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Custom Sharing via QuoteShare for Account Owner Changes - Flow or Batch Apex?

Hi everyone,

I need an architectural sanity check on a security requirement. I want to avoid hitting platform limits down the road and would appreciate some feedback on whether this can be safely achieved using Schedule-Triggered Flows or whether Scheduled Batch Apex would be required.

Context

We are changing the Organization-Wide Defaults (OWD) of the standard Quote object from Controlled by Parent to Private.
We receive an integration feed from an external system that creates or updates up to approximately 80 Quotes per Account per day. Quotes can also be created manually in Salesforce.
Quotes contain two custom Account lookups: Sold-To and Bill-To.
We have both Quotes with and without Opportunities.

Requirement

The Account Owner of the Sold-To Account and the Account Owner of the Bill-To Account must have Read-Only access to the related Quote.
When the Account Owner changes, access to the related Quotes must be updated accordingly, including removing the previous owner's access and granting access to the new owner.
The required access is managed through QuoteShare records with RowCause = Manual.

Architectural Question

Given the expected Quote volume and the need to automate the insertion and cleanup of QuoteShare records following Account ownership changes:

Is this approach feasible using a standard Schedule-Triggered Flow, or would Scheduled Batch Apex be required to ensure scalability and avoid governor limits?
What would be the cleanest architectural pattern for handling the cleanup and creation of Manual QuoteShare records when Account ownership changes?

Thanks for your guidance!

@Salesforce Administrators & Developers, @Salesforce Administrators and Developers, @APAC Architects, @Data Quality & Management

#Trailhead Challenges #Salesforce Developer #Salesforce Admin #Salesforce #Flow #Apex

3 answers

Lena Wong
Sep 26, 8:40 PM
@sakshi nagpal
, would you still recommend using APEX instead flow if the volume of quotes is of up to 80 per day approx. in general and not per account?.
@Debarshi Bagchi, sorry if I ask you, I would appreciate any guidance in this sense,

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Andy Engin Utkan (BRDPro Consulting)
Today, 3:42 AM
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Sep 25, 6:11 PM

Flow Issue updating a CPQ package Quote Line to reference that another quote line exists

I'm struggling with a flow. I have a new product, MCP which can be added to 2 different existing products my company sells. I have created this new product and made it an option for the existing product. Our design has both the Lead Product and its options bundled under one master product.

-Bundle Product

---Lead Product

---Add On 1

---Add On 2

---Add On 3 (New Add On)

Only the Lead product creates a subscription object, so I want to note on the Lead Product Quote Line (so that it easily flows through to the subscription) that Add-On 3 is also on the quote.

In the bundle, the Lead Product is required, but the Add Ons are not.

I created a flow that says when a quote line is created and the product is Add On 3 then use the SBQQ Required By field to identify the parent. Then get all the other quote lines on the quote for which the Bundle Parent is the same and filter for the one named Lead Product. Update a field on Lead Product to say "Add On 3 present" = True.

If the whole of it is added at one time, the flow works as expected. If however the quote is for a renewal and we are just looking to add only the add on, it is not updating the existing Quote Line.

Steps to take: Open Existing Quote Line Editor, configure the Bundle Parent, check the new add on and save the Quote Line Editor.

When you run it in the debug and identify the newly created quote line as the "run as though this was created" it works as expected in all situations.

#Flow #CPQ

1 answer

Ellie Duggan (Tipping Point Consulting)
Yesterday, 2:57 PM
Interesting! If I were troubleshooting this flow, I would check failed flow interviews just to make sure it's not failing without notifying me for some reason. Then, I would try modifying the flow to run on create OR update. I'm not sure what all is happening on the backend in your instance, but if it's not triggering the flow on create, maybe it is created first and then updated to match criteria, which would not trigger your flow.

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Sep 24, 3:05 PM

Populate AccountId from QuoteAccountId for Quotes without Opportunities

Hi everyone,

I have a question regarding the “Create Quotes without Opportunities” feature and a potential future requirement involving Orders.

After enabling the “Create Quotes without Opportunities” feature, Salesforce automatically provides the QuoteAccountId field on the Quote object. For Quotes created without an Opportunity, the Account relationship is stored in QuoteAccountId, while the standard AccountId is not populated.

Would it be technically possible to populate the standard AccountId field with the value from QuoteAccountId

for Quotes created without an Opportunity?.

The reason for considering this is that Orders will be used in the future, and the standard Account relationship may be required for the Order process.

Would populating AccountId = QuoteAccountId be a supported and recommended approach, or are there any Salesforce limitations or implications we should consider when working with Quotes without Opportunities? or any workaround?.

Thanks for your guidance!

@Salesforce Administrators & Developers, @Salesforce Administrators and Developers, @APAC Architects, @Data Quality & Management

#Trailhead Challenges #Trailhead #Salesforce Developer #Salesforce Admin #Salesforce #Flow #Data Management #Apex #Sales Cloud

2 answers

sakshi nagpal (LTIMindtree Ltd)
Sep 24, 3:17 PM

Short answer: you generally cannot (and do not need to) write QuoteAccountId into the standard Quote.AccountId field. On the Quote object, AccountId is a system-derived, read-only reference that Salesforce fills from the related Opportunity's Account. It is not createable/updateable through the UI, Flow, Apex or the API, so an update like AccountId = QuoteAccountId will be rejected or ignored. For quotes created without an Opportunity, QuoteAccountId (label "Account for Quote") is the field Salesforce intends you to use as the account relationship.

For your future Order process this is already covered: Salesforce's documentation for quotes without opportunities says associating the quote to an account is optional but recommended, because an account is required to convert the quote to an order. When you create an Order from such a quote, the account comes from the quote's account (QuoteAccountId), so you don't need Quote.AccountId populated.

Practical recommendations:
1. Make QuoteAccountId required (validation rule, e.g. ISBLANK(OpportunityId) && ISBLANK(QuoteAccountId)) so every quote can be turned into an Order.
2. After enabling the feature, open Object Manager > Quote > Fields > Account for Quote and grant field-level security to your profiles/permission sets. It is hidden by default, which is why it often looks unavailable in Flow, reports and Apex.
3. In reports, flows, sharing logic and Apex, use one source of truth, for example a formula field BLANKVALUE(QuoteAccountId, Opportunity.AccountId), so logic works for quotes with and without an Opportunity.
4. If you create Orders yourself via Flow/Apex (rather than the standard Create Order action), set Order.AccountId = Quote.QuoteAccountId and Order.QuoteId = Quote.Id.

References:
Enable Quote Creation Without a Related Opportunity:
https://help.salesforce.com/s/articleView?id=sales.cpq_quotes_without_opportunities.htm&type=5

Release note, Create Quotes Without a Related Opportunity:
https://help.salesforce.com/s/articleView?id=release-notes.rn_sales_quotes_without_opportunities.htm&release=244&type=5

Quote object reference:
https://developer.salesforce.com/docs/atlas.en-us.object_reference.meta/object_reference/sforce_api_objects_quote.htm

Assumption: the statement that Quote.AccountId is read-only is based on the Quote object reference field properties and commonly reported org behaviour; please confirm in a sandbox (e.g. attempt the update in a Flow or Developer Console) before designing around it.

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Sep 14, 3:03 PM

Convert field formula into a button formula

I have a screen flow that I'd like users to be able to access two different ways: from a field on the Opportunity Product object, as well as a Detail Page Button. What's paramount is where the screen flow returns at its end: I need it to end on a view of the product related list on the related Opportunity record. I got it to work successfully on the field version. Here's my formula field:

HYPERLINK("/flow/Opportunity_Product_Screen_Flow_Clone_Opportunity_Product" &"?recordId=" &Id &"&retURL=/lightning/r/Opportunity/" & OpportunityId & "/related/OpportunityLineItems/view",

"CLONE",

"_self"

)

But for the life of me, I can't get the Button version of the URL to go back to the Product related list. I figured out that I can't reference the Opportunity Id via merge field in this scenario, so I created a formula field called Opportunity_Id__c, which just utilizes a CASESAFEID version of the Opportunity Id.

In order to save time, here is a list of the various versions I've tried that DON'T work: