Build an Automation for Creating Interviewer Records

Learning Objectives

In this project, you’ll:

• Build automations in an HR recruiting app that streamline workflow for creating interviewer records and approving new positions.
  
• Create a flow for the app to simplify the process of rating candidates and make the rating process consistent.
  

Introduction

As AW Computing grows, you continue to look for new talent. You’ve already taken care of a number of requests from Ling Wu, the vice president of Human Resources, to improve her team’s recruiting app. Now she’d like you to add automation to the mix.

Ling would like to automate the creation of interviewer records for hiring managers. She’d like to establish an approval process for new positions. And she wants a more user-friendly process for candidate scoring.

Before you can do this project, you must complete the Build a Data Model for a Recruiting App, Customize the User Interface for a Recruiting App, Improve Data Quality for a Recruiting App, and Keep Data Secure in a Recruiting App projects. The work you do here builds on the work you complete in those projects.

Set Up a Flow

The first thing to tackle is automated interviewer records. To set this up, use Flow Builder, which automates tasks using conditions and actions. With Flow Builder, you establish the criteria that records must meet to trigger the flow. 

Once your criteria are in place, immediate or time-dependent actions are set in motion. These actions can include creating a record, updating a record, sending an email, posting to Slack, initiating an action, submitting for approval, or calling an Apex class. 

First things first, deactivate a previously created validation rule.

1. From Setup, click the Object Manager tab.
   
2. Click Position then click Validation Rules.
   
3. Click Every_Position_Must_Have_a_Hiring_Mgr to open this Validation Rule.
   
4. Click Edit.
   
5. Deselect the Active checkbox, then click Save.
   

Next, build a flow to create the interviewer record.

1. From Setup, enter flows in the Quick Find box, then click Flows.
   
2. Click New Flow.
   
3. Select Start from Scratch and click Next.
   
4. Select Record-Triggered Flow, then click Create.
   
5. Select Position as the object.
   
6. Select A record is created in the Configure Trigger section.
   
7. For the Condition Requirements, select All Conditions Are Met (AND).
   
8. Set the conditions.
   

• Field: Hiring_Manager__c
  
• Operator: Is Null
  
• Value: $GlobalConstant.False
  

9. Ensure Actions and Related Records is selected.
   
10. On the flow canvas, click to add an element.
    
11. In the Add Element search box, enter create and select Create Records.
    
12. Fill in these details for the new record.
    

• Label: Create Interviewer Record
  
• How to set record field values: Manually
  

13. In the Create a Record of This Object section, for Object, select Interviewer.
    
14. In the Set Field Values for the Interviewer section, click Add Field to add a second field.
    
15. Fill in these details.
    

• Field 1: Employee
  
• Value 1: Triggering Position__c > Hiring Manager
  Make sure you select the “Hiring Manager” option that doesn’t have a > at the end of the line.
  
• Field 2: Position
  
• Value 2: Triggering Position__c > Record ID
  
  

16. Click Save.
    
17. For the Flow Label, enter Create Interviewer Record, then click Save.
    
18. Click Activate.
    
19. Click to return to Setup.
    

Test the Flow

Now that the flow is activated, you can test the automation you just created. But first, add a hiring manager user.

1. From Setup, enter Users in the Quick Find box and select Users.
   
2. Click New User and fill in the details.
   
   • First Name: Kathy
     
   • Last Name: Cooper
   • Email: Enter your own email
     
   • Username: kcooper@[your initials + your favorite color].com (for example, kcooper@APyellow.com)
     
   • Nickname: kcoop
   • Title: Customer Support Manager
   • Role: Customer Support, North America
     
   • User License: Salesforce Platform
     
   • Profile: Standard Platform User
     
3. Deselect Generate new password and notify user immediately.
   
4. Click Save.
   

Now test the automation you created.

1. Click to open the App Launcher, then select Recruiting.
   
2. Click the Positions tab, then click New.
   
3. Select the record type Nontechnical Position, then click Next and fill in the details.
   
   • Title: Super Support Supervisor
   • Status: New
     
   • Department: Support
     
   • Location: US
     
   • Hiring Manager: Kathy Cooper
     
   • Job Description: Manage a team that fields inquiries and cases from customers
   • Pay Grade: S-200
     
4. Click Save.
   
5. Click the Related tab.
   
6. From the Interviewers related list, click an Interviewer number and note the values in the Employee and Position fields.
   

Now that you’ve set up an automation for creating interviewer records, move on to the next step, where you do some necessary prep work before you can set up an approval process for creating positions.