5 Essential Sales Cloud Automations you can build with Process Builder

One of the coolest things about Salesforce is that you can use automation to build the most efficient business processes in your Org. There are, of course, different ways to automate processes in Salesforce; however, the Process Builder is the easiest tool to do so.

Before you start creating processes, a very useful tip is to create a checkbox field (ex. OverpassPB__c) on the User object that you can check in the exceptional situations when you don’t want processes to apply to a specific user at a specific time. After that, you just need to enter the Criteria for the Action AND OverpassPB__c equals TRUE in every process you create in your Org.

1. Create Task to call Lead back

It usually takes more than one attempt to win a customer, so it is definitely worth remembering to call back a lead sometime after it was lost.

Before creating this process, you will need to ensure that you have created the Lead Status picklist value Lost or any other value you want to use to trigger the process. The process will start after a user updates the Lead Status field to Lost.

How to build the Process:

  • Start the process when a Lead record is created or edited
  • Choose Status equals Lost AND Status Is changed TRUE as the Criteria for the Action
  • Set the Execution Time for the Action to 90 Days from now
  • Schedule an Action to create a Task record
  • Activate the process

If you want to exclude certain leads that should not be called back from this process, you can add AND Do Not Call equals FALSE as one more criteria for the Action and train your sales agents to check the Do Not Call box when a lead should not be contacted for a good while.

2. Name Opportunities

Opportunities have a required Name field that record owners need to fill in to be able to save the record. Unless your business requires that every Opportunity record is manually named by the record owner, the best thing to keep data consistent is that Opportunity Names always have the same structure. Ex. Account Name + Opportunity Type + Opportunity Created Date. To achieve this, we’ll first need to create a process to populate the record Name after saving it.

How to build the Process:

  • Start the process when an Opportunity record is created or edited
  • As the Criteria for the Action, choose Opportunity Name not equal to the formula you want to update the field with. Ex. [Opportunity].Account.Name + ” ” + TEXT([Opportunity].Type) + ” ” + TEXT([Opportunity].CreatedDate)
  • Add an immediate Action to update the Opportunity record that started the process. Update Opportunity Name with the formula [Opportunity].Account.Name + ” ” + TEXT([Opportunity].Type) + ” ” + TEXT([Opportunity].CreatedDate)
  • Activate the process

Since the process is going to overwrite any value that users enter manually in the Opportunity Name field, you should also pre-populate it with a URL hack in Salesforce Classic or a Quick Action in Salesforce Lightning to avoid that users waste time filling a field that is going to be updated.

3. Create Contract out of Won Opportunity

A contract contains a lot of information that has been previously gathered during the sales process. In Salesforce, you will have probably entered in the Account and Opportunity objects a lot of details that you will have to copy into the Contract record. The following process will avoid that Salesforce users have to type information twice ensuring that data is coherent across all objects. The process will start after a user updates the Opportunity Stage field to Closed Won.

How to build the Process:

  • Start the process when an Opportunity record is created or edited
  • Choose Stage equals Closed Won as the Criteria for the Action and check the box to execute the action only when the specified change is made to the record
  • Add an immediate Action to create a Contract record and select Contract field values
  • Activate the process

4. Email Contact when Order is shipped

Informing customers about the Status of the Orders they have placed is very beneficial for both your customers and your business: customers will be less likely to contact your support team asking where the Order is and when it is to be delivered.

Before creating this process, you will need to ensure that you have created the Order Status picklist value Shipped or any other value you want to use to trigger the process. It is advisable that, before value Shipped is selected, Validation Rules ensure that Ship to Contact is not blank and that the Contact has an email address.

How to build the Process:

  • Start the process when an Order record is created or edited
  • Choose Status equals Shipped as the Criteria for the Action and check the box to execute the action only when the specified change is made to the record
  • Add an immediate Action to send an email to the Contact selected in Ship To Contact field
  • Activate the process

This process can be easily adapted to send an email every time the Order Status is updated.

5. Update Usage End Date when Asset is returned

If you are using the Asset object to store, for instance, the information related to each of the items that customers purchase (ex. unique serial number), the following process can help keep data consistent when a customer returns an item.

Before creating this process, you will need to ensure that you have created the Asset Status picklist value Returned or any other value you want to use to trigger the process. The process will start after a user updates the Asset Status field to Returned.

How to build the Process:

  • Start the process when an Asset record is created or edited
  • Choose Status equals Returned as the Criteria for the Action and check the box to execute the action only when the specified change is made to the record
  • Add an immediate Action to update the Asset record that started the process. Update the Usage End Date field with the formula TODAY()
  • Activate the process

Final Remark

The Process Builder is a point-and-click tool that can do much more than the old Workflow Rules. Salesforce is no longer enhancing the Workflow functionality, so start migrating your existing Workflow rules to Process Builder and make active use of the Process Builder to automate your business processes.

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2 thoughts on “5 Essential Sales Cloud Automations you can build with Process Builder

  1. Thanks for this, as im learning this is very useful 🙂
    One question on 2. Name Opportunities -> shouldnt there be any null value checks ?
    Because you are referring a related object (Account)
    What if that account doenst exist and thus doens’t have a name?

    If so, would be happy to know what the best practises are on Null Value checks.

    And in general, thanks for this awesome blog .

  2. I’ve heard that as a Best Practice, an org should only have 2 Processes; one that fires on Create and one that fires on Update. What are your thoughts?

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