What Is Process Builder Automation and How Can It Help?
When confronted with repetitive business processes, the easiest way for organizations to contain costs and improve workflows is to automate some, if not all processes. Salesforce relies on 4 different automation tools that serve different purposes and are meant for different scenarios. Curious to find out how the Process Builder works, what sets this particular automation tool apart and what benefits you can gain from using it? We’re going to tackle each of these aspects, so read on!
How Does the Process Builder Work?
What makes the Process Builder tool particularly convenient when automating business processes is the graphical representation of the process as they are being built. The processes that are automated using this tool include:
- Criteria that define when action groups get triggered
- Actions that get executed either immediately or based on a schedule, whenever the criteria are met
Bear in mind that the Process Builder is equally efficient for completing a simple action or multiple actions at once. That is not the case with Workflow and Approvals, two of the other Salesforce automation tools, which can only handle a single if/then statement at a time.
The differences between the Process Builder and the other Salesforce automation tools don’t stop here. Process Builder doesn’t require, nor does it support user interaction, since the processes are triggered when records are changed, not when users click buttons or links. Additionally, processes built with this tool can be invoked by other processes, so it is possible to trigger chain reactions.
Benefits of Process Builder Automation
In terms of actions that can be triggered, the Process Builder tool is far more powerful than Workflows. More specifically, this tool can be used to:
- Create, update records and log calls using quick actions
- Launch flows
- Send emails
- Create Chatter posts
- Submit for approval
- Call Apex methods and classes
One of the best ways to use Process Builder is to consolidate into a single process Workflow rules that achieve the same results, albeit in different scenarios.
Overcoming the Challenges Associated with the Process Builder
Because processes that are automated using the Process Builder tool often rely on other processes, workflows or triggers, you need to pay a lot of attention to the way they interact. Here are the steps you should follow to make sure you don’t encounter any of the possible challenges:
- Verify that there are no workflows having the same result as the process
- Try not to mix Apex, Workflow and Processes for the same process
- Document as many details as you can about the process in the description field
- Test the processes in a sandbox before launching them into the real world
The Process Builder may seem like a very complex and difficult to learn feature, but once you harness its power, you will have greater control over your business processes that support automation.
- Criteria nodes can be rearranged with simple drag-and-drop gestures. The actions themselves cannot be reordered. A sequence of actions can only be changed by deleting the actions and starting from scratch;
- Workflow rules need to be deleted or deactivated before activating the processes replacing them. Not doing so could lead to overwritten records, as well as redundant e-mail messages.
- While there can be 50 versions of a process, only one of them can be active at any given time;
- Enable Batch Mode if you wish to send the newly generated documents via email.
Need guidance on choosing the right processes for BPA? We can help you create benchmarks of pre-automation work compared to the post-automation business gains, in order to determine which aspects of process automation are right for you. Get in touch with us here!