Identify Your Steps and Build Your Flows

Learning Objectives

After completing this unit, you’ll be able to:

Identify how to organize your process into steps.
Identify how to organize your process into stages.
Identify required flows for an orchestration.

Follow Along with Trail Together

Want to follow along with an expert as you work through this step? Take a look at this video, part of the Trail Together series.

(This clip starts at the 13:25 minute mark, in case you want to rewind and watch the beginning of the step again.)

What Are Our Steps?

We’ve mapped out our entire process. Now it’s time to analyze the flowchart for a logical organization of steps. Remember, steps can be run sequentially or concurrently. Think about what type of steps are required: Interactive steps require user intervention and background steps don’t. You can assign steps to groups, queues, and resources. Based on our flowcharts, we can organize our tasks into these Steps.

Step Name	Step Type	Flow Type
Create the job application	Interactive	Screen
Phone screen scheduled	Background	Autolaunched
Conduct the phone screen	Interactive	Screen
Send a rejection email to a candidate	Background	Autolaunched
Schedule an interview with the hiring manager	Background	Autolaunched
Conduct the interview with the hiring manager and the candidate	Interactive	Screen
Make a hiring decision	Interactive	Screen

What Are Our Stages?

Remember, stages always run sequentially while steps can run in parallel. A stage contains related steps that you want to group logically. They can be interactive steps or background tasks. Only one stage can be in progress at a time. With that in mind, the steps of this process can be grouped into three stages. Use a Decision element to determine which path a stage takes.

Stage Name	Steps	Flows
Initial Screening	Create the job application Phone screen scheduled Conduct the phone screen	Screen flow Email alert Screen flow
Hiring Manager Interview	Schedule an interview with the hiring manager Conduct the interview with the hiring manager and the candidate Make a hiring decision	Email alert Screen flow combines both steps
Candidate Rejected	Send a rejection email to a candidate	Email alert

Let’s look at all of the flows required for the recruitment orchestration as described. It's critical that before you start to create an orchestration in Flow Builder, you have built all of your required flows. Don’t forget to activate each flow when you’re done building it!

Try to build your flows so they can be reused. For this orchestration, we need to send different emails to a candidate. Use a generic email alert flow and pass specific details, like date and time of the interview, as input parameters. That way you limit the number of flows you need to maintain.

Ready to Get Hands On with Flow Orchestration?

To complete this module, you need a special Developer Edition org that contains Flow Orchestration and our sample data. Get the free Developer Edition and connect it to Trailhead now so you can complete the challenges in this module. Note that this Developer Edition is designed to work with the challenges in this badge, and may not work for other badges. Always check that you’re using the Trailhead Playground or special Developer Edition org that we recommend.

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Note that Recruiting Orchestration already exists in your org and is pre-configured with the flows, steps, and stages discussed in this unit. You will be adding to it as part of your Hands-on Challenge.

Create the Job Application

For our first step, you can combine creating the job application and selecting a candidate.

Flow chart and graphic depiction of the flow for the preceding steps, describing how to combine creating the job application and selecting a candidate

Create a screen flow to enter the job application and create a work item for the recruiter. After the notification of the work item is received, the recruiter selects a candidate to be screened. This flow creates a record and saves it into a job application record.

Schedule the Phone Screen

Next you create a separate autolaunched flow to alert the candidate of the interview. The create record from the recruiter selecting a candidate launches this flow.

Create an email alert to send to the selected candidate.

Conduct the Recruiter Phone Screen

You can combine the candidate screening, scoring, and decision into a single screen flow.

Flow chart and graphic depiction of the candidate screening, scoring, and decision into a single screen flow

Create a screen flow for the recruiter to rate the candidate and indicate if the candidate advances in the process. Create a review record to store the candidate’s score. This flow assigns the score to a variable available for output to be used later on in the orchestration.

Schedule the Interview

Create an autolaunched flow that runs when the candidate’s score is 3 or greater.

Flow chart and graphic depiction of the flow for creating an autolaunched flow that runs when the candidate’s score is 3 or greater.

An email alert scheduling an interview with the hiring manager sent to the candidate.

Reject a Candidate

Create an autolaunched flow that runs when the candidate’s score is lower than 3.

Flow chart and graphic depiction of the flow for creating an autolaunched flow that runs when the candidate’s score is lower than 3.

An email action is sent to the rejected candidate.

Conduct the Hiring Manager Interview

You can combine the hiring interview, scoring, and decision into a single flow.

Flow chart and graphic depiction of the flow for the preceding steps

Since the evaluation criteria are the same for the recruiter and the hiring manager, we're reusing the recruiter screen flow. The hiring manager rates the candidate and indicates if they want to create an offer of employment. The flow creates a review record to store the candidate’s score. This flow assigns the score to a variable available for output to be used later on in the orchestration.

Document your orchestration by using the Description fields in your individual flows to explain your intent and design. Those descriptions will be helpful later for you and anyone else who maintains the orchestration.