. Use the Field Settings tab to configure the screen field you ve selected in the preview pane. The options available on the Field Settings tab vary based on the type of field. Here s how to set up a Display Text field on a Screen overlay. 1. In the Screen overlay s preview pane, click the Display Text field to configure its settings. 2. Enter a Unique Name. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 3. Enter the text you want to display to the flow user. For example, you could use a display text field to show flow users a welcome message, a terms and conditions statement, or a description of a product or service. Click to switch between the plain text editor and the rich text editor. Using the rich text editor saves the content as HTML. 4. Click OK. Adding and Configuring a Decision Element User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Use the Decision element to evaluate a set of conditions and route users through the flow based on the outcomes of those conditions. You can use a Decision element to drive your flow without explicit end-user input. For example: In a customer self-help portal, a Decision element could determine whether a customer is given a return shipping address and information (because an item is definitely faulty), or given information on how to resolve their problem themselves. Within a banking flow, a Decision element could determine if a customer should be offered a loan or not (based on results of a credit scoring formula). 15

22 Flow Designer Elements Adding and Configuring a Decision Element Tip: If you ask a user to make a choice, for example with a drop-down list choice field on a screen, you can add a Decision element after the Screen element to create the branches of the flow based on the choice options. Represent each choice option in your Decision element and connect it to a branch of your flow. To add or configure a Decision element: 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Decision element onto the canvas. 3. Enter a Name and Unique Name for the Decision. The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. If you haven t already added a description, click Add Description to do so. 5. Create the outcomes for the decision: a. Enter a Name and Unique Name for the first outcome. b. Set up the conditions for the outcome. You can expand the CREATE NEW section of the Resource or Value drop-down list to create new resources, if necessary. Note: Three operators are unique to the Cloud Flow Designer. Depending on the type of Resource you select, you might see these in the Operator list: was selected Available only for choices. Lets you track whether a specific choice on a screen was selected by the user. To learn more about how was selected works, see Visual Workflow Considerations on page 60. was set Available only for sobject variable fields. Lets you determine whether a field in an sobject variable has been set to a value, even if the value is null. SObject variables in a flow are currently available through the Launch Flows from Workflow Rules pilot program. For information on enabling this feature in your organization, contact salesforce.com. was visited Available for any main canvas element. Lets you track whether an element in the flow was visited by the user. Selecting one of these operators makes the Value of the condition statement Boolean. You can then set the Value to true or false by clicking the arrow button, expanding the GLOBAL CONSTANT section, and selecting either $GlobalConstant.True or $GlobalConstant.False. For more information, see Global Constants Overview on page 48. c. Click Add Condition to add another condition or click to remove a condition. At runtime, the conditions are evaluated in the order you specify. d. Choose under which conditions the outcome evaluates to true: All conditions must be true (AND) The outcome will evaluate to true overall if all the conditions you specified evaluate to true. One condition must be true (OR) The outcome will evaluate to true overall if at least one of the conditions you specified evaluates to true. 6. Click Add Outcome to add more outcomes. You can drag outcomes up and down to reorder them. 7. Click [Default Outcome] to set up a path to which users will be routed if none of the other outcome conditions are met. 8. Click OK to accept your changes or Cancel to discard them. When you re done setting up your outcomes, you can then draw connectors from your Decision element to other elements on the canvas and assign an outcome to each connector. 16

23 Flow Designer Elements Adding and Configuring an Assignment Element Adding and Configuring an Assignment Element User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Use the Assignment element to make changes to the value of a variable. For example, you could dynamically change the value of a customer's credit score depending on how they answer certain questions in the flow. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Assignment element onto the canvas. 3. Enter a Name and Unique Name for the element. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. If you haven t already added a description, click Add Description to do so. 5. In the Assignments section, select the variable you want to change. If you haven t created the variable yet, you can do that by expanding the CREATE NEW section of the drop-down list. 6. Select an operator. 7. Enter a value or select an element to adjust the variable you selected. Use the CREATE NEW section of the drop-down list to create new resources, if necessary. Note: When you add or subtract a number from a date value, the date adjusts in days, not hours. 8. Click Add Assignment to add another line. Click and drag assignment line items to reorder them. 9. Click to remove a line. 10. Click OK to accept your changes or Cancel to discard them. Note: Every time you add an element or resource to a flow, it s also added to the Explorer tab. Adding and Configuring a Loop Element Pilot User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Note: Loops are currently available through the Launch Flows from Workflow Rules pilot program. For information on enabling this feature in your organization, contact salesforce.com. 17

24 Flow Designer Elements Adding and Configuring a Loop Element Pilot About Loop Elements You can use a loop to examine every item in a collection. A collection is a list of items that contain values from sobject fields. For example, you could loop through a collection of field values from several opportunity records. Each item in the collection could include values for the AccountId, Amount, and CloseDate fields. For example, you could create a check to see if the Amount value is greater than 10,000 and, if so, use a Decision element to take the correct action. If you place those steps within a loop, you can apply them to the Amount of every item in the collection. A loop uses an sobject variable, referred to as a loop variable, to contain the values for each item in the collection as you move through the collection. In the earlier example, the loop variable would contain the opportunity AccountId, Amount, and CloseDate values at each iteration. The loop variable must have the same object type as the collection. For example, if your collection contains values from an account sobject s fields, your loop variable must also be of type account. The Flow Designer won t let you select a loop variable of the wrong type. A loop provides connectors for the next item in the collection and for where to go in the flow when there are no more items to process. You can also control whether the loop iterates through the collection in first-to-last or last-to-first order. Using Loop Elements 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Loop element onto the canvas. 3. Enter a Name and Unique Name for the element. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. If you haven t already added a description, click Add Description to do so. 5. In the Assignments section, select the collection you want to loop through. If you haven t created the variable yet, you can do that by expanding the CREATE NEW section of the drop-down list. 6. Select the order to loop through the collection. Ascending begins at the start of the collection and moves to the end while Descending begins at the end and moves to the start. 7. Select the sobject variable to use as the loop variable. 18

25 Flow Designer Elements Adding and Configuring a Record Create Element Use the CREATE NEW section of the drop-down list to create new resources, if necessary. 8. Click OK to accept your changes or Cancel to discard them. Adding and Configuring a Record Create Element User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Use the Record Create element to create a new record in Salesforce using values from your flow. For example, you could capture the name and address that a user enters into the flow, use the Record Lookup element to see if they exist in Salesforce, and if they don t, use the Record Create element to create a new record for that user. To create a single record with all field values from one sobject variable, or multiple records with all field values from an sobject collection, use Fast Create. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Record Create element onto the canvas. 3. Enter a Name and Unique Name for the element. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. If you haven t already added a description, click Add Description to do so. 5. Select the object for which you want to create a record. 6. Select the field or fields from the object that you want to populate, then assign a value or resource to the field. The data types must match. In the Value column, you can manually enter literal or merge field values. You can also select pre-defined flow values (from variables, constants or user inputs, for example). Use the CREATE NEW section of the drop-down list to create new resources, if necessary. When entering a date value, you must use the MM/DD/YYYY format. When entering a date/time value, you must use the MM/DD/YYYY HH:SS A format. 7. Click Add Row to set the value of another field. 8. Click to remove a line. 9. Optionally, assign the new record s ID to a variable so you can use it or refer to it later in the flow. The variable you choose must be of type text. If you haven t created the variable yet, you can do that by expanding the CREATE NEW section of the drop-down list. 10. Click OK. Important: Check your object definition to ensure that all required fields are populated with values; otherwise the record create will fail at runtime. If the record create does fail, the fault connector path will be taken if you ve defined one. See Also: Fault Connector Overview Flow Designer Elements 19

26 Flow Designer Elements Adding and Configuring a Record Update Element Adding and Configuring a Record Update Element User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Use a Record Update element to update a set of records in Salesforce with variable, constant, input, or other values from your flow. You can update a single record, or multiple records, depending on how you set your filter criteria. If you're using flows in a call center, for example, you can use a Record Update element to automatically update Salesforce with data collected from callers, such as new addresses, phone numbers, or product preferences. To update a single record with all field values from one sobject variable, or to update multiple records with all field values from an sobject collection, use Fast Update. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Record Update element onto the canvas. 3. Enter a Name and Unique Name for the element. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. If you haven t already added a description, click Add Description to do so. 5. Select the object for which you want to update a record. 6. Set criteria to select which records get updated. The data types of the values in the Field and Value columns must match. In the Value column, you can manually enter literal or merge field values. You can also select pre-defined flow values (from variables, constants or user inputs, for example). Use the CREATE NEW section of the drop-down list to create new resources, if necessary. When entering a date value, you must use the MM/DD/YYYY format. When entering a date/time value, you must use the MM/DD/YYYY HH:SS A format. Important: You must configure at least one filter, or you will update all the records for the object. 7. Click Add Row to add another filter. 8. Click to remove a line. 9. Update record fields with values from your flow: a. Select a field on the record that you want to update. b. Select a value from your flow (like a variable, constant or user input, for example) that you want to assign to the record's field. Use the CREATE NEW section of the drop-down list to create new resources, if necessary. c. Click Add Row to update another field. d. Click to remove a field. 10. Click OK. 20

27 Flow Designer Elements Adding and Configuring a Record Lookup Element Note: If the record update fails for some reason, the fault connector path will be taken if you ve defined one. See Also: Fault Connector Overview Flow Designer Elements Adding and Configuring a Record Lookup Element User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Use a Record Lookup element to find a Salesforce record and store the values from its fields into your flow. For example, you could use a Record Lookup element to: Input (or read) a bar code from a product tag and use the code to read data from the database to find out the product name or description. Look up item details to check for stock availability. Look up a customer record to verify a caller s identity. To find a single record and store specified field values in one sobject variable, or find multiple records and store specified field values in an sobject collection, use Fast Lookup. To add and configure a Record Lookup element: 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Record Lookup element onto the canvas. 3. Enter the general settings for the element. Field Name Unique Name Description Description Helps you identify the element on the canvas. The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. Appears after you click Add Description. 4. Select the object to identify which record type to look up. 5. Specify the filter criteria for selecting the record from the database. Click Add Row to enter more filters. Click to remove a row. Column Header Field Operator Description Field for filtering records. The available filter operators depend on the data type selected for the Field and Value. 21

28 Flow Designer Elements Adding and Configuring a Record Delete Element Column Header Value Description The Field and Value in the same row must have the same data type. Options: Select an existing flow resource, such as a variable, constant, or user input. Select CREATE NEW to create a new flow resource. Manually enter a literal value or merge field. When entering a date value, you must use the MM/DD/YYYY format. When entering a date/time value, you must use the MM/DD/YYYY HH:SS A format. Make sure your filter criteria sufficiently narrows the search. The Record Lookup element ultimately returns only the first record from the filtered results, which aren t retrieved from the database in any particular order. 6. To sort the filtered results before the first record is selected: a. Select Sort results by. b. Select the field to sort by. Only sortable fields appear in the drop-down list. c. Select the sort order, either ascending or descending. 7. Assign the values of fields in the returned record to variables in the flow. Click Add Row to enter more field assignments. Click to remove a row. Column Header Field Variable Description Record s field whose value you want to assign to a variable. Select an existing flow variable, or select CREATE NEW to create a new variable. 8. Click OK. Note: If the record lookup fails for some reason, the fault connector path will be taken if you ve defined one. See Also: Fault Connector Overview Flow Designer Elements Adding and Configuring a Record Delete Element User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Use a Record Delete element to delete records in Salesforce. You can delete a single record or multiple records, depending on how you set your filter criteria. 22

29 Flow Designer Elements Adding and Configuring a Fast Create Element Pilot To delete a single record identified by the ID in one sobject variable, or delete multiple records identified by the IDs in an sobject collection, use Fast Delete. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Record Delete element onto the canvas. 3. Enter a Name and Unique Name for the element. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. If you haven t already added a description, click Add Description to do so. 5. Select the object whose records you want to delete. 6. Add rows of filter criteria to determine which records will be deleted. You must configure at least one filter. In the Value column, you can manually enter literal or merge field values. You can also select pre-defined flow values (from variables, constants or user inputs, for example). Use the CREATE NEW section of the drop-down list to create new resources, if necessary. When entering a date value, you must use the MM/DD/YYYY format. When entering a date/time value, you must use the MM/DD/YYYY HH:SS A format. 7. Click Add Row to add another filter. 8. Click to remove a line. 9. Click OK. Warning: Things to note when using a Record Delete element: Be careful when testing flows that contain Record Delete elements. Even if the flow is inactive, running it will trigger the delete operation. To prevent deleting records by mistake, be as specific in your filter criteria as possible. Records are deleted from your organization the moment the flow executes the Record Delete element. Deleted records are sent to the Recycle Bin and remain there for 15 days before they are permanently deleted. Note: If the record delete fails for some reason, the fault connector path will be taken if you ve defined one. See Also: Fault Connector Overview Flow Designer Elements Adding and Configuring a Fast Create Element Pilot User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Note: Fast Create elements in a flow are currently available through the Launch Flows from Workflow Rules pilot program. For information on enabling this feature in your organization, contact salesforce.com. 23

30 Flow Designer Elements Adding and Configuring a Fast Update Element Pilot Use a Fast Create element to: Create a new record in Salesforce from a single sobject variable that you ve defined in your flow. Create multiple records from an sobject collection that you ve defined. For example, you could take a collection of new cases and use a Fast Create element to create records for each case in the collection. Make sure your flow populates the sobject variable or collection with all required field values before executing the Fast Create element. To create a single record with field values from regular variables and other flow resources, such as constants, formulas, and screen fields, use Record Create. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Fast Create element onto the canvas. 3. Enter a Name and Unique Name for the element. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. If you haven t already added a description, click Add Description to do so. 5. Select the sobject variable or collection that you want to use to create the record or multiple records. The object types must match, and each ID field must not have a value. If you haven t created the variable yet, you can do that by expanding the CREATE NEW section of the drop-down list. 6. Click OK. If you used an sobject variable to create a single record, the sobject variable s ID field is updated with the new record s ID value. If you used an sobject collection to create multiple records, the ID field of each collection item is updated with its matching new record ID value. Note: If the Fast Create fails at runtime, the fault connector path will be taken if you ve defined one. Adding and Configuring a Fast Update Element Pilot User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Note: Fast Update elements in a flow are currently available through the Launch Flows from Workflow Rules pilot program. For information on enabling this feature in your organization, contact salesforce.com. Use a Fast Update element to: Update a record in Salesforce from a single sobject variable that you ve defined in your flow. Update multiple records from an sobject collection that you ve defined. If you're using flows in a call center, for example, you can use a Fast Update element to automatically update Salesforce with data collected from callers, such as new addresses, phone numbers, or product preferences. Have your flow populate the sobject 24

31 Flow Designer Elements Adding and Configuring a Fast Lookup Element Pilot variable or collection before using the Fast Update element, and make sure that the sobject variable or sobject values within the collection contain the ID for the records being updated. To update one or more records with field values from regular variables and other flow resources, such as constants, formulas, and screen fields, use Record Update. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Fast Update element onto the canvas. 3. Enter a Name and Unique Name for the element. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. If you haven t already added a description, click Add Description to do so. 5. Select the sobject variable or collection that you want to use to update the record or records. The sobject variable or collection must be the same object type as the records being updated. That is, if you re updating several account records, use an sobject collection of type account. This ensures that the fields will match between the records and the sobject variable or collection. If you haven t created the variable yet, you can do that by expanding the CREATE NEW section of the drop-down list. 6. Click OK. Note: If the Fast Update fails for some reason, the fault connector path will be taken if you ve defined one. Adding and Configuring a Fast Lookup Element Pilot User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Note: Fast Lookup elements in a flow are currently available through the Launch Flows from Workflow Rules pilot program. For information on enabling this feature in your organization, contact salesforce.com. Use a Fast Lookup element to find a Salesforce record and store the values from its fields into a single sobject variable that you define. A Fast Lookup can also find a set of records and store their field values into an sobject collection that you define. For example, you could use a Fast Lookup element to: Input (or read) a bar code from a product tag and use the code to read data from the database to find out the product name or description. Look up a city to list all customers in that city. Look up customer records to verify transactions on a particular day. To get a single record and store specified field values in regular variables and sobject variables, use Record Lookup. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Fast Lookup element onto the canvas. 3. Enter the general settings for the element. 25

32 Flow Designer Elements Adding and Configuring a Fast Lookup Element Pilot Field Name Unique Name Description Description Helps you identify the element on the canvas. The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. Appears after you click Add Description. 4. Select the object to identify which record type to look up. 5. Specify the filter criteria for selecting the record from the database. Click Add Row to enter more filters. Click to remove a row. Column Header Field Operator Value Description Field for filtering records. The available filter operators depend on the data type selected for the Field and Value. The Field and Value in the same row must have the same data type. Options: Select an existing flow resource, such as a variable, constant, or user input. Select CREATE NEW to create a new flow resource. Manually enter a literal value or merge field. When entering a date value, you must use the MM/DD/YYYY format. When entering a date/time value, you must use the MM/DD/YYYY HH:SS A format. Make sure your filter criteria sufficiently narrows the search. The Fast Lookup element returns only the first record from the filtered results if you use an sobject variable to contain the results. Use an sobject collection variable to contain the values from multiple results. 6. To sort the filtered results before any records are selected: a. Select Sort results by. b. Select the field to sort by. Only sortable fields appear in the drop-down list. c. Select the sort order, either ascending or descending. 7. Select or create an sobject variable to contain the field values for a single returned record. To store the field values for all returned records, select or create an sobject collection variable. 8. Select Assign null to the variable if no records are found to have the variable set to null if the Fast Lookup doesn t return any records. The default is to leave the sobject variable or collection values unchanged. 9. Select the record fields to save into the sobject variable or collection. Only the values of fields you select are saved. Unselected values are set to null in the sobject variable or collection. Click Add Row to enter more fields to save. Click a row. 10. Click OK. Note: If the Fast Lookup fails for some reason, the fault connector path will be taken if you ve defined one. to remove 26

33 Flow Designer Elements Adding and Configuring a Fast Delete Element Pilot Adding and Configuring a Fast Delete Element Pilot User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Note: Fast Delete elements in a flow are currently available through the Launch Flows from Workflow Rules pilot program. For information on enabling this feature in your organization, contact salesforce.com. Use a Fast Delete element to delete records in Salesforce. You can delete a single record based on the ID value of an sobject variable that you ve defined. A Fast Delete can also find and delete a set of records based on the ID field values of an sobject collection that you ve defined. Make sure your the sobject variable or collection is populated with ID values before using the Fast Delete element. To delete one or more records that meet filter criteria specified by regular variables and other flow resources, such as constants, formulas, and screen fields, use Record Delete. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the Fast Delete element onto the canvas. 3. Enter a Name and Unique Name for the element. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. If you haven t already added a description, click Add Description to do so. 5. Select the sobject variable or collection that you want to use to find the record or records to delete. The sobject variable or collection must have the same object type as the record type you re deleting. That is, if you re deleting several records of type account, use an sobject collection of type account. 6. Click OK. Warning: Things to note when using a Fast Delete element: Be careful when testing flows that contain delete elements. Even if the flow is inactive, running it will trigger the delete operation. To prevent deleting records by mistake, be as specific in your filter criteria as possible. Records are deleted from your organization the moment the flow executes the delete element. Deleted records are sent to the Recycle Bin and remain there for 15 days before they are permanently deleted. Note: If the Fast Delete fails for some reason, the fault connector path will be taken if you ve defined one. Subflows Overview Reduce the complexity of your flow by reusing other flows. 27

34 Flow Designer Elements Adding and Configuring a Subflow Element A subflow element references another flow and calls that flow at runtime. When a flow contains a subflow element, we call it the master flow to distinguish it from the referenced flow. With subflows, you can simplify your overall flow architecture. Build reusable flows to perform common tasks. For example, you can build reusable flows to capture address and credit card information, and authorize a credit card purchase amount. Then you can have multiple product-ordering flows call the reusable flows as needed. At runtime, the master flow calls the active version of each referenced flow by default. If a referenced flow has no active version, then the master flow calls the latest version of the referenced flow. To run only the latest version of each referenced flow, use one of the following methods: Open the master flow in the Cloud Flow Designer, and click Run with Latest in the button bar. Run the master flow from the flow URL appended with?latestsub=true. Note: Only flow administrators can run inactive flows. For other users, the flow will fail at runtime if a subflow element tries to call a flow with no active version. The Palette lists the other flows in your organization. If you select a flow in the Palette, the following information appears in the Description pane: The flow s unique name and description. The version of the flow that would be called by default at runtime. The flow version s variables that are available for input or output assignments. From a subflow element, you can only assign values to or from the referenced flow s variables that allow input/output access. This access is determined by the Input/Output Type of the variable. If you need to change the variable s Input/Output Type, open the referenced flow to edit the variable. Adding and Configuring a Subflow Element Use a subflow element to have the flow call another flow at runtime. Available in: Enterprise, Performance, Unlimited, and Developer Editions User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Before you begin, create or install the other flow that you want to call. A subflow element references another flow and calls that flow at runtime. When a flow contains a subflow element, we call it the master flow to distinguish it from the referenced flow. Use subflow input and output assignments to transfer data between the master flow and the referenced flow. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag the flow that you want to call onto the canvas. 3. Enter the general settings for the subflow element. Field Name Description Helps you identify the element on the canvas. 28

35 Flow Designer Elements Adding and Configuring a Subflow Element Field Unique Name Description Description The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. Appears after you click Add Description. 4. On the Inputs tab, assign values to variables in the referenced flow. These variable assignments occur when the master flow calls the referenced flow at runtime. Click Add Row to enter more variable assignments. Click to remove a row. Column Header Target Source Description Referenced flow s variable whose value you want to set. By default, the subflow overlay s drop-down lists for selecting the referenced flow s variables are populated with the variables of the currently active version of the referenced flow. If the referenced flow has no active version, the drop-down lists are populated with the variables of the latest version of the referenced flow. You can, however, view or select from the inputs and outputs of other versions of the referenced flow. Master flow s resource or value to assign to the target. Options: Select an existing flow resource, such as a variable, constant, or user input. Select CREATE NEW to create a new flow resource. Manually enter a literal value or merge field. When entering a date value, you must use the MM/DD/YYYY format. When entering a date/time value, you must use the MM/DD/YYYY HH:SS A format. 5. On the Outputs tab, assign values from the referenced flow s variables to the master flow s variables. These variable assignments occur when the referenced flow finishes running. Click Add Row to enter more variable assignments. Click to remove a row. Column Header Source Target Description Referenced flow s variable whose value you want to assign to the target. By default, the subflow overlay s drop-down lists for selecting the referenced flow s variables are populated with the variables of the currently active version of the referenced flow. If the referenced flow has no active version, the drop-down lists are populated with the variables of the latest version of the referenced flow. You can, however, view or select from the inputs and outputs of other versions of the referenced flow. Master flow s variable whose value you want to set. 29

36 Flow Designer Elements Viewing Inputs and Outputs of Other Referenced Flow Versions 6. Click OK. See Also: Searching the Palette Viewing Inputs and Outputs of Other Referenced Flow Versions While configuring a subflow element, you can view the variables of a specified version of the referenced flow. Available in: Enterprise, Performance, Unlimited, and Developer Editions User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Before you begin, add a subflow element to your flow. From a subflow element, you can only assign values to or from the referenced flow s variables that allow input/output access. This access is determined by the Input/Output Type of the variable. If you need to change the variable s Input/Output Type, open the referenced flow to edit the variable. By default, the subflow overlay s drop-down lists for selecting the referenced flow s variables are populated with the variables of the currently active version of the referenced flow. If the referenced flow has no active version, the drop-down lists are populated with the variables of the latest version of the referenced flow. If you want to populate the drop-down lists with the variables of another version of the referenced flow, or if you just want to view the descriptions of the referenced flow s variables, complete the following steps. 1. On the subflow overlay, expand the Input/Output Variable Assignments section. 2. Click View input/output of other versions. 3. Use one or more of the following options in the Select Version of Referenced Flow overlay. Option Select a Version number in the left pane. Select the Inputs tab or the Outputs tab. Click OK. Description The Inputs and Outputs tabs display the variables in the selected version of the referenced flow. The tab displays: The variables available for input or output assignment in the selected Version of the referenced flow. The data type of each variable. The description, if any, of each variable. The subflow overlay s drop-down lists for selecting the referenced flow s variables are populated with the variables of the selected Version of the referenced flow. When you configure subflow input and output assignments, you can specify variables from any version of the referenced flow. This enables you to develop both the master flow and referenced flow in parallel, while keeping another version of the referenced flow active for its users. When you save the master flow, however, the subflow validations are performed only against the currently active version or if there is no active version, then against the latest version of the referenced flow. You may see 30

37 Flow Designer Elements Adding and Configuring an Apex Plug-in Element informational validation messages about the variables that couldn t be found or that were configured differently in the referenced flow, but those messages won t block you from saving the flow. Nevertheless, be sure to resolve all validation errors before you activate the master flow. Adding and Configuring an Apex Plug-in Element User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow The Apex Plug-in element represents a piece of Apex code that you can include in a flow. It lets you call an Apex class with the Process.Plugin interface and pass data between your organization and a flow. When you open it, the Cloud Flow Designer discovers any Process.Plugin classes you created and displays them as elements on the Palette. Select a plug-in on the Palette to view its tag, class name, inputs, and outputs in the Description pane. Required inputs are listed with an asterisk (*). Important: Before you can use an Apex Plug-in element in a flow, you must first write the Apex class that implements the Process.Plugin interface. Be sure your describe method is implemented correctly so the Flow Designer can pull the input and output information. To add or configure an Apex Plug-in element: 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Palette, drag an Apex Plug-in element onto the canvas. The class name and plug-in description are taken from the plug-in code. 3. Enter a name for your new plug-in element. 4. If necessary, enter a different unique name. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 5. If you haven t already added a description, click Add Description to do so. 6. On the Inputs tab, assign values to the Apex parameters. Required parameters are automatically listed as targets. Click Add Row to set an optional parameter. Click a row. to remove Column Header Target Source Description Apex parameter whose value you want to set. Value to assign to the Apex parameter. Options: Select an existing flow resource, such as a variable, constant, or user input. Select CREATE NEW to create a new flow resource. Manually enter a literal value or merge field. When entering a date value, you must use the MM/DD/YYYY format. When entering a date/time value, you must use the MM/DD/YYYY HH:SS A format. 31

38 Flow Designer Elements Flow Apex Plug-ins Overview 7. On the Outputs tab, assign values from Apex parameters to variables in the flow. Click Add Row to enter more output assignments. Click to remove a row. Column Header Source Target Description Apex parameter whose value you want to get. Select an existing flow variable, or select CREATE NEW to create a new variable. 8. Click OK. Note: If the Apex plug-in fails for some reason, the fault connector path will be taken if you ve defined one. See Also: Flow Apex Plug-ins Overview Fault Connector Overview Searching the Palette Flow Designer Elements Flow Apex Plug-ins Overview The Apex Plug-in element represents a piece of Apex code that you can use to pass data between your organization and a flow. When using Apex plug-ins in a flow: Add a tag string to your Apex plug-in to group your plug-ins in the Flow Designer Palette. If you don't add a tag string to a plug-in, it shows up at the root level of the Apex Plug-ins section. Apex primitive data types Blob and Time aren't supported for flow plug-ins. If you don't provide a name for your plug-in, it displays in the Palette using the class name. If you make code changes to an Apex plug-in while the Cloud Flow Designer is open, you won't see the changes in the plug-in elements until you close and re-open the Designer. Connector Element Overview Connectors control how the flow is executed and are represented as arrows on the Flow Designer canvas. Adding and Deleting Connectors To add a connector between flow elements, click the node beneath the source element and drag and drop a line anywhere onto a target element. To delete a connector, select it and press the DELETE key. If the source element has defined outcomes, when you drop the connector onto its destination, you must select which outcome to assign to the path. Tip: When you select a connector, its color changes from gray to green. You might find it easier to select a connector by clicking and dragging an area on the canvas that includes both ends of the connector. 32

39 Flow Designer Elements Fault Connector Overview Connector Properties and Expected Behavior When you click and drag an element around the canvas, each end of the connector stays stuck to its element and stretches to accommodate the new element position. If you move the element into a new position in the flow, you must manually adjust any connections and outcomes. Deleting a connector doesn't delete the outcome associated with it, but deleting an element's outcome does delete the associated connector. Only Decisions, Steps and data elements can have more than one outgoing connector. Some elements also support an outgoing fault connector. The source and destination elements for a connector can't be the same. See Also: Fault Connector Overview Flow Designer Elements Fault Connector Overview While a connector element determines the normal path of flow execution, a fault connector is executed at runtime only when its source element results in an error. A fault connector can have any target element but only the following source elements: Apex Plug-In Record Create Record Update Record Lookup Record Delete Fast Create Fast Update Fast Lookup Fast Delete By default, if executing one of these elements results in an error, the flow displays a generic error message to the flow user. Also, the user can t proceed with the flow. Use fault connectors to gracefully handle such errors. For example: Suppose an Apex plug-in element calls an external Web service to validate user-entered addresses. If the Web service call fails for any reason, the flow can proceed along the fault connector to a screen where the user can verify the entered address, make any corrections, and proceed with the flow. If the flow is used only internally, for example by call center users, each fault connector s target screen can display a system fault message that flow users can give to the IT department. For example, you can set up a Display Text field on the screen as follows: Sorry, but you can t update records at this time. Please open a case with IT, and include the following error message: {!$Flow.FaultMessage} You can ignore the errors completely, and have the flow proceed along the normal path. To do this, add a fault connector on top of the connector element. 33

40 Flow Designer Elements Fault Connector Overview Add and delete a fault connector just as you would add and delete a connector element, only you need to add the connector element first. The connector element properties and expected behavior also apply to fault connectors. See Also: Connector Element Overview Flow Designer Elements 34

41 Chapter 4 Flow Designer Resources In this chapter... Adding and Configuring a Constant Adding and Configuring a Variable Adding and Configuring a Formula Adding and Configuring a Text Template Adding and Configuring a Choice Adding and Configuring a Dynamic Choice Global Constants Overview Available in: Enterprise, Performance, Unlimited, and Developer Editions Resources, such as variables, constants, or formulas, allow you to store or manipulate data and use it throughout your flow. For example, if a user inputs the cost of a meal in a tip calculator flow, you can store that value as a constant and use it with a formula to calculate optimum tip amount based on what service level the user chooses later in the flow. Resources are non-visual elements. They won t show up on your canvas and can t be added to it. If you need to edit or delete resources you ve created, you can find them on the Explorer tab. The following resources are available in the Cloud Flow Designer: Constant Variable SObject Variable Pilot SObject Collection Pilot Formula Text Template Choice Dynamic Choice Global Constants Though they don t appear on the Resources tab, global constants are considered to be resources. Global constants have fixed values, while the other resources can be created and customized as needed. Note: Every time you add an element or resource to a flow, it s also added to the Explorer tab. 35

42 Flow Designer Resources Adding and Configuring a Constant Adding and Configuring a Constant User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow In order to assign constants to your flow using the Assignment element, you first need to create them. The Constant resource allows you to a define a fixed value that can be used throughout your flow. Every time you create a new constant, it is added to the Explorer tab by its unique name. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Resources tab, double-click Constant. 3. Enter a Unique Name for the constant. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. Enter a description. 5. Set the Data Type for the constant. 6. Enter a value for the constant. When entering a date value, you must use the MM/DD/YYYY format. When entering a date/time value, you must use the MM/DD/YYYY HH:SS A format. 7. Click OK to accept your changes or Cancel to discard them. Adding and Configuring a Variable User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow In order to assign variables to your flow using the Assignment element, you have to first create them. The Variable resource allows you to create updatable values to use in your flow. Every time you create a new variable, an item representing that variable is added to the Explorer tab. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Resources tab, double-click Variable. 3. Fill out the fields. Field Unique Name Description The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 36

43 Flow Designer Resources SObject Variable Overview Pilot Description Helps you determine when to assign or use this variable as you set up your flows. The description appears in the Description pane when the variable is selected in the Explorer tab. Depending on the Input/Output Type, the variable s description may be viewed from another flow s subflow element. Data Type Scale Determines the types of values that can be assigned to the variable. Appears only when the Data Type is set to Number or Currency. The scale is the maximum number of digits allowed to the right of the decimal point. This number can't exceed 17. If you leave this field blank or set to zero, only whole numbers are displayed when your flow runs. Input/Output Type Determines whether the variable can be accessed outside the flow. Private Variable can be assigned and used only within the flow. Input Variable can be set at the start of the flow using URL parameters, Visualforce controllers, or subflow inputs. Output Variable s value can be accessed from Visualforce controllers and other flows. This field doesn t affect how variables are assigned or used within the same flow, for example, through these types of elements: Assignment, Record or Fast Create, Record or Fast Lookup, and Apex Plug-in. The default value of the field depends on the release or API version in which the variable is created: Private for a variable created in Summer 12 and later or in API version 25.0 and later. Input and Output for a variable created in Spring 12 and earlier or in API version Warning: Disabling input or output access for an existing variable may impact the functionality of applications and pages that call the flow and access the variable via URL parameters, Visualforce controllers, and subflows. Default Value Enter a default value for the variable, or use the drop-down list to assign the value of a flow resource as the default. Use the CREATE NEW section of the drop-down list to create new resources, if necessary. If you leave this field blank, the variable value is set to null. When entering a date value, you must use the MM/DD/YYYY format. When entering a date/time value, you must use the MM/DD/YYYY HH:SS A format. 4. Click OK to accept your changes or Cancel to discard them. You can delete a variable at any time. Any variable assignments and allocations using the deleted variable will be set to null. SObject Variable Overview Pilot Use an sobject variable as a container in the flow to store, update, and reference field values for a record. 37

44 Flow Designer Resources Adding and Configuring an SObject Variable Pilot User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Note: SObject variables in a flow are currently available through the Launch Flows from Workflow Rules pilot program. For information on enabling this feature in your organization, contact salesforce.com. The following SObject variable specific elements are available for interacting with Salesforce. Fast Create element Create a new Salesforce record using all the populated fields of an sobject variable. Fast Update element Update an existing Salesforce record using all the populated fields of an sobject variable. Fast Lookup element Use filters to look up an existing Salesforce record, and query its fields to populate an sobject variable. Fast Delete element Use the ID in an sobject variable to identify which record to delete in the Salesforce database. Have the flow check whether an sobject variable contains a value before executing an element that uses it. SObject variables default to null when they re created. This lets you use a Decision element to make sure an sobject variable has a value before you use it, for example. You can use them with the is null operator in Decision elements and in update, delete, and lookup elements for interacting with the Salesforce database. The was set operator lets you use a Decision element to determine whether an sobject variable field was ever set, even if set to null. You can t use was set with an sobject variable that is set to null because you can t access any fields in an unassigned sobject. There are limitations when using sobject variables in this pilot release. Flows that contain sobject variables can only be run from a flow trigger workflow action. All other run methods won t work, including Salesforce pages, custom buttons, and the Run button in the Cloud Flow Designer. This means that to test such a flow, you also have to: Activate the flow. Create a workflow rule with a flow trigger. Create or update a relevant record to meet the workflow rule criteria. Adding and Configuring an SObject Variable Pilot Use the sobject variable resource to store updatable values for a record. User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Note: SObject variables in a flow are currently available through the Launch Flows from Workflow Rules pilot program. For information on enabling this feature in your organization, contact salesforce.com. Using SObject Variables In order to assign sobject variables to your flow using the Assignment element, you have to first create them. Use the SObject Variable resource to store updatable record values to use in your flow. Every time you create a new sobject variable, an item representing that variable is added to the Explorer tab. The default value for an sobject is null. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 38

45 Flow Designer Resources SObject Collection Overview Pilot 2. From the Resources tab, double-click SObject Variable. 3. Fill out the fields. Field Unique Name Description Input/Output Type Description The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. The description appears in the Description pane when the variable is selected in the Explorer tab. Depending on the Input/Output Type, the variable s description may be viewed from another flow s subflow element. Determines whether the variable can be accessed outside the flow. Private Variable can be assigned and used only within the flow. Input Variable can be set at the start of the flow using URL parameters, Visualforce controllers, or subflow inputs. Output Variable s value can be accessed from Visualforce controllers and other flows. This field doesn t affect how variables are assigned or used within the same flow, for example, through these types of elements: Assignment, Record or Fast Create, Record or Fast Lookup, and Apex Plug-in. The default value of the field is Private. Warning: Disabling input or output access for an existing variable may impact the functionality of applications and pages that call the flow and access the variable via URL parameters, Visualforce controllers, and subflows. Object Type Type of Salesforce record that the sobject variable represents in the flow. 4. Click OK. You can delete an sobject variable at any time. Any variable assignments and allocations using the deleted variable are set to null. SObject Collection Overview Pilot Use an sobject collection as a container in a flow to store, update, and reference field values for multiple records. User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Note: Collections are currently available through the Launch Flows from Workflow Rules pilot program. For information on enabling this feature in your organization, contact salesforce.com. The following SObject collection specific elements are available for interacting with Salesforce. Fast Create element Create new Salesforce records using all the populated fields of an sobject collection. Fast Update element Update existing Salesforce records using all the populated fields of an sobject collection. 39

46 Flow Designer Resources SObject Collection Overview Pilot Fast Lookup element Use filters to look up existing Salesforce records, and query their fields to populate an sobject collection. Fast Delete element Use the IDs in an sobject collection to identify which records to delete in the Salesforce database. Use a Loop element to cycle through every item in an sobject collection. A collection is an ordered group of related items. An individual item in a collection is similar to an sobject variable and contains fields with values. To see how this works, imagine looking up some Account records in your organization. You create a collection of type Account to store the results, and your lookup returns three records, so your collection contains three items. The first item in the collection contains the field values from the first Account record returned, the second item contains the second Account record s values, and so on. In addition, if your lookup was just for the Name, Description, and Phone fields of an Account, each item in the collection will contain only the Name, Description, and Phone field values. The values of other fields in the account records are not copied into the collection, with one exception: the Id field. The Id field is always queried by default. You can use a loop element to examine every item in the collection. To continue the example, you could loop through the collection and check every Account item in the collection to see if the Phone field value is in the 415 area code and, if so, perform an action. Following the previous example, let s use a collection named acctcollforlookup to contain the three Account sobject values our lookup returned. The items in the collection contain the Name, Description, and Phone field values. We also have an Account sobject variable named acctloopiter to contain these values for each Account item in the collection as we iterate through the collection. Using a Decision element in the loop, we check each collection item to see if Phone contains 415, and set the Description appropriately. Then we copy the updated acctloopiter item into a new collection named acctcollforupdate. You can t update an existing collection; you can only add or clear items from the collection. This is because a loop variable, like acctloopiter, is a copy of a collection item s values. Changing a value in acctloopiter doesn t change an item s value in the collection. Instead, create a new collection and add the contents of acctloopiter to that collection in the loop. When the loop finishes we update the Salesforce records with values from the new collection. Here s what the example flow looks like in the Cloud Flow Designer. 40

47 Flow Designer Resources Adding and Configuring an SObject Collection Pilot Adding and Configuring an SObject Collection Pilot Use the sobject collection resource to create updatable values for multiple sobject variables. User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Note: Collections are currently available through the Launch Flows from Workflow Rules pilot program. For information on enabling this feature in your organization, contact salesforce.com. Creating SObject Collections Every time you create a new sobject collection, an item representing that variable is added to the Explorer tab. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Resources tab, double-click SObject Collection. 3. Fill out the fields. Field Unique Name Description Input/Output Type Description The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. The description appears in the Description pane when the collection is selected in the Explorer tab. Depending on the Input/Output Type, the collection s description may be viewed from another flow s subflow element. Determines whether the variable can be accessed outside the flow. Private Variable can be assigned and used only within the flow. Input Variable can be set at the start of the flow using URL parameters, Visualforce controllers, or subflow inputs. Output Variable s value can be accessed from Visualforce controllers and other flows. This field doesn t affect how variables are assigned or used within the same flow, for example, through these types of elements: Assignment, Record or Fast Create, Record or Fast Lookup, and Apex Plug-in. The default value of the field is Private. Warning: Disabling input or output access for an existing variable may impact the functionality of applications and pages that call the flow and access the variable via URL parameters, Visualforce controllers, and subflows. Object Type Type of Salesforce records that the sobject collection represents in the flow. 4. Click OK. 41

48 Flow Designer Resources Adding and Configuring a Formula Using SObject Collections Collections support the contains operator in Decision elements, to determine if a collection contains a specific sobject value. For contains to evaluate to True: The type of the values in the collection must be the same as the type of the sobject value or values you re comparing against. The types and values of all fields of an sobject item in the collection must match those of the sobject values you re comparing against. The comparison operators equals and not equal can be used with collections, as can the isnull operator. You can also use the add operator to add an sobject variable s field values to a new item at the end of a collection. Flows that contain collection variables can only be run from a flow trigger workflow action. All other run methods won t work, including Visualforce pages, custom buttons, and the Run button in the Cloud Flow Designer. This means that to test such a flow, you also have to: Activate the flow. Create a workflow rule with a flow trigger. Create or update a relevant record to meet the workflow rule criteria. You can delete an sobject collection at any time. Any variable assignments and allocations using the deleted variable are set to null. Adding and Configuring a Formula User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Use the Formula resource to calculate a value using numeric elements in your flow. Every time you create a new formula, it s added to the Explorer tab by its unique name. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Resources tab, double-click Formula. 3. Enter a Unique Name for the formula. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows.a unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. Enter a description. 5. If needed, set the Scale for the formula. The scale is the maximum number of digits allowed to the right of the decimal point. This number can't exceed 17. If you leave this field blank or set to zero, only whole numbers are displayed when your flow runs. 6. Enter your formula. Use the arrowhead to select resources from your flow. Use the CREATE NEW section of the drop-down list to create new resources, if necessary. For a complete list of operators and functions for building formulas in Salesforce, see Formula Operators and Functions Overview in the Salesforce Help. Note: Some formula operators are not supported in the Cloud Flow Designer and will result in your formula returning a null value. See Flow Formulas Overview for the complete list. 42

49 Flow Designer Resources Flow Formulas Overview 7. Click OK to accept your changes or Cancel to discard them. See Also: Flow Formulas Overview Flow Formulas Overview You can use standard Salesforce formula syntax in two places within a flow: In a Formula resource In a Screen element, specifically to validate user input for a field The Formula Resource The Formula resource calculates a numeric value using functions and elements in your flow. Consider the following when creating a Formula resource. You can use pure text functions in your formula, but the formula output must be numeric. Any formula that doesn't resolve to a number or that contains an unsupported function returns null. If you include an invalid formula resource in a Display Text screen field, the formula result is displayed to the user as an empty string. You can't activate a flow that contains an invalid formula. Formulas for Validating Flow User Input You can use a formula to validate flow user input by selecting Validate when configuring an input field on a Screen element. The formula expression must return a Boolean value. If the formula statement evaluates to TRUE, the input is valid. If the formula statement evaluates to FALSE, the error message is displayed to the user. If the user leaves the field blank, and the field is not required, no validation is performed. Examples of formulas for validating flow user input: Validate the format of an address: REGEX({! _Address},"[a-zA-Z0-9._%+-]+@[a-zA-Z0-9.-]+\\.[a-zA-Z]{2,4}") Validate the format of a zip code: REGEX({!Zipcode},"\\d{5}(-\\d{4})?") Flow Formula Limitations A formula in a flow can't contain more than 3,000 characters. Formulas in flows don't support the following functions. Using these functions results in your formula returning null. GETRECORDIDS IMAGE INCLUDE INCLUDES ISCHANGED ISNEW 43

50 Flow Designer Resources Adding and Configuring a Text Template ISPICKVAL PARENTGROUPVAL PREVGROUPVAL PRIORVALUE REQUIRE SCRIPT VLOOKUP For a complete list of operators and functions for building formulas in Salesforce, see Formula Operators and Functions Overview in the Salesforce Help. See Also: Adding and Configuring a Formula Adding and Configuring a Text Template User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow Use the Text Template resource to create text to use in your flow. For example, if you have a flow that registers people for an event, you could create a text template that includes a registrant's name, address, and other information, then use the template in an confirmation sent out when the flow finishes. Every time you create a new text template, it is added to the Explorer tab by its unique name. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. From the Resources tab, double-click Text Template. 3. Enter a Unique Name. Note: The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows.a unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. 4. Enter a description. 5. In the text box, type the text for your template. Use the Select resource drop-down to insert content from your flow (variables, constants, user input, and so on), or type it manually. Use the CREATE NEW section of the drop-down list to create new resources, if necessary. Click to switch between the plain text editor and the rich text editor. Using the rich text editor saves the content as HTML. 6. Click OK. Adding and Configuring a Choice Available in: Enterprise, Performance, Unlimited, and Developer Editions 44

51 Flow Designer Resources Adding and Configuring a Choice User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow A Choice resource is a standalone choice option that you can reference or reuse throughout your flow. For example, if you have a flow asking users to choose a particular service level, you could create separate choice options for Gold, Silver, and Bronze. Each one becomes a unique choice resource on the Explorer tab. You could then set up a Screen later on in the flow with a display text field that includes the choice resource with a description of the features included. You can create a choice resource in two ways: From the Resources tab Double-click Choice in the resources list. From anywhere the CREATE NEW drop-down list option is available. On the Choice overlay: 1. Enter a label for the choice field. 1. If you want to use the rich text editor to format your field label, click the rich text editor icon ( ) to the right of the Label field. a. Once you re done editing the text, click OK. The Label field display changes to indicate that it is now a rich text field. b. Click Edit to make changes to your label text. c. Click Clear to completely clear the Label field and start over. 2. If necessary, customize the Unique Name. 3. If you haven t already added a description, click Add Description to do so. 4. Set the choice s Value Data Type. 5. If desired, fill in a Stored Value. If a user leaves a choice blank or unselected, its stored value is set to null. 2. Select the Show input on selection checkbox to have a user input field appear below the choice option. This option isn t available if the choice s data type is Boolean. a. Enter a label for the user input field. b. Select the Required checkbox to make the user input field required. c. In the Input Validation section, create a formula expression to validate the user input for the field. i. Select Validate. ii. Enter a formula expression to define the values allowed for the field. iii. Customize the error message that will be displayed to the flow user if the input fails validation. Click to switch between the plain text editor and the rich text editor. Using the rich text editor saves the content as HTML. Note: If the formula statement evaluates to TRUE, the input is valid. If the formula statement evaluates to FALSE, the error message is displayed to the user. If the user leaves the field blank, and the field is not required, no validation is performed. 6. Click OK. 45

52 Flow Designer Resources Adding and Configuring a Dynamic Choice After you create a choice, it shows up on the Explorer tab, where you can edit it as needed. Adding and Configuring a Dynamic Choice User Permissions Needed To open, edit, or create a flow in the Cloud Flow Designer: Manage Force.com Flow A dynamic choice looks up data from an object s records and dynamically generates a set of choices at runtime. Throughout your flow, you can reuse a Dynamic Choice resource for choice fields, and you can reference the stored value of a Dynamic Choice resource. The stored value is determined by the most recent user selection of a choice within the generated set. As an example, let's say you're setting up a flow for all employees of Acme Inc. and need them to identify which Acme division they work in. Instead of manually entering each division name as a separate choice, you could set up the dynamic choice to look up all instances where Acme appears in the division name. Then, when the employees step through the flow, they can select from a dynamically generated choice list of all division names containing Acme. 1. From Setup, click Create > Workflow & Approvals > Flows and open a new or existing flow. 2. Create a dynamic choice using one of the following methods: From the Resources tab, double-click Dynamic Choice. From the Screen overlay, add or select a choice field in the preview pane. In the Choice Settings for that field, select CREATE NEW > Dynamic Choice From any resource-selecting drop-down list, select CREATE NEW > Dynamic Choice. 3. Enter the general settings for the choice. Field Unique Name Description Value Data Type Description The requirement for uniqueness applies only to elements within the current flow. Two elements can have the same unique name, provided they are used in different flows. A unique name is limited to underscores and alphanumeric characters. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. Appears after you click Add Description. Data type of the choice s stored value. 4. Select the object whose records contain the data for the generated choices. 5. Specify the filter criteria for retrieving records from the database. Click Add Row to enter more filters. Click to remove a row. Column Header Field Operator Value Description Field for filtering records. The available filter operators depend on the data type selected for the Field and Value. The Field and Value in the same row must have the same data type. Options: Select an existing flow resource, such as a variable, constant, or user input. Select CREATE NEW to create a new flow resource. 46

53 Flow Designer Resources Adding and Configuring a Dynamic Choice Column Header Description Manually enter a literal value or merge field. When entering a date value, you must use the MM/DD/YYYY format. When entering a date/time value, you must use the MM/DD/YYYY HH:SS A format. If you remove all filter rows, all records of the selected object are retrieved and a choice is generated for each record. 6. Select the records fields whose values you want to use in the generated choices. Field Choice Label Choice Stored Value Description Record s field whose value appears as the choice label at runtime. Make sure to choose a field that contains data. Otherwise, users see blank generated choices at runtime. Record s field whose value is stored when the user selects this choice at runtime. The available options depend on the Value Data Type of the Dynamic Choice resource. If you don t fill out this field, the stored value is set to null. For example, let's say you're setting up a support flow for a computer hardware manufacturer, and you want to let users identify a product to find its latest drivers. You could set up a dynamic choice that displays all products whose product ID starts with a specific string of characters. However, since the flow users are more likely to know the product's name than its ID, you would select a field containing the product name for the Choice Label. 7. To sort the generated choices: a. Select Sort results by. b. Select the record s field to sort by. Only sortable fields appear in the drop-down list. c. Select the sort order, either ascending or descending. 8. To limit the number of generated choices: a. Select Limit number of choices to. b. Enter the maximum number of choices (up to 200) to include in the generated set. 9. Set up field assignments that occur at runtime when the user selects a choice from the generated set. Use flow variables to store field values from the record associated with the user-selected choice. Click Add Row to enter more field assignments. Click to remove a row. Column Header Field Variable Description Record s field whose value you want to assign to a variable. Select an existing flow variable, or select CREATE NEW to create a new variable. Note: When the dynamic choice is used in a multi-select choice field, flow variables store the field values of only the last selected record in the dynamically generated set of choices. If the dynamic choice is used in multiple multi-select choice fields on the same screen, the flow variable assignments are determined by the first multi-select choice field on the screen. 47

54 Flow Designer Resources Global Constants Overview Let s return to our example where the flow user selects a product name from the generated set of choices. If, elsewhere in the flow, you want to refer to or display the associated product ID and product description, you would assign flow variables to store the relevant field values from the user-selected record. 10. Click OK. After you create a dynamic choice, it is available on the Explorer tab. Global Constants Overview In any value or resource drop-down list in the Cloud Flow Designer, you may see a section called GLOBAL CONSTANT. Global constants are system values that, depending on the context of the drop-down list, let you assign EmptyString, True, or False as the value for that field. For example, when creating a variable of type Boolean, if you click on the arrow button to the right of the Default Value field and expand the GLOBAL CONSTANT section, you ll see $GlobalConstant.True and $GlobalConstant.False. However, when creating a variable of type Currency, the GLOBAL CONSTANT section isn t available. Visibility of this section depends on the data type of the resource you re working with. Available global constants: {!$GlobalConstant.True} available for resources of type Boolean {!$GlobalConstant.False} available for resources of type Boolean {!$GlobalConstant.EmptyString} available for resources of type Text Note: At runtime, {!$GlobalConstant.EmptyString} and null are treated as separate, distinct values. For example: If you leave a text field or resource value blank, that value is null at runtime. If you instead want the value to be treated as an empty string, set it to {!$GlobalConstant.EmptyString}. For a condition in a Decision element, use the is null operator to check whether a value is null. If the condition compares two text variables, make sure their default values are correctly either set to {!$GlobalConstant.EmptyString} or left blank (null). 48

55 Chapter 5 Flow Administration In this chapter... Managing Your Flows Editing Flow Properties Putting Flows to Work Adding a Flow to a Visualforce Page Setting Flow Finish Behavior A flow starts out as a process or decision diagram created in the Flow Designer. Once uploaded and run in Salesforce, it becomes an application for navigating users through a series of screens. Available in: Enterprise, Performance, Unlimited, and Developer Editions User Permissions Needed To view a flow: View Setup and Configuration To run a flow from: Flow detail page Flow URL Visualforce tab or page pointing to the flow URL Custom Web tab, link, or button pointing to the flow URL or to the URL of a Visualforce page that embeds the flow Run Flows OR Force.com Flow User field enabled on the user detail page OR Manage Force.com Flow To run an inactive flow: Manage Force.com Flow To run a flow from within the Cloud Flow Designer: To open, edit, or create a flow in the Cloud Flow Designer: To activate, deactivate, or delete a flow, or to edit flow properties: To get started using flows, from Setup, click Create > Workflow & Approvals > Flows. From the list page, you can: Create a new flow. Open a flow. If there is no version of the flow activated, Open launches the latest version. View details about a flow by clicking its name. Edit the name or description of a flow. See flow status. 49

56 Flow Administration Managing Your Flows Managing Your Flows User Permissions Needed To view a flow: View Setup and Configuration To run a flow from: Flow detail page Flow URL Visualforce tab or page pointing to the flow URL Custom Web tab, link, or button pointing to the flow URL or to the URL of a Visualforce page that embeds the flow Run Flows OR Force.com Flow User field enabled on the user detail page OR Manage Force.com Flow To run an inactive flow: Manage Force.com Flow To run a flow from within the Cloud Flow Designer: To open, edit, or create a flow in the Cloud Flow Designer: To activate, deactivate, or delete a flow, or to edit flow properties: You can have several different versions of a single flow in Salesforce, but only one version of each flow can be active at a time. To manage a flow, from Setup, click Create > Workflow & Approvals > Flows and click a flow name. On the flow detail page you can: View a list of all versions of the flow. By default, flow versions are sorted by Created Date. Activate a version of the flow. Note: When you activate a new version of a flow, the previously activated version (if one exists) is automatically deactivated. Flow processes currently running continue to run using the version with which they were initiated. Delete a flow or flow version. Click the Delete button to delete the flow completely, including all versions. Click the Del link in the Flow Versions list to delete inactive versions of the flow. Note: You can t delete an active flow. Once deactivated, you must wait 12 hours to delete a flow or flow version. This ensures that flows in progress have time to complete. Flows that have never been activated can be deleted immediately. Open a flow or flow version. Only users with the Manage Force.com Flow permission can open flows. Click the Open button to open the active version of the flow. If there is no version of the flow activated, Open launches the latest version. Click the Open link in the Flow Versions list to open a specific version of the flow. Note: You can t make direct changes to an active flow. If you open an active version of a flow, you can make edits, but you can t save those edits unless you save as either a new flow or new flow version. 50

57 Flow Administration Editing Flow Properties Run a flow or flow version. Click the Run button to run the active version of the flow. If there is no active version, the Run button runs the latest version. Click the Run link next to the version name to run an individual flow version. Only users with the Manage Force.com Flow permission can run inactive flows. Note: To allow other Salesforce users to run active flows directly, create a custom Web tab, link, or button pointing to the flow URL. Include the namespace prefix in the flow URL when pointing users to a flow installed from a package. If the flow contains subflow elements and you want to call the latest version of each referenced flow, append?latestsub=true to the URL. Users running flows this way must have the Run Flows permission or have the Force.com Flow User field enabled on their user detail page. Edit the name or description of the flow. See the flow namespace prefix, if it was installed from a managed package. The Cloud Flow Designer can t open flows installed from managed packages. See flow status. Inactive flows are valid and can be activated. Draft flows are inactive, invalid, and can t be activated. Deactivate the active version of the flow. Editing Flow Properties User Permissions Needed To view a flow: To open, edit, or create a flow in the Cloud Flow Designer: View Setup and Configuration Manage Force.com Flow To activate, deactivate, or delete a flow, or to edit flow properties: The name and description of a flow in Salesforce make up the flow properties. The properties of a flow and its flow versions are separate. If you haven't yet edited the flow properties, and you activate a version of the flow, the name and description fields are automatically updated to reflect those of the active version. Once you edit the name and description of your flow, the fields are no longer automatically updated to match the active version. To edit the properties of a flow: 1. From Setup, click Create > Workflow & Approvals > Flows. 2. Choose one of the following options: Click Edit next to the flow name. Click the flow name, and then click Edit. Click Open next to the flow name, and then click. 3. Edit and save the flow properties. 51

58 Flow Administration Putting Flows to Work Putting Flows to Work User Permissions Needed To create, edit, and set version settings for Visualforce pages: To create and edit custom buttons, links, and web tabs: Customize Application Customize Application You can share flows with users in several ways. Embed flows in a Visualforce page and incorporate that page into a Force.com app with a custom button, link, or Visualforce tab Use this method when the people who ll be using your flow are all users in your organization and you want to customize the flow s look and feel. For example, this method is appropriate if you re using flows to script calls for your company s customer support center and you want to design a custom tab from which they can select a script to use. Or, if you want to customize the way leads are created in Salesforce, you can override the New button on the Leads home page and have it point to a custom Visualforce page with an embedded flow that captures only the lead information you want. Users running a flow delivered this way must have access to the Visualforce page. They must also have the Run Flows permission, or their user detail page must have the Force.com Flow User field enabled. Embed flows in a Visualforce page and incorporate that page into a Force.com site, Customer Portal, or Partner Portal Use this method when you want to share a flow with members of the public who aren t standard users in your organization. For example, this method is appropriate if you want to set up a self-service tool for your public Force.com site to help visitors generate custom sales quotes. Since the flow is embedded in a Visualforce page, you can customize the appearance of the flow so it uses your company s branding and style. Site and portal users running a flow delivered this way must have access to the Visualforce page. They don t need any other permissions. Note: When making a flow available to site or portal users, be sure to point them to the URL of the Visualforce page that contains the embedded flow, not to the URL of the flow itself. Site and portal users don t have the privileges to run flows directly. Give users access to the flow URL, either directly or through a custom button, link or web tab Use this method when the people who ll be using your flow are all users in your organization and you don t need to customize its look and feel. You can find the direct URL of a flow on its detail page: From Setup, click Create > Workflow & Approvals > Flows. Include the namespace prefix in the flow URL when pointing users to a flow installed from a managed package. If the flow contains subflow elements and you want to call the latest version of each referenced flow, append?latestsub=true to the URL. Users running flows this way must have the Run Flows permission or have the Force.com Flow User field enabled on their user detail page. Create a workflow action to launch a flow Pilot A workflow action called a flow trigger launches a flow when the workflow rule criteria are met. This enables you to automate more business processes without writing code: set up a flow to perform logic, and have the flow executed via 52

59 Flow Administration Adding a Flow to a Visualforce Page a workflow action. For example, you can create a flow that identifies the default entitlement and assigns it to the case. Then create a flow trigger to launch the flow whenever a case is created, so that all new cases are automatically set with a default entitlement. To set up a workflow rule to trigger a flow: 1. Create a trigger-ready flow. 2. Create a flow trigger. 3. Associate the flow trigger to a workflow rule. Flows that can be launched by a flow trigger workflow action are called trigger-ready. A trigger-ready flow can t contain certain elements in any of its versions. Step element Screen element Apex Plug-in element Subflow element referencing a flow that isn t trigger-ready A flow is trigger-ready if it has a Run Restrictions value of None or Trigger only. The run restrictions are listed with your available flows. From Setup, click Create > Workflow & Approvals > Flows to see the values. Adding a Flow to a Visualforce Page User Permissions Needed To create, edit, and set version settings for Visualforce pages: To activate, deactivate, or delete a flow, or to edit flow properties: Customize Application Manage Force.com Flow To customize a flow s look and feel or enhance its functionality you can embed it as a component in a Visualforce page. If your organization has flows enabled for sites and portals, you can then deliver the flow to your Force.com site, Customer Portal, or partner portal users. Note: Users can only run flows that have an active version. If the flow you embed doesn't have an active version, users see an error message. If the flow you embed includes a subflow element, the flow that is referenced and called by the subflow element must have an active version. To add a flow to a Visualforce page, embed it using the <flow:interview> component: 1. Find the flow's unique name: a. Go to the flow list page. From Setup, click Create > Workflow & Approvals > Flows. b. Click the name of the flow you want to embed. 2. Define a new Visualforce page or open one that you want to edit. 3. Add the <flow:interview> component, somewhere between the <apex:page> tags. 4. Set the name attribute to the unique name of the flow. For example: <apex:page> <flow:interview name="myuniqueflowname"/> </apex:page> 53

60 Flow Administration Setting Flow Finish Behavior Note: If the flow is from a managed package, then the name attribute must be in this format: namespace.flowuniquename. 5. Restrict which users can run the flow by setting the page security for the Visualforce page that contains it. If the Visualforce page containing the flow is delivered externally to site or portal users, any of those users with access to the Visualforce page can run the embedded flow. If the Visualforce page containing the flow is delivered to users within your organization through a custom Web tab, link, or button, users must have access to the page. They must also have the Run Flows permission or have the Force.com Flow User field enabled on their user detail page. 6. Specify what happens when a user clicks Finish in a flow screen by setting the flow finish behavior. Setting Flow Finish Behavior User Permissions Needed To create, edit, and set version settings for Visualforce pages: Customize Application Because flows are rendered using Visualforce, you can use the finishlocation attribute to redirect users to another screen in Salesforce when they click Finish. Note: If finishlocation isn't specified, users that click Finish are routed back to the first screen of the flow. If you use a standard controller to display a record on the same page as the flow, users that click Finish are routed back to the first screen of the flow, without the record. This is because the id query string parameter isn t preserved in the page URL. If needed, configure the finishlocation to route users back to the record. You can't redirect flow users to a URL that s external to your Salesforce organization. Set a flow's final screen in one of these ways. Embed the flow as a component in a Visualforce page and configure finishlocation manually. Here's a simple example, using the URLFOR function. You can use URLFOR to: Route users to a relative URL, such as the Salesforce home page. <apex:page> <flow:interview name="flowname" finishlocation="{!urlfor('/home/home.jsp')}"/> </apex:page> Route users to a specific record or detail page using its ID. For example, if you wanted to route users to a detail page with an ID of 001D000000IpE9X: <apex:page> <flow:interview name="flowname" finishlocation="{!urlfor('/001d000000ipe9x')}"/> </apex:page> For more examples, see "Configuring the finishlocation Attribute in a Flow" in the Visualforce Developer's Guide. 54

61 Flow Administration Setting Flow Finish Behavior Note: If you deliver a flow to your users from a custom button, link, or Web tab that points to the flow URL, we recommend against using returl in the URL path to redirect them. Using returl can cause the destination page you specify to be rendered with top and side navigation bars nested within the existing Salesforce top and side navigation bars. You can't redirect flow users to a URL that s external to your Salesforce organization. 55

62 Chapter 6 Running Flows Available in: Enterprise, Performance, Unlimited, and Developer Editions User Permissions Needed To view a flow: To run a flow as a user directly from the flow URL, or from a custom Web tab, link, or button pointing to the flow URL: To run a flow from the flow detail page, list page, or from within the Cloud Flow Designer, or to run an inactive flow: View Setup and Configuration Run Flows OR Force.com Flow User field enabled on the user detail page Manage Force.com Flow Flows are a collection of scripted screens that you can step through to collect and update data. For example, as a support representative in a call center, you can use flows to capture information as you help troubleshoot customer issues. Or as a salesperson, you can use flows to generate real-time quotes. You can even use flows to manipulate your organization's data in new ways. Depending on how flows are set up in your organization, you can run them directly from the flow URL in your browser, or from a custom Web tab, link, or button pointing to the URL. If your administrator hasn't defined custom Web tabs, links, or buttons for flows, you can find the direct flow URL. From Setup, click Create > Workflow & Approvals > Flows, then click on the name of the flow you want to run. Consider the following when running flows: Don't use your browser's Back or Forward buttons to navigate through a flow. This may result in inconsistent data between the flow and Salesforce. A single flow may have up to 50 different versions. When you run a flow, you see the active version, which may not necessarily be the latest version. Flow administrators can also run flows directly from the flow detail page. 56

63 Chapter 7 Flows in Change Sets and Packages In this chapter... Available in: Enterprise, Performance, Unlimited, and Developer Editions Flows created in the Cloud Flow Designer can be included in both change sets and packages. The recipient organization of either the change set or package must have Visual Workflow enabled.. Considerations for Flows in Change Sets If you plan to deploy a flow using change sets, you must account for limitations in migration support. Make sure your flows reference only fields and components available in change sets. You can only include one version of a flow in a change set. If the flow has no active version when you upload the outbound change set, the latest inactive version is used. When you view the dependent components for the change set, the Component Dependencies page lists the dependencies for all versions of the flow. Add all interdependent components for the relevant flow version to the outbound change set. An active flow in a change set will be inactive once deployed to its destination. You must manually activate it after deployment. Deploying or re-deploying a flow using change sets will always create a new version of the flow in the destination organization. Considerations for Flows in Packages If you plan to deploy a flow using packages, you must account for limitations in migration support. Make sure your flows reference only packageable components and fields. Flows can be included in both managed and unmanaged packages. You can only package active flows. The active version of the flow is determined when you click to upload a package version. The upload fails if there aren t any active versions of the flow. When creating a custom button, link, or Web tab to point to a flow installed from a managed package, be sure to include the namespace in the URL. The URL format is: /flow/namespace/flowuniquename. When embedding a flow installed from a managed package in a Visualforce page, you must set the name attribute to this format: namespace.flowuniquename. If you want to update a managed package with a different flow version, activate that version and upload the package again. You don t need to add the newly-activated version to the package. However, if you activate a flow 57

64 Flows in Change Sets and Packages version by mistake and upload the package, you ll distribute that flow version to everyone. Be sure to verify which version you really want to upload. An active flow in a package will be active once installed. The previous active version of the flow in the destination organization is deactivated in favor of the newly-installed version. Any in-progress flows based on the now-deactivated version will continue to run without interruption, but will reflect the previous version of the flow. If you install a package containing multiple flow versions in a fresh destination organization, only the latest flow version included in the package is deployed. Upgrading a managed package in your organization installs a new flow version only if there is a newer flow version from the developer. After several upgrades, you may end up with multiple flow versions If you install a flow from an unmanaged package that has the same name but a different version number as a flow already in your organization, the newly-installed flow becomes the latest version of the existing flow. However, if the packaged flow has the same name and version number as a flow already in your organization, the package install will fail. You can t overwrite a flow. Referential integrity works the same for flows as it does for other packaged elements. When working with flows in packages, consider these limitations: The Cloud Flow Designer can t open flows installed from managed packages. You can t delete a flow from an installed package. To remove a packaged flow from your organization, you must first deactivate it, wait 12 hours, then uninstall the package. In a development organization, you can t delete a flow or flow version once you ve uploaded it to a released or beta managed package. You can t delete flow components from Managed - Beta package installations in development organizations. Flows can t be included in package patches. If you have multiple versions of a flow installed from multiple unmanaged packages, you can t remove only one version by uninstalling its package. Uninstalling a package managed or unmanaged that contains a single version of the flow removes the entire flow, including all versions. 58

65 Chapter 8 Flow Limits Available in: Enterprise, Performance, Unlimited, and Developer Editions The following limits apply to flows in Salesforce: Maximum number of versions per flow Maximum number of executed elements at runtime Maximum number of active flows per organization Maximum number of flows per organization You can t run flows if you exceed your organization's Force.com sites limits or Apex execution governors and limits. 59

66 Chapter 9 Visual Workflow Considerations Available in: Enterprise, Performance, Unlimited, and Developer Editions When creating, managing, and running flows, consider the permissions, use limits, and data issues. The Cloud Flow Designer Be careful when testing flows that contain Record Delete elements. Even if the flow is inactive, running it will trigger the delete operation. Flows can delete records that are in an approval process. Keep this in mind if you have flows that contain Record Delete or Fast Delete elements. When entering a date value, you must use the MM/DD/YYYY format. When entering a date/time value, you must use the MM/DD/YYYY HH:SS A format. The Flow Designer doesn't support UTF-8 encoding for text in user input fields. The Flow Designer uses the permissions and locale assigned to the current user. The Cloud Flow Designer contains embedded fonts for all locales it supports. The supported locales are: English (US) French (France) German (Germany) Spanish (Spain) Japanese (Japan) Chinese (Traditional) Chinese (Simplified) If you enter unsupported characters for a supported locale, they re displayed using system fonts instead of the embedded fonts. In unsupported locales, your system font settings are used to display all characters in the Cloud Flow Designer. If the Cloud Flow Designer doesn't show a custom object or field that was recently created, close and reopen it. If a user leaves a choice blank or unselected, its stored value is set to null. If you have the same choice option used in more than one place on different screens in your flow, a was selected query on that choice option will always resolve to the most recent one. If you have the same choice option with a user input used in more than one place on the same screen, a was selected query on that choice option will always resolve to the first one. If you leave any field or resource value blank, that value is null at runtime. If you want a text value to be treated as an empty string instead of null, set it to {!$GlobalConstant.EmptyString}. Don t enter the string null as the value of a text field in the Cloud Flow Designer. If you do this, you may not be able to save the flow. The Cloud Flow Designer can t open flows installed from managed packages. 60

67 Visual Workflow Considerations If you open a flow from Winter 12, any Boolean decision it contains is converted to a multi-outcome Decision element that: Uses the same name as the old decision. Takes the unique name of the old decision, appended with _switch. Has an outcome labeled True. This outcome s unique name matches that of the old decision, and its conditions are migrated from the True outcome of the old decision. Has a default outcome labeled False. Flow Administration You can t run flows if you exceed your organization's Force.com sites limits or Apex execution governors and limits. If you haven't yet edited the flow properties, and you activate a version of the flow, the name and description fields are automatically updated to reflect those of the active version. Once you edit the name and description of your flow, the fields are no longer automatically updated to match the active version. When you activate a new version of a flow, the previously activated version (if one exists) is automatically deactivated. Flow processes currently running continue to run using the version with which they were initiated. You can t delete an active flow. Once deactivated, you must wait 12 hours to delete a flow or flow version. This ensures that flows in progress have time to complete. Flows that have never been activated can be deleted immediately. Flow Runtime Don't use your browser's Back or Forward buttons to navigate through a flow. This may result in inconsistent data between the flow and Salesforce. A single flow may have up to 50 different versions. When you run a flow, you see the active version, which may not necessarily be the latest version. 61

68 Chapter 10 Visual Workflow Accessibility Overview Available in: Enterprise, Performance, Unlimited, and Developer Editions Visual Workflow is 508-compliant with the following exceptions: Clicking the next or previous buttons doesn't change the title of the screen, so you may not realize you're on a new page. There are no labels on radio buttons. Screen readers can't distinguish between questions. Questions without defined prompts may not read correctly. Errors are not noted when reading the fields. 62

69 Chapter 11 Visual Workflow Terminology Available in: Enterprise, Performance, Unlimited, and Developer Editions The following terminology is used for Visual Workflow in Salesforce: Element Flow Elements are the building blocks of flows. Each element represents an action, such as presenting information to, or collecting information from, flow users, or even querying, creating, updating, and deleting information in Salesforce. By connecting elements together in the Flow Designer, you can create a flow, which is a series of screens, inputs, and outputs through which users navigate. A flow starts out as a process or decision diagram created in the Flow Designer. Once uploaded and run in Salesforce, it becomes an application for navigating users through a series of screens. Cloud Flow Designer Cloud-based application that lets administrators create a flow for use in Salesforce. Master Flow A master flow is a flow that contains a subflow element. The term master is used to distinguish it from the flow that is referenced and called by the subflow element. Resource Resources, such as variables, constants, or formulas, allow you to store or manipulate data and use it throughout your flow. Sub Flow A subflow element references another flow, which it calls at runtime. The flow that contains the subflow element is referred to as the master flow. 63

70 APPENDICES Appendix A Tutorial #1: Creating a Tip Calculator If you're new to flows and the Flow Designer, this tip calculator tutorial is a simple introduction to the basic elements of a flow and how they work together. Optional Step: Pre-configure Your Flow Using Step Elements A Step is a placeholder element you can use to quickly sketch out a draft of a new flow or make conceptual changes to an existing flow. Once you have your flow set up using Steps, you can then convert them into Screens or replace them with other elements. In this step, we ll pre-configure the tip calculator flow using Step elements. When thinking about how to draft our tip calculator flow, we know we need to do two things for the users: give them a place to enter the bill amount and service quality, then show them the recommended tip amount. Let s start with those. 1. From Setup, click Create > Workflow & Approvals > Flows. 2. Click New Flow. 3. From the Palette in the left pane, click and drag a Step element onto the canvas. 4. Enter Bill Information Step into the Name field. 5. Press TAB, and the Unique Name field should automatically fill in. 6. In the Description field, enter Capture bill amount and service quality. 7. Click OK. 8. From the Palette in the left pane, click and drag another Step element onto the canvas, beneath the first one. 9. Enter Tip Amount Step into the Name field. 10. In the Description field, enter Display tip amount. 11. Click OK. 12. Click and drag an arrow connector from the bottom of the Bill Information Step onto the Tip Amount Step. From the user s perspective, all we need are two screens, representing input (bill amount, service quality) and output (tip amount). However, at least one thing needs to happen that the user will never see: the calculation of the tip amount. We ll use a Formula resource for that later on. Note: Steps aren t valid elements for active flows. You can have a draft flow with Steps in it and can run it in the draft state as an administrator, but you must replace the Steps with other elements before you can activate the flow and let users run it. 64

71 Tutorial #1: Creating a Tip Calculator Step 1: Add a Screen Element to Capture the Bill Information Step 1: Add a Screen Element to Capture the Bill Information In the first screen of the flow, we ll ask the user to input the bill amount and rate the level of service they received. If you bypassed the optional step to pre-configure your flow with Step elements: 1. From Setup, click Create > Workflow & Approvals > Flows. 2. Click New Flow. 3. From the Palette in the left pane, click and drag a Screen element onto the canvas. 4. Enter Bill Information into the Name field. 5. Press TAB, and the Unique Name field should automatically fill in. If you did the optional step to pre-configure your flow with Step elements, we need to convert the Step into a Screen. 1. Hover over the Bill Information Step and click. 2. Remove Step from the Name field. It should just read Bill Information now. 3. Remove _Step from the Unique Name field. It should just read Bill_Information now. The first thing we want to gather on the screen is the bill amount, so we need to add an input field for it. 1. Click the Add a Field tab. 2. Double-click to add a Currency field. A blank currency field appears in the right preview pane. 3. Click the currency field in the preview pane to configure it. 4. On the Field Settings tab, enter Bill Amount in the Label field. 5. Enter 2 into the Scale field. The scale is the maximum number of digits allowed to the right of the decimal point. This number can't exceed 17. If you leave this field blank or set to zero, only whole numbers are displayed when your flow runs. 6. Make the field required. The next thing we want to know is how the user rated their service, so we need a choice input field. 1. Click the Add a Field tab again. 2. Double-click to add a set of radio buttons. 3. Click the radio button field in the preview pane. 4. On the Field Settings tab, enter Quality of Service in the Label field. 5. Set Value Data Type to Number, because we ll be storing the service level choice as a number representing tip percentage. 6. Enter 2 into the Scale field. 7. Make the field required. In the Choice Settings section, we need to set up four service level choices for the user. Choices are resources, and we can create them here in the Screen overlay. 1. Click the arrow button to the right of the first Choice field, expand the CREATE NEW section, and select Choice. 2. In the Label field, type Excellent. 3. Set the Value Data Type to Number. 4. For Stored Value, enter 20, representing a 20% tip. 5. Click OK. 6. Click Add Choice to repeat these steps three more times, adding new choices with the following values. Label: Good; Stored Value: 15 Label: Fair; Stored Value: 10 Label: Poor; Stored Value: 0 65

72 Tutorial #1: Creating a Tip Calculator Step 2: Create Formulas to Calculate Tip Amount and Total Bill 7. Verify that your Screen overlay looks like this, then click OK. Step 2: Create Formulas to Calculate Tip Amount and Total Bill To calculate the tip amount and the total bill, we need to create two formulas. The tip amount is based on the bill amount and service quality. The total bill adds together the bill amount and the result of the tip amount calculation. Calculate the Tip Amount The tip amount is the bill amount multiplied by the service quality value as a percentage. When setting up our screen in Step 1, we gave the Quality of Service choices numeric stored values, which correspond to tip percentages. We ll set up this formula to automatically calculate how much tip should be given based on what level of service quality the user chose. 1. Click on the Resources tab. 2. Double-click the Formula resource. 3. Enter TipAmount for Unique Name. 4. Enter 2 into the Scale field. The scale is the maximum number of digits allowed to the right of the decimal point. This number can't exceed 17. If you leave this field blank or set to zero, only whole numbers are displayed when your flow runs. 5. Click the arrowhead button, expand the SCREEN INPUT FIELDS section and select Bill_Amount. You should see {!Bill Amount} appear in the text box. 6. We want to multiply the bill amount by the service quality value, so after {!Bill Amount}, type an asterisk. 7. Put your cursor directly after the asterisk, click the arrowhead button, expand the SCREEN CHOICE FIELDS section, and select Quality_of_Service. 8. Since we want to represent the service quality as a percentage, type /100 after {!Quality_of_Service}, then enclose both in parentheses, like so: ({!Quality_of_Service}/100). 9. Your final formula should look like this: {!Bill Amount}*({!Quality_of_Service}/100). 66

73 Tutorial #1: Creating a Tip Calculator Step 2: Create Formulas to Calculate Tip Amount and Total Bill 10. Click OK. If you click the Explorer tab, you should now see TipAmount under the FORMULAS section. Calculate the Total Bill The total bill is the sum of the TipAmount formula plus the bill amount value the user entered in the first screen. 1. From the Resources tab, double-click the Formula resource again. 2. Enter TotalBill for Unique Name. 3. Enter 2 into the Scale field. The scale is the maximum number of digits allowed to the right of the decimal point. This number can't exceed 17. If you leave this field blank or set to zero, only whole numbers are displayed when your flow runs. 4. Click the arrowhead button, expand the SCREEN INPUT FIELDS section and select Bill_Amount. You should see {!Bill Amount} appear in the text box. 5. We want to add the bill amount and tip amount together, so after {!Bill Amount}, type a plus sign (+). 6. Put your cursor directly after the plus sign, and using the arrowhead button, expand the FORMULAS section, and select TipAmount. 7. Your formula should look like this: {!Bill Amount}+{!TipAmount}. 8. Click OK. If you click over to the Explorer tab again, you should now see TipAmount and TotalBill in the Formulas section. 67

74 Tutorial #1: Creating a Tip Calculator Step 3: Add a Screen to Display the Results Step 3: Add a Screen to Display the Results We ve created the formulas to calculate tip amount and total bill amount, and next we need to display those back to the user. To do this, we ll set up another Screen element. If you bypassed the optional step to pre-configure your flow with Step elements: 1. From the Palette in the left pane, click and drag a Screen element onto the canvas. 2. Enter Show Tip Summary into the Name field. 3. Press TAB, and the Unique Name field should automatically fill in. If you did the optional step to pre-configure your flow with Step elements, we need to convert the second Step into a Screen. 1. Hover your mouse over the Tip Amount Step and click. 2. Change the Name field to Show Tip Summary. 3. Change the Unique Name field to Show_Tip_Summary. Now we can configure the fields for the Screen. 1. Click the Add a Field tab. 2. Double-click to add a Display Text field. 3. Click the Display Text field in the preview pane. 4. On the Field Settings tab, enter TipSummary for the unique name. 5. In the text box, type: You say the quality of service was X, so you should leave a tip of Y for a total bill of Z. We ll replace X, Y, and Z with values from the flow. a. Click the arrowhead next to the Select resource field. b. Expand the SCREEN CHOICE FIELDS section and select Quality_of_Service. c. Replace the X in the sentence with {!Quality_of_Service}. d. Click the arrowhead again, expand the FORMULAS section, and select TipAmount. e. Replace the Y in the sentence with {!TipAmount}. f. Click the arrowhead again, expand the FORMULAS section, and select TotalBill. g. Replace the Z in the sentence with {!TotalBill}. The final text in the preview pane of the overlay should look like this: You say the quality of service was {!Quality_of_Service}, so you should leave a tip of {!TipAmount} for a total bill of {!TotalBill}. 6. Verify your Screen overlay looks like this, then click OK. 68

75 Tutorial #1: Creating a Tip Calculator Step 4: Save the Flow 7. If you didn t already do it in the optional first step, click and drag an arrow connector from the Bill Information screen element onto the Show Tip Summary screen element. Tip: If you accidentally delete a selected element or connector from the canvas, don t panic! Go up to the button bar and click Undo ( ). If you undo too many changes, click Redo ( ). Your Flow Designer main canvas should contain two Screen elements, as shown here. Step 4: Save the Flow OK, we're done setting up our flow! Now we need to save it. 1. Click Save on the button bar. 2. Enter Calculate Tip in the Name field. 3. Press TAB, and the Unique Name field should automatically fill in. 4. Enter a description if you like. 5. Click OK. You may have noticed this message on the Save dialog: 69

76 Tutorial #1: Creating a Tip Calculator Step 5: Run the Flow All flows must have an element designated as the start point. Let's do that now. 1. If you didn't already, click OK to close the save dialog box. 2. Hover your mouse over the Bill Information screen element and you'll see three icons appear in the upper right corner. 3. Click to set the Bill Information screen as the starting point for the flow. 4. Click Save again to save this change. 5. Click Close. You should be taken to the flow detail page. Step 5: Run the Flow We've created and saved our flow, now let's run it to make sure everything works correctly. We'll fill it out as a user would, using some sample numbers. 1. From the flow detail page, click either the Run button at the top of the page, or the Run link in the Action column. The flow should open up in a new window. 2. In the Bill Amount field, enter For Quality of Service, select Excellent. 4. Click Next. 5. The next screen should read: You say the quality of service was Excellent, so you should leave a tip of for a total bill of

77 Tutorial #1: Creating a Tip Calculator Step 5: Run the Flow 6. Click Finish. 7. Close the flow window. 71

78 Appendix B Tutorial #2: Creating a Sustainability Survey This tutorial is slightly more complex than the Tip Calculator. This time we ll create a flow for a company that wants to find out the commute habits of its employees. Using a combination of display text, textboxes, and radio buttons, we ll capture employees regions, commute hours, and addresses. We re going to ask them to identify their region in the first screen, then we ll use a Decision element and a series of Screen elements to route them through the flow based on which region they choose. Step 1: Add a Screen Element to Capture Users Region The first screen in the flow will introduce the survey and ask users what region they work in. So, we ll need to display some text and present users with a choice. 1. From Setup, click Create > Workflow & Approvals > Flows. Tip: If you completed the Tip Calculator flow, you ll see it here on the flow list page. In the Actions column, the Edit link lets you edit the flow properties, such as its name and description. The Open link opens the flow in the Flow Designer. Clicking the flow name takes you to the flow detail page. 2. Click New Flow. 3. From the Palette in the left pane, click and drag a Screen element onto the canvas. 4. Enter Welcome to the Sustainability Survey into the Name field. 5. Press TAB, and the Unique Name field should automatically fill in. The first thing we want to do on this screen is to welcome the user and tell them a little bit about the survey. 1. Click the Add a Field tab. 2. Double-click Display Text. A display text field appears in the preview pane. 3. Click the display text field to configure it. 4. On the Field Settings tab, enter SurveyIntro in the Unique Name field. 5. In the text box, type in Thank you for spending the next seven minutes on this commute survey. Your participation will help us assess our environmental footprint as a company and help us plan better transportation options as we grow. At the end of the survey, enter your address for the chance to win a $250 gift card! One winner will be chosen at random. Next, we ll ask users to identify which region they work in. 1. Click back over to the Add a Field tab. 2. Under the CHOICES section, double-click Radio Buttons. 72

79 Tutorial #2: Creating a Sustainability Survey Step 2: Add and Configure a Decision Element 3. Click the Radio Button field in the preview pane. 4. On the Field Settings tab, enter In which region do you work? in the Label field. 5. In the Choice Settings section, we need to set up two region choices for the user. Choices are resources, and we can create them here in the Screen overlay. a. Click the arrow button to the right of the first Choice field, expand the CREATE NEW section, and select Choice. b. In the Label field, type AMERICAS. c. For Stored Value, enter AMERICAS. d. Click OK. e. Click Add Choice f. Click the arrow button to the right of the new Choice field, expand the CREATE NEW section, and select Choice. g. In the Label field, type EMEA. h. For Stored Value, enter EMEA. i. Click OK. 6. Verify that your Screen overlay looks like this, then click OK. Step 2: Add and Configure a Decision Element You may be wondering why we need a Decision element, since we set up a set of radio buttons in the last screen for the user to choose their region. The Decision element is what provides the logic behind the scenes to direct users down a branch of the flow based upon the choices they make. Users won t see it. For our example, we have only two choices, AMERICAS or EMEA, so we can set the decision to a simple Boolean outcome: true or false. We ll set AMERICAS as the True path, so by default, any user choosing EMEA will travel down the False path of the flow. 1. From the Palette tab, click and drag a Decision element onto the canvas directly below the Screen you just created. 2. Enter Route based on region for Name. 3. In the Outcomes section, we ll configure the conditions for each outcome. a. For Name, enter Region: AMERICAS b. In the Resource field, click and expand the CHOICES section and select AMERICAS. 73

80 Tutorial #2: Creating a Sustainability Survey Step 3: Add a Screen Element for the AMERICAS Option c. Select was selected for the operator. d. In the Value field, click and expand the GLOBAL CONSTANT section and select $GlobalConstant.True. e. Click [Default Outcome]. The default outcome defines a path to which users will be routed if none of the other outcome conditions are met. Since our decision is a simple Boolean one, and we ve already set our True path (AMERICAS), we can use the default outcome as our False path. f. For Name, enter Region: EMEA. 4. Verify that your Decision overlay looks like this, and click OK. 5. Click and drag an arrow connector from the Screen element onto the new Decision element. Step 3: Add a Screen Element for the AMERICAS Option We have two outcomes for our Decision element, so we need to set up two Screen elements asking the user for input based on which region they chose: one for AMERICAS and one for EMEA. In this step, we ll create the AMERICAS Screen element. 1. From the Palette in the left pane, click and drag a Screen element onto the canvas. 2. Enter Office and Commute Days into the Name field. 3. Change the Unique Name field to Get_Office_and_Commute_Days_AMERICAS. We need two different bits of information from the user: what office they re in, and the number of days they commute to work. First we ll ask for their office location. 1. Click the Add a Field tab. 2. Under the CHOICES section, double-click to add a set of radio buttons. 3. Click the Radio Buttons field in the preview pane to configure it. 4. On the Field Settings tab, enter Office Location in the Label field. 5. Change the Unique Name to Office_Location_AMERICAS. 6. In the Choice Settings section, we need to set up three region options for the user. Choices are resources, and we can create them here in the Screen overlay. a. Click the arrow button to the right of the first Choice field, expand the CREATE NEW section, and select Choice. b. In the Label field, type US: San Francisco. 74

81 Tutorial #2: Creating a Sustainability Survey Step 3: Add a Screen Element for the AMERICAS Option c. For Stored Value, enter SF. d. Click OK. e. Click Add Choice to repeat these steps two more times, adding new choices with the following values. Label: US: New York; Stored Value: NY Label: US: Washington DC; Stored Value: DC Next, we ll ask users to tell us how many days they commute to work every week. 1. Click back over to the Add a Field tab. 2. Under the INPUTS section, double-click to add a Textbox. 3. Click the Textbox field in the preview pane. 4. On the Field Settings tab, enter How many days a week do you commute to work? in the Label field. 5. Change the unique name to Number_of_Days_AMERICAS. 6. Verify that your Screen overlay looks like this, then click OK. 7. Click and drag an arrow connector from the Decision element onto this Screen element. A Decision Routing dialog box appears. 8. Make sure Region: AMERICAS is selected, then click OK. A connector labeled as Region: AMERICAS should appear between the Decision and the Screen we just created. 75

82 Tutorial #2: Creating a Sustainability Survey Step 4: Add a Screen Element for the EMEA Option Step 4: Add a Screen Element for the EMEA Option We created the Screen element for the AMERICAS choice path, now we need to create the EMEA Screen element. 1. From the Palette in the left pane, click and drag a Screen element onto the canvas. 2. Enter Office and Commute Days into the Name field. 3. Change the Unique Name field to Get_Office_and_Commute_Days_EMEA. Again, we need two different bits of information from the user: what office they re in, and the number of days they commute to work. First we ll ask for their office location. 1. Click the Add a Field tab. 2. Under the Choices section, double-click to add a set of radio buttons. 3. Click the Radio Buttons field in the preview pane to configure it. 4. On the Field Settings tab, enter Office Location in the Label field. 5. Change the unique name to Office_Location_EMEA. 6. In the Choice Settings section, we need to set up three region options for the user. a. Click the arrow button to the right of the first Choice field, expand the CREATE NEW section, and select Choice. b. In the Label field, type UK: London. c. For Stored Value, enter UK. d. Click OK. e. Click Add Choice to repeat these steps two more times, adding new choices with the following values. Label: France: Paris; Stored Value: FR Label: Spain: Madrid; Stored Value: SP Next, we ll ask users to tell us how many days they commute to work every week. 1. Click back over to the Add a Field tab. 2. Under the INPUTS section, double-click to add a Textbox. 3. Click the Textbox field in the preview pane. 4. On the Field Settings tab, enter How many days do you commute to work? in the Label field. 5. Change the unique name to Number_of_Days_EMEA. 6. Verify that your Screen overlay looks like this, then click OK. 76

83 Tutorial #2: Creating a Sustainability Survey Step 5: Collect Commute Information 7. Click and drag a connector from the Decision element onto this new Screen element. Because you already set up the path pointing to the AMERICAS Screen, the Flow Designer knows that the second connector coming out from the Decision element should automatically be labeled as Region: EMEA. Your diagram should look similar to this now: Step 5: Collect Commute Information The next set of information we need to collect from each user is how long they spend commuting each day and how much their commute costs them, in both time and money. 1. From the Palette in the left pane, click and drag a Screen element onto the canvas. 2. Enter Detailed Commute Information into the Name field. 3. Change the Unique Name field to Get_Detailed_Commute_Information. We need three different types of information from the user. First, we ll ask how long their round-trip commute is, in miles. 1. Click the Add a Field tab. 2. Under the INPUTS section, double-click to add three Textbox fields. 3. Click the first Textbox field in the preview pane to configure it. 4. On the Field Settings tab, enter How long is your commute, round-trip? in the Label field. 5. Change the unique name to Distance. 77

84 Tutorial #2: Creating a Sustainability Survey Step 6: Collect Address 6. Expand the Help Text section. Text you enter here displays in an information tooltip as a help icon ( ) to the right of the field. When the user clicks the icon during runtime, the help text appears. 7. Type in Enter the distance in miles. Next, we ll ask how long they spend commuting each day. 1. Click the second Textbox field in the preview pane. 2. On the Field Settings tab, enter How long does your commute take, round-trip? in the Label field. 3. Change the unique name to Time. 4. Expand the Help Text section. 5. Type in Enter the time in hours. Lastly, we ll ask how much they spend on commute expenses every month. 1. Click the third Textbox field in the preview pane. 2. On the Field Settings tab, enter How much do you spend on your commute every month? in the Label field. 3. Change the unique name to Cost. 4. Expand the Help Text section. 5. Type in Enter the amount in your local currency. 6. Verify that your Screen overlay looks like this, then click OK. 7. Click and drag a connector from the both the Americas and EMEA Screen elements onto this Screen element. Step 6: Collect Address The final bit of information we want to collect from our users is their address, so we can enter them into a raffle for a gift card. 1. From the Palette in the left pane, click and drag a Screen element onto the canvas. 2. Enter Enter Your for Raffle into the Name field. 3. Change the Unique Name field to Get_ _for_Raffle. 4. Click the Add a Field tab. 5. Under the OUTPUTS section, double-click to add Display Text. 78