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Run and Monitor the Flow Orchestration

Learning Objectives

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

  • Describe how to monitor Flow Orchestrations runs.
  • Describe how to monitor Orchestration Work Items.
  • Describe how to debug an in-progress 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 1:01:15 minute mark, in case you want to rewind and watch the beginning of the step again.)

Run the Orchestration

The final stage is added and orchestration is complete. Now it's time to run it!

In this unit, we show you the steps to run the orchestration to create work items. We don’t have any hands-on challenges in this unit, but if you want to practice, you can follow along. Note that your developer org does not have candidates or a hiring manager pre-created for you.

To start the orchestration:

  1. Click App Launcher.
  2. Click Recruiting.
  3. To create a new position, click Positions.The Enter Job Application item in the work guide
  4. Click New.The Enter Job Application item in the work guide
  5. In Title, enter the name of the new position being created.
  6. From the Status menu, select New.
  7. In Description, enter the job description for the new position.
  8. In Department, select an option from the list.
  9. In Pay Grade, select an option from the list.
  10. Click in the Hiring Manager field to select a manager.
    This starts the orchestration. The Job Application work item is created and available in the Orchestration Work Guide.
     The Enter Job Application item in the work guide
  11. Select a Candidate for the new position from the menu. Remember, candidates have not been pre-created in your developer org.
  12. Click Next.

    Now that the job application has been created, we have automatically notified the candidate and it is time to proceed with the Phone Screen.The completed Job Application item in the work guide
  13. Click Got It to see the next work item.The recruiter Phone screen work item in the work guide
  14. This is where the recruiter rates the candidate for each company value on a scale of 1 through 5. Remember, we set our decision criteria so that a candidate needs a score of 3 or greater to proceed with a hiring manager interview.
  15. Next, the hiring manager has a similar work item in their Work Guide for their interview with the same candidate.
    The Hiring Manager Interview screen in the work guide
  16. If the Hiring Manager assigns a score of 3 or greater and recommends that the candidate be hired, they have a new work item to create the offer.
    The Create Offer work item in the work guide
  17. When the salary and offer expiration date are entered, the candidate is officially hired!

Monitor Orchestration Runs

If you’re a Salesforce admin, you can use the Orchestration Runs tab to see all in-progress, canceled, and completed orchestration runs in your org. With this feature, admins can identify bottlenecks and opportunities for improvement as they track the performance of individual executions over multiple execution cycles.

You can view the status for orchestration runs.

Status Description

Not Started

The orchestration hasn’t started.

Started

The orchestration started.

Completed

The orchestration completed.

Canceled

The orchestration was manually canceled.

Error

  • The orchestration encountered an error.
  • A stage within the orchestration encountered an error.
  • A step within the orchestration encountered an error.
  • The screen flow or autolaunched flow associated with a step within the orchestration encountered an error.

To access the Orchestration Run tab:

  1. Click App Launcher.
  2. Click View All under Apps. You’ll see a list of the available items in your org in alphabetical order.
  3. Select Orchestration Runs.Orchestration Runs list view screen. Columns include Name, Status, Created By, Created Date, Last Modified By, and Last Modified Date.
  4. To see details for a specific orchestration run, click the link for an orchestration.Orchestration Runs details screen. Fields include Status, Last Modified By, Created By, Created Date, and Orchestration Developer Name.
  5. Click the Related tab to see stages and steps details and access the run history for the orchestration.The Related tab with details of stage and step runs and the orchestration run historyThis provides a step-by-step account of what’s been completed in the orchestration so far, who completed it, and how long it took. Use this information to identify bottlenecks and opportunities for improvement.

Cancel an Orchestration

You can cancel a running orchestration if you no longer need it to run. In the Orchestration Run view:

  1. Click the dropdown arrow for the orchestration run.
  2. Click Cancel Orchestration.

Orchestration Runs list view with Cancel Orchestration option visible

 

All pending work items will be terminated.

Debug an In-Progress Orchestration

You can debug an orchestration when it is in progress. Use this functionality to better understand the path an orchestration takes with different scenarios and the variable values at various points in the automation.

  1. In the App Launcher, find and select Orchestration Runs.
  2. On the Orchestration Runs page, from the dropdown for the desired in-progress orchestration, select Debug Orchestration.The graphic depiction of the orchestration with a yellow path indicating progress and a description of the debug details

Follow the yellow path for a snapshot of where you are in your orchestration. View the Debug Details for further detail for each step or decision executed in the orchestration run.

Orchestration Work Items

When an interactive step in an orchestration runs, it creates a work item and assigns it to a user, group, or queue. The orchestration then sends an email with a link to the specified record page to all assigned users. 

Use the All Work Items list view to see all work items. Use the All Open Orchestration Work Items list view to see all assigned, but not completed, work items. Assigned users can see and access only their pending work items in the All Open Orchestration Work Items list view.

  1. Click App Launcher.
  2. Click View All under Apps. You’ll see a list of the available items in your org in alphabetical order.
  3. Select Orchestration Work Items.Orchestration Work Items with a single recently viewed item
    1. To see assigned and completed orchestration work items, select All Work Items from the dropdown list.Orchestration Work Items view with a list of all work items
    2. To see assigned orchestration work items, select All Open Work Items from the dropdown list.Orchestration Work Items view with a list of all open work items
    3. To see an assigned work item on its associated record page, click the assigned work item record in the list view.Assigned work item displayed in the Work Guide

Congratulations! Now you know how to run, monitor, and debug Flow Orchestrations! You know how to view Orchestration Work Items created by an orchestration. Experiment with the recruiting orchestration and add an onboarding stage. With the power of Flow Orchestration, the possibilities are endless. 

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