The package comes with some Flow Templates that you can either ignore, use as is or customize to better suit your unique business processes (Salesforce Flows are amazingly customizable, you can start learning about that here).
OOTB all Flow Templates in our package are inactive. If we ever update them, the updated version will also appear in your org inactive after a package upgrade. And If you have already activated a previous version (it doesn’t matter if you’ve customized it or not), that version will NOT change. You will have to either manually change your version in accordance with the updated version from the package or deactivate your version and activate the updated version as is.
In order to activate a packaged Flow Template as is, go to Setup>Flows and click on the Flow Label.
In the Flow Builder, click Activate in the top right corner.
You will need a “View All Data” system permission on your profile in order to activate any of the packaged Flow Templates because they are of the Record-Triggered type.
In order to update a packaged Flow Template before activating, follow the steps described here 2.10.2.
1.1. Auto-create Referral from Opportunity Flow Template (Mandatory)
This template is incomplete OOTB. If you simply activate it as is, then not only will it not work, but your users will start catching errors and won’t be able to edit their Opportunities.This template allows to auto-create a Referral from an Opportunity (refer to this) when it meets certain criteria. OOTB will auto-create a Referral for the same Partner under the same Opportunity only if it doesn’t already exist (it doesn’t matter if the existing one was created manually or not). However, a key piece of information for a Referral is your Partner. Since Opportunity doesn’t have a standard field that fits such a purpose, you need to create your own custom field for that and change some placeholder text in the template with your custom field’s API Name.
Here’s what you need to do.
- If you are going to use this template, then all users in your organization who will be working with Opportunities (it doesn’t matter if they also work with Referrals or not) should be assigned either WorkSpan Account Executive (recommended) or WorkSpan Sales Ops Manager (not recommended, since it provides too much access) permission set (refer to this).
If you don’t do this, then when a user without a proper permission set will update an Opportunity to meet the criteria and trigger Referral auto-creation—they will catch an error. And not only the Referral wouldn’t be auto-created, but the Opportunity will not be updated as well.
If you only work with one partner (e.g. AWS), and you want all your qualified Opportunities to be shared with the partner, then you can skip everything that involves creating a custom WorkSpan Partner ID field (steps 2, 5-6-7-8). And in steps 10-17, instead of referencing a custom field, just hardcode ‘Amazon’ as the field value everywhere:- Create a text (255) field on Opportunity to store the Partner ID from WorkSpan, called for example WorkSpan Partner ID.
- Go to Setup > Flows and click on “Auto-create Referral from Opportunity”.
- In the Flow canvas, double-click on the Start element.
- Scroll down to “Set Entry Conditions”. OOTB, the template only has one condition: Probability is over 20%. And while the Flow can work like that, we strongly recommend adding at least one more condition: that your custom WorkSpan Partner ID field is not blank. To do that, click + Add Condition.
- In the Field field, scroll down or search for your custom WorkSpan_Partner_ID__c field and click on it.
- Set Operator to “Is Null’ and Value to “{!$GlobalConstant.False}”
You can also add more conditions that make sense for your business, e.g. if Amount reaches a certain number.
- Click Done.
- Double-click on the “Get Records Search Referrals”.
- Scroll down to the list of filters and note two placeholder texts.
- Click into each of those Value fields, then scroll down or search for ‘$Record Opportunity’ and click on it.
- Then scroll down or search for “WorkSpan_Partner_ID__c” and click on it.
- Repeat for the other field.
Click Done.
- Back on the canvas, double-click on “Assignments Opportunity and Partner Assignment”.
- Scroll down and note the placeholder text.
- Click into the Value fields, then scroll down or search for ‘$Record Opportunity’ and click on it.
- Then scroll down or search for “WorkSpan_Partner_ID__c” and click on it.
Click Done.
- If you use the flow for auto-creating Microsoft referrals:
- To configure the flow to automatically attach Microsoft Solutions to a Microsoft auto-created referral:
- Find the desired Microsoft solutions and copy their IDs (IDs can be obtained as follows: Microsoft Solutions tab -> Select and open solution -> copy ID from URL):
- To configure the flow to automatically attach Microsoft Solutions to a Microsoft auto-created referral:
- Double click on “Assignment set Microsoft solutions to link.”
- Inside the modal, add desired solutions by their ID and click Done:
- To prevent the automatic addition of Microsoft solutions to Microsoft referrals, follow these steps:
- Delete all blocks that start from the second Decision block onwards.
- To delete a block, click on the trash icon associated with each block. (Refer to the screenshot below for visual guidance.)
In the top right corner of the canvas, click Save As and then Activate.
Read more about Flow Templates to keep Referral and Opportunity in sync here.
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