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C S (Truveris) asked in #Collaboration
May 31, 2016, 8:24 PM

Process Builder Help

Hi,

 

I have a deadline and I am trying to figure out how to approach this setup ASAP.

 

 

 

Scenario: On the Opportunity Page, there is a custom check box field named Setup Complete. Once the User checks the setup complete field, the opportunity should me assigned to the Legal Group.

 

 

 

Setup Info:

 

 

 

Setup Complete: Custom field of Type check box

 

Opportunity Owner: Lookup field

 

Page Layout: Trying to apply this scenario to the custom PCM Opportunity Page Layout

 

 

 

My Approach:

 

 Things that did NOT work:

 

 

 

1. I realized through trial and error that you cannot assign an Opportunity Owner  to a queue.

 

2. I figured using the Process  Builder is my best bet - because I want the Opportunity to be assigned to a Group of Users.

 

But since, an Opportunity Owner cannot be assigned to a queue, per somebody's suggestion on the Answers forum I decided to take this approach:

 

  a. Create a Check box on the Opportunity say:

 

            Type: Checkbox

 

            Label: Available for Legal Group

 

Then in the Process, you can use the Update Records action to set this checkbox to checked.

 

   b.Then you can setup a Public List View that would display all the opportunities where this checkbox has been checked.

 

  c. You can also think about setting up Criteria Based Sharing Rules to automatically share this record(Opportunity where the checkbox is checked) to all the desired Users too. 

 

I quickly ran into trouble with this approach because after creating a custom Available for Legal checkbox - I did NOT see it in Update Records | Record Type (step 'a' above)

 

 

 

I am thinking that creating a check box for Legal may not be the best idea cause further down in the life cyle of this opportunity I want to be able to assign it to another group - Data Services and post which to the Account Management Group.

 

 

 

Link to my question in the main forum:  https://success.salesforce.com/answers?id=9063A000000ZmjDQAS

 

 

 

 

 

Please help!! 

 

 

 

Thanks in advance for your time.

 

Chitra Sridhar
10 answers
  1. Benjamin Bolopue (Bolopue Tech)
    Jun 1, 2016, 4:05 PM

    The last part of the puzzle is creating the WFRs that will use the WFAs to update Opportunity Ownership as required by your process.

    1. Navigate to: Setup | Create | Workflows & Approvals | Workflow Rules | New Rule
    2. Object: Opportunity
    3. Click “Next”
    4. Rule Name: Opp | Assign to Legal
    5. Description: Looks for a value in the SOW field and the Setup Complete box to be checked.
    6. Evaluate the rule when a record is:

      • Created, and any time it’s edited to subsequently meet criteria
    7. Run this rule if the following:

      • Formula evaluates to true
    8. Formula: AND(Setup_Complete__c=TRUE,NOT(ISBLANK(SOW__c)))

      • Please use the “Inset Field” button to insert the actual API name of the “Setup Complete” and “SOW” fields. The example above assumes the following:
      • Setup Complete’s API name is: Setup_Complete__c
      • SOW’s API name is: SOW__c
      • Click the “Check Syntax” button to make sure the formula will work as intended.
    9. Click “Save & Next”
    10. Click “Add Workflow Action”
    11. “Select Existing Action”
    12. Choose Action Type: Field Update
    13. For: Reassign Opp: Legal
    14. Click on “Reassign Opp: Legal” in the Available Actions box.
    15. Click the right-pointing arrow to add it to the “Selected Actions” box
    16. Click “Save”
    17. Click the “Activate” button.
    18. Test it out!

      • Create a new Opportunity
      • Enter a URL into the SOW field and check the “Setup Complete” box.
      • This should change the owner to the Legal Group’s Champion. NEXT WFR…

     

    1. Navigate to: Setup | Create | Workflows & Approvals | Workflow Rules | New Rule
    2. Object: Opportunity
    3. Click “Next”
    4. Rule Name: Opp | Assign to Data Services
    5. Description: Looks for the Contract Signed box to be checked.
    6. Evaluate the rule when a record is:

      • Created, and any time it’s edited to subsequently meet criteria
    7. Run this rule if the following:

      • Formula evaluates to true
    8. Formula: Contract_Signed__c=TRUE

      • Please use the “Inset Field” button to insert the actual API name of the “Setup Complete” and “SOW” fields. The example above assumes the following:
      • Contract Signed API name is: Contract_Signed__c
      • Click the “Check Syntax” button to make sure the formula will work as intended.
    9. Click “Save & Next”
    10. Click “Add Workflow Action”
    11. “Select Existing Action”
    12. Choose Action Type: Field Update
    13. For: Reassign Opp: Data
    14. Click on “Reassign Opp: Data” in the Available Actions box.
    15. Click the right-pointing arrow to add it to the “Selected Actions” box
    16. Click “Save”
    17. Click the “Activate” button.
    18. Test it out!

      • Using the same Opportunity as last time,
      • Check the “Contract Signed” box.
      • This should change the owner to the Data Services Group’s Champion. NEXT (LAST!) WFR…

     

     

     

    1. Navigate to: Setup | Create | Workflows & Approvals | Workflow Rules | New Rule
    2. Object: Opportunity
    3. Click “Next”
    4. Rule Name: Opp | Assign to Account Management
    5. Description: Looks for the Data Received box to be checked.
    6. Evaluate the rule when a record is:

      • Created, and any time it’s edited to subsequently meet criteria
    7. Run this rule if the following:

      • Formula evaluates to true
    8. Formula: Data_Received__c=TRUE

      • Please use the “Inset Field” button to insert the actual API name of the “Setup Complete” and “SOW” fields. The example above assumes the following:
      • Data Received API name is: Data_Received__c
      • Click the “Check Syntax” button to make sure the formula will work as intended.
    9. Click “Save & Next”
    10. Click “Add Workflow Action”
    11. “Select Existing Action”
    12. Choose Action Type: Field Update
    13. For: Reassign Opp: Account Management
    14. Click on “Reassign Opp: Account Management” in the Available Actions box.
    15. Click the right-pointing arrow to add it to the “Selected Actions” box
    16. Click “Save”
    17. Click the “Activate” button.
    18. Test it out!

      • Using the same Opportunity as last time,
      • Check the “Data Received” box.
      • This should change the owner to the Account Management Group’s Champion.

     

     

    At this point:

     

     

    1. We’ve Designated Champions for each group
    2. We’ve added a Default Opportunity Team for each Group’s Champion
    3. We’ve created Validation Rules to make sure the OOOs adhered to
    4. We’ve created WFAs that update Opportunity Ownership and…
    5. We’ve created WFRs that look for the correct criteria in order to trigger the WFAs

     

     

     

     

    WOW! If you’ve made it this far, you should really treat yourself to something nice. That was A TON!!

     

     

     

    Good luck!

     

     

     

    Thanks,

     

    Ben

     

     
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