04 - Automation: Flow, Validation, Approvals¶

Salesforce automation history¶

Multiple tools have existed; consolidation toward Flow is the modern story:

For new automation, always use Flow unless you need an approval process not yet supported in Flow.

Flow Builder¶

Modern automation. Multiple flow types for different triggers.

Flow types¶

Record-Triggered Flow timing¶

• Before save - ultra-fast; modify the record before insert/update
• After save - run after commit; can do related-record updates, callouts, etc.
• Asynchronous - run after-save in a delayed transaction (good for callouts, heavy logic)

Common Flow elements¶

• Get Records - query
• Create Records - insert
• Update Records - update
• Delete Records - delete
• Decision - branching
• Loop - iterate over collection
• Assignment - set variables
• Subflow - call another flow
• Action - call out: Apex action, send email, post to Chatter, etc.
• Screen - UI elements (Screen Flow only)
• Wait - pause until time / event (Scheduled-Triggered or pause element)

Variables and resources¶

• Variables - mutable values within flow
• Constants - fixed values
• Formulas - computed values
• Choices - picklist source for screens
• Stages - flow progress milestones (UI in Screen Flow)

Best practices¶

• One record-triggered flow per object per timing (before vs after) - consolidate into one Flow with Decision elements
• Bulkify by working with collections, not single records
• Test in sandbox before deploying

Validation Rules¶

Formula-based field-level validation. Returns TRUE → block save with error message.

Examples¶

Date in future¶

AND(
    ISCHANGED(CloseDate__c),
    CloseDate__c < TODAY()
)

Error: "Close Date cannot be in the past."

Required field conditional on another¶

AND(
    ISPICKVAL(Status__c, "Closed Won"),
    ISBLANK(Final_Amount__c)
)

Error: "Final Amount is required when status is Closed Won."

Format validation¶

NOT(REGEX(Phone__c, "^\\+?[0-9]{10,15}$"))

Error: "Phone must be 10-15 digits."

Where validation runs¶

• Triggered on every save
• Skipped during certain bulk operations (Data Loader option to skip)
• Can be bypassed with profile permission "Modify All Data" if rule has IF($Permission.Modify_All) clause

Validation Rule vs Required Field¶

• Required field via field definition - applied universally
• Required via page layout - applied only via that layout's UI
• Validation rule - flexible (can require conditionally, format-check, cross-field check)

Approval Processes¶

Multi-step approvals with submit, approve/reject, escalation.

Components¶

• Process definition - what triggers it (criteria), entry actions, who approves
• Steps - sequential approval steps (with manager hierarchy or specific users)
• Initial / Final / Recall actions - field updates / email alerts when transitioning
• Approver options - automatically assigned (manager / role) or specifically named

Common patterns¶

• Discount > 20% → Manager approval → Director approval
• Capital expense > $10,000 → Finance approval
• Contract approval workflow

Limitations¶

• One approval at a time per record (no parallel processes per object)
• Hard to handle complex conditional approvals → migrate to Flow with approval components

Flow-based approvals (modern)¶

Newer Salesforce releases bring approvals into Flow with the Approval action. More flexible (parallel approvals, dynamic approvers).

Email automation¶

Email Templates¶

• Lightning Email Templates - modern, with merge fields
• Classic Email Templates - older format (HTML, Text, Visualforce)

Used in:

• Email actions (in Flow)
• Approval Process notifications
• Manual sending from record pages
• Mass email via Reports

Email Alerts¶

A predefined email + recipients. Used as an action in Flow / Process / Approval.

Mass Email¶

Send to up to 5,000 recipients per day from a Report. Subject to Salesforce email deliverability.

Email Deliverability¶

Setup → Email Deliverability. Three modes:

• No access - blocks all outbound email (sandbox default)
• System email only - allows system-generated email
• All email - normal production setting

Watch this in Sandboxes - default is "No access" so test emails won't send.

Common exam triggers¶

• "Run logic when Opportunity stage changes to Closed Won" → Record-Triggered Flow with Decision element on Stage
• "Block save unless Phone is in valid format" → Validation Rule
• "Two-step approval: manager then VP, conditional on amount" → Approval Process or Flow Approval
• "Send email when case is escalated" → Email Alert from a Flow or Approval
• "Auto-close cases older than 30 days" → Scheduled-Triggered Flow daily
• "User clicks button → wizard collects info → creates records" → Screen Flow
• "Batch update 10,000 records based on Lead Source change" → Record-Triggered Flow on Lead with bulkified Update Records element (or async Flow for callouts)
• "Run a flow from Apex code" → Auto-Launched Flow

Decision matrix: which automation tool?¶

For most admin-tier needs, Flow + Validation Rules + Approval Processes cover 90%+ of use cases.