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Create a Process with Process Builder

Introduction

Creating a process—such as automatically changing the value of a field to a value you specify based on certain criteria, as we do here—is another way to prevent data from getting messy. Depending on the type of field, you can apply a specific value, make the value blank, or calculate a value, all based on a criteria you set. Use processes to improve data quality by reducing manual data entry and keeping data in sync.

Set Up Automated Updates

You’ve gotten another task from the AW Computing VP of sales Allison Wheeler. She requested that the Opportunity stage automatically updates to Qualification when all tasks for the Prospecting stage are complete. You can take care of this by creating a process in Process Builder. But first there’s a little prep work. Much like you add containers to your pantry to keep items organized, you can add custom fields to objects to keep data organized.

First, add a First Contact Made field to the Opportunity object.

  1. From Setup, click the Object Manager tab.
  2. Click Opportunity, then click Fields & Relationships.
  3. At the top of the Fields & Relationships section, click New.
  4. Select the Checkbox radio button, and click Next.
  5. Complete the new field details in Step 2:
    Field Value
    Field Label
    First Contact Made
    Default Value
    unchecked
    Field Name
    [this field auto-populates]
  6. Click Next, then complete Step 3.
    • In the Read-Only column header, select the checkbox.
    • In the Read-Only column, deselect the Standard User and System Administrator checkboxes.
  7. Click Next, then click Save & New.

Now add an Additional Meeting Scheduled field to the Opportunity object:

  1. Select the Checkbox radio button, and click Next.
  2. Complete the new field details in Step 2:
    Field Value
    Field Label
    Additional Meeting Scheduled
    Default Value
    Unchecked
    Field Name [this field auto-populates]
  3. Click Next, then complete Step 3.
    • In the Read-Only column header, select the checkbox.
    • In the Read-Only column, deselect the Standard User and System Administrator checkboxes.
  4. Click Next, then click Save.

Now the sales team can use these newly created fields to keep better track of their opportunity stages, and you can use the fields in an automated process set up in Process Builder.

Start by choosing the Opportunity object in Process Builder.

  1. From Setup, enter Process Builder in the Quick Find box, select Process Builder, then click New.
  2. For Process Name, enter Opportunity Stage to Qualification.
  3. In Description, enter: Update the opportunity stage to Qualification when all tasks for the Prospecting stage are complete.
  4. From the Process starts when picklist, select A record changes, then click Save.
  5. Click + Add Object
  6. Choose Opportunity from the Object picklist.
  7. Choose when a record is created or edited, then click Save.

Next, set up criteria for the process.

  1. Click + Add Criteria.
  2. Enter Criteria Name Opportunity Stage Prospecting.
  3. Choose Conditions are met.
  4. Fill in the criteria.
    Field Operator
    Type Value
    Opportunity: Stage
    Equals
    Picklist Prospecting
  5. Click All of the conditions are met (AND).
  6. Click Save.

Now add an action to the process you’re creating to ensure the Opportunity stage is only updated to Qualification when both First Contact Made and Additional Meeting scheduled are both checked.

  1. Click + Add Action.
  2. Choose Update Records from the Action Type picklist.
  3. Enter Action Name Opportunity Stage Update.
  4. From Record Type, select Select the Opportunity record that started your process, then click Choose.
  5. Select Updated records meet all conditions, click + Add Row under Filter the records you update based on these conditions, and fill in the criteria.
    Field Operator Type Value
    First Contact Made
    Equals
    Boolean
    True
    Additional Meeting Scheduled
    Equals Boolean True
  6. Under Set new field values for the records you update, fill in the criteria.
    Field Type Value
    Stage
    Picklist
    Qualification
    Select and Define Action Screenshot
  7. Click Save.

Now all that’s left to do is click Activate, then Confirm to put your process into effect.

Put away your virtual broom and data dustpan, and peel off those rubber gloves—you’re done with the dirty work! Using validation rules, formula fields, lookup filters, and processes to enforce data quality, you’re preventing the buildup of schmutz, and AW Computing is on its way to an org full of simply sparkling data.

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