Generic outgoing flows

Table of Contents

1. Create Outgoing Referrals manually one at a time
2. Create Outgoing Referrals automatically
3. Create Outgoing Referrals in bulk
4. Submit Outgoing Referral
5. Resubmit Outgoing Referral
6. Edit Outgoing Referral

1. Create Outgoing Referrals manually one at a time

There are two ways to manually create Outgoing Referrals one at a time: from the Opportunity page while in the WorkSpan App or from a Referral list view. These two ways have a different start but become exactly the same after only a few steps. The difference is that when you start from an Opportunity, then it will automatically become the Opportunity linked to the Referral. If you start from a list view, then you can either select a specific existing Opportunity or you can create a Referral with no Opportunity at all. In the latter case, you will be able to link the Referral to an existing Opportunity or create a new Opportunity from it exactly the same as with Incoming Referrals.

If you want to create a Referral from the Opportunity page in the WorkSpan App:

1. Navigate to the Referrals tab. 
2. Click Add Referral in the middle of the screen.

If some Referrals already exist under the Opportunity, then click + Add Referral on the right.

Either way, the same modal will appear, with the Opportunity selector locked.

Alternatively, if you want to create a Referral from a Referral list view:

1. Navigate to any Referral list view in the Referrals tab and click New in the top right corner.
   
2. Find and select an Opportunity in the modal that appears. Or leave the Opportunity blank if you want to create a Referral with no Opportunity.

From this point, both ways are exactly the same.

3. In the “Add Referral” modal window, select a Partner to send the referral to.
4. Click Create Referral.

5. The standard “New Referral” modal window will appear where some fields might be pre-populated based on the field mappings (Configure default values for Referrals). Edit or populate the details as you need and click Save.

Since this is a standard modal, there is no way to remove or override the Save & New button. Train your AEs to ignore it because it’ll produce invalid Referrals that can’t be synced to WorkSpan.

6. You will be redirected to the newly created Referral record detail page.

7. In the background, a Partner Referral record is created (with the Partner you selected in step 3) and linked to the Referral record. Also, an outbound payload has been queued to WorkSpan. (Sending data to WorkSpan)
8. The Referral will be “Outgoing” and in “Pending” status.
9. In the “WorkSpan Integration Status” LWC on the right, you’ll see “Last Sync From Salesforce Status: Sending”. After you refresh the page and see “Success” in that field, it means WorkSpan has successfully received the Referral.

7. You can create multiple Referrals from the same Opportunity.

2. Create Outgoing Referrals automatically

This functionality is available if your admin has configured and activated the Flow to auto-create Referrals and if the user is assigned either WorkSpan Account Executive or WorkSpan Sales Ops Manager permission set. Auto-creation works on the principle of no user input; it is triggered as soon as you try to save the Opportunity that now meets the Flow entry criteria. At that moment, the Flow tries to create a Referral, populating all the fields according to default field mappings Configure default values for new Referrals). If your admin has left the default Ready For Submit value as “No” Default Ready For Submit field value, then most field validations are skipped during bulk creation. Otherwise, if the default mapped value does not meet the validation criteria (or if the user doesn’t have a proper permission set), then not only will a referral not be created, but the Opportunity won’t be saved as well.

Just because a Referral was successfully created using auto-create—doesn’t mean it is a ‘finished’ Referral. If your admin has left the default Ready For Submit value as “No” Default Ready For Submit field value, then most field validations are skipped during auto-creation. It is very similar to draft Referrals created in WorkSpan (Refer 2.18.2.1. Receiving draft referrals): they exist in the system, but you may not be able to edit or submit them without populating some fields first.

3. Create Outgoing Referrals in bulk

Bulk creation works on the principle of least possible user input: a user selects Opportunities from which to create Referrals and selects a single Partner that will be the target of all Referrals. After that, the package tries to create a Referral for each selected Opportunity, populating all the fields according to default field mappings. Refer Configure default values for new Referrals.

If your admin has left the default Ready For Submit value as “No” (Refer to Default Ready For Submit field value), then most field validations are skipped during bulk creation. Otherwise, if the default mapped value does not meet the validation criteria, then a Referral for that Opportunity will not be created. But this won’t stop other eligible Opportunities from producing a Referral during bulk creation; partial success is allowed.

If you want to be able to create Outgoing Referrals in bulk, then your admin should Customize Opportunity list views. After that, you will see the Create Referral button on every Opportunity list view in the org.

1. Select from 1 up to 200 Opportunities using check-boxes on the left and click Create Referral.

2. A new screen will open. Select which Partner you want to share the Referral with, and click Create Referrals.

3. If you are creating Microsoft referrals, you can add Microsoft Solutions to each referral. Select which solutions you would like to add, and all of them will be added to each created referral.

4. If all Referrals are created successfully, then you’ll see a success message and a link to every new Referral record.

Please note that the results from this page are NOT saved anywhere for later access. So if you close the browser tab or navigate away—all the messages from the “Result” column will be lost.

Just because a Referral was successfully created using bulk create—doesn’t mean it is a ‘finished’ Referral. If your admin has left the default Ready For Submit value as “No”(Refer to Default Ready For Submit field value), then most field validations are skipped during bulk creation. It is very similar to draft Referrals created in WorkSpan (Refer Receiving draft referrals): they exist in the system, but you might not be able to edit or submit them without populating some fields first.

5. If something goes wrong during creating Referrals, then you will get a partial failure or full failure message and an error message next to every Opportunity from which the Referral couldn’t be created. Most likely reason is that your default Ready For Submit value is “Yes” (Refer to Default Ready For Submit field value), and either some required fields aren’t mapped, or the Opportunity doesn’t have them populated. You will also get the full list of errors to your email address.

4. Submit Outgoing Referral

Sending a Referral from Salesforce to WorkSpan doesn’t necessarily mean that WorkSpan will send it further to the partner or to another system if one is involved. That’s what the Referral submission flow is for. Essentially, it is a way of changing the Ready For Submit field value from ‘No’ to ‘Yes’ (Refer to Default Ready For Submit field value).

1. If your admin has left the OOTB default Ready For Submit value as ‘No’, then on the Outgoing Referrals, you will see the Submit Referral button.
2. If you click on it, then the system will validate the Referral, and if everything is fine—send to WorkSpan the information that it is ready to be submitted to the partner or to another system, and the button will disappear.
3. However, if some validation fails, then you will get an error message, and the Referral will not be submitted. In order to find and fix the problem, Edit the Referral and try to save it in the UI—you will be notified of all the missing fields that way.
4. Once the Referral has been submitted, there is no way to un-submit it.

5. Resubmit Outgoing Referral

Partner-specific Referrals (e.g. AWS, Google or Microsoft) should be submitted not only within WorkSpan but within third-party platforms (e.g. AWS ACE (Refer AWS Integration Status), Google (Google Integration Status) or MPC (MPC Integration Status). In case the error occurs on the side of the third-party platform, the Integration Status( Integration Status LWC) of the Referral changes to `CREATE_FAILED` and the ‘Resubmit’ button appears on the Referral Actions LWC. (Opportunity Actions LWC (“Actions”))

Once you update the relevant fields and click the ‘Resubmit’ button, the system will validate the Referral, and if everything is fine — send to WorkSpan the information that it is ready to be resubmitted to the partner or to another system, and the button will disappear.

However, if some validation fails or an error occurs again on the side of the third-party platform, then you will get an error message, and the Referral will not be resubmitted. In order to find and fix the problem, make edits within the confirmation modal window after clicking the ‘Resubmit’ button:

6. Edit Outgoing Referral

You can edit all of the shared fields, the customer details, and your company details. You can’t edit some technical fields and some fields that are only supposed to be edited in WorkSpan. You also can’t edit your partner’s details, which are stored on the related Partner Referral record.