Wielding Workflow

1
Wielding Workflow
Track Advanced AppExchange Developers

• Varadarajan Rajaram, Salesforce.com

2
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3
Agenda

• Introduction
• Winter 07 Workflow Whats new?
• Focus on approvals
• QA Approvals API

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Definition

• Workflow enables the automation of a business
  process, in while or part within your
  organization from sales, to service, to HR, to
  finance. It enforces a process within your
  organization which is consistently followed and
  improves efficiency and productivity.

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Current Workflow Capabilities (Pre Winter 07)

• Automated notification
• Review current discount policies on Opportunities
• Follow up on Cases for Platinum Customers
• Limited action types
• Email Alerts
• Create Tasks

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Winter 07 Workflow Capabilities

• Automate your business processes
• Field Updates, Outbound Messages, Approvals
• Enforce business processes
• Lock down Opportunities when it is closed
• Improve customer satisfaction
• Initiate a customer survey as soon as a Platinum
  customer case is closed
• Improved data quality
• Store only the last 4 digits of the SSN

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Winter 07 Workflow Capabilities

• Approval process automation
• Simple and complex multi-step processes
• Supported in the API
• Eliminate laborious manual processes
• Automate and eliminate your paper-based PTO
  requests
• Control business processes
• Discount policy controls Enforce approvals on
  large discounts
• Campaign spending controls Force approvals on
  costly campaigns

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Winter 07 Workflow
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Field Update Action

• Automatically change the value in a field as a
  result of a workflow trigger, including owner and
  record type!

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Outbound Message Action

• Send a customizable XML message to any desired
  Web-available listener. No more polling for
  changes!
• Can be used to automate updates to dependent
  records!
• Gain automated asynchronous integration with
  external systems

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Other Workflow Enhancements

• Workflow rule limit increased from 50 to 300 per
  object
• More standard objects supported
• Opportunity Product
• Order Product
• Advanced or filters
• New filter options
• Current user
• Special date values Next X days, Last Week etc

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Approval Process Automation

• Define simple or multi-step approval processes
  for any object
• Specify actions at each step of process
• Send approval requests to a queue
• Define one or more user hierarchies for approval
  request routing

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Approvals Demo

• PTO Request

14
Sample Approval Process
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Anatomy of an Approval Process

• Process Definition (Global Characteristics)
• Entry Criteria
• Email Template Sent to Approvers
• Record Editability During Approval
• Approval Page Layout
• Approval Page Accessibility
• Allowed Submitters

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Anatomy of an Approval Process

• Initial Submission Actions (Workflow Actions)
• Lock the Record
• Change Field Values
• Send Notification

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Anatomy of an Approval Process

• Step Definition (Decision Criteria Approval
  Assignment) (1)
• Optional Decision Criteria
• Auto-Approve / Reject
• Assign Approver
• Allow Delegated Approval?
• Rejection Behavior

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Anatomy of an Approval Process

• Final Rejection Actions (Workflow Actions)
• Unlock Record
• Change Field Values
• Send Notification

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Anatomy of an Approval Process

• Final Approval Actions (Workflow Actions)
• Keep Record Locked
• Change Field Values
• Send Notification
• Integrate w/ External System

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PTO Request The Finished Product
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Summary of Key Features

• New Workflow Action Field Update Automatically
  change the value in a field as a result of a
  workflow trigger, including owner and record
  type! Use Formula Editor wherever applicable to
  derive value from other fields, expressions, or
  values.
• New Workflow Action Outbound API Message Send
  a customizable XML message to any desired
  Web-available listener. No more polling for
  changes! Use it to update dependent records
• Approval Process Automation Create simple or
  multi-step approval processes to automate and
  enforce the approval of virtually anything in
  your company, from sales discount requests, to
  expense reports, to vacation requests.

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QUESTION ANSWER
Varadarajan Rajaram
Salesforce.com
Sr. Product Manager
Steve Tamm
Salesforce.com
Technical Architect
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Approvals API

• New API process
• Syntax
• ProcessResult sfdc.process(ProcessRequest)
• ProcessRequest
• ProcessSubmitRequest Submit a record for
  approval
• ProcessWorkitemRequest Approve or Reject an
  approval request

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Approvals API

• Access to approval history and requests through
  new objects
• ProcessInstanceStep
• The contents of the approval history for a given
  approval process.
• ProcessInstanceWorkitem
• The current approval requests assigned to a user
• Update this record to reassign workitems.

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Approvals API - ProcessRequest
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Approvals API ProcessResult
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Sample Code
public ProcessResult doProcessSample(String
comments, String id, String approverIds) throws
ApiFault         ProcessResult
processResults         ProcessSubmitRequest
request new ProcessSubmitRequest()        
request.setComments(comments)        
request.setNextApproverIds(approverIds)        
request.setObjectId(id)         try
            PartnerConnection connection
Connector.newConnection(xconfig)            
//calling process on the approval
submission             processResults
connection.process(new ProcessSubmitRequestrequ
est)             for (ProcessResult
processResult processResults)
                    if(processResult.getSuccess(
))                         if(xconfig.isTraceMess
age())                            
log.debug("Approval submitted for " id ",
approverIds " approverIds.toString() "
successful.")                            
log.debug("Process Instance Status "
processResult.getInstanceStatus())               
                              
else                         log.error("Approval
submitted for " id ", approverIds "
approverIds.toString() " FAILED.")             
            log.error("ERRORS "
processResult.getErrors().toString())      
                                   catch
(ConnectionException ce)             ApiFault
fault getApiFault(ce)            
ce.printStackTrace()             throw
fault                 return
processResults    
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Additional Resources

• Tips and Tricks for Advanced Workflow Tuesday
  345PM
• See how 144 Workflow helps Deutsche Bank reduce
  costs and increase efficiency
• Join ADN!
• http//www.salesforce.com/developer
• Documents, toolkits, discussion boards and more!

29
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