Force.com Platform Fundamentals

Preface
Introducing the Force.com Platform
About the Sample Recruiting App
Reviewing Database Concepts
Building a Simple App
Enhancing the Simple App with Advanced Fields, Data Validation, and Page Layouts
Expanding the Simple App Using Relationships
Securing and Sharing Data
Collaborating with Chatter
Automating Business Processes
Introducing Process Builder
Process Builder: A Closer Look
Automating Our Recruiting App
Creating a Process That Assigns Tasks
Try It Out: Create a Process and Define “Send Rejection Letter” Criteria
Try It Out: Add a “Send Rejection Letter” Action to Your Process
Try It Out: Create the “Extend an Offer” Criteria and Action
Look at What We've Done
Creating a Process That Updates Field Values
Adding an Action That Sends Email Alerts
Introducing Approvals
Summing Up
Analyzing Data with Reports and Dashboards
Moving Beyond Point-and-Click App Development
Learning More
Glossary
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Try It Out: Create a Process and Define “Send Rejection Letter” Criteria

Let’s start by creating our process and configuring what triggers the process to execute actions.

  1. From Setup, enter Process Builder in the Quick Find box, then select Process Builder.
  2. Click New.
  3. Name the process Recruiter Tasks.
  4. Press TAB to autofill the API name and then click Save.
Now that we’ve named our process, first we select the object that will be associated with our process. As we talked about earlier, every process must be associated with a single object. Because we need to trigger this process when the Status field of a job application record is set to Rejected, we’ll choose the Job Application object.
  1. Click Add Object and choose Job Application for the Object type. You can type in the Object field to filter the list of objects. For example, type Job to see objects that start with job.
  2. Let’s choose to start the process when a record is created or edited to ensure that the process evaluates our criteria any time the record changes. We’ll make an additional selection when we define our criteria that also makes sure that if our criteria is already true, the process won’t execute actions again if some unrelated change is made to the Job Application object. We’ll explain that option when we get there.
  3. Click Save.
Now it's time to define our criteria. Criteria are just a set of conditions that must be true before our process executes any actions.
  1. Click Add Criteria.
  2. Enter Send Rejection Letter for the criteria name.
  3. For the criteria for executing actions, leave the selection as Conditions are met.
  4. In the Set Conditions area, click in the Field area to select a field on the Job Application object.
  5. Select Status and then click Choose.
  6. Leave the operator and type as Equals and Picklist.
  7. For the value, select Rejected.

    Now let’s make sure that our process doesn’t execute unwanted actions if an unrelated change is made to the record. For example, let’s say a user changes the status field on a job application record. The process evaluates it and creates a Send Rejection Letter action for the recruiter. Good. That’s what we want our process to do. Now let’s say a user subsequently changes the Cover Letter field on the job application record. Because the record changed, the process evaluates it again and because the status field is still set to Rejected, it creates yet another Send Rejection Letter task for the recruiter. That’s not good.

    There’s an easy way to avoid this. The process can also check whether the record already met criteria before the last change was made to the record. If the criteria was already met the last time the record was saved, the process doesn’t execute actions. By selecting this option, the process only executes actions if the record changes from not meeting our specific criteria to meeting criteria.

  8. Click Advanced at the bottom of the side panel, and select Yes where you’re asked Do you want to execute the actions only when specified changes are made to the record?. It’s that easy!
    Send Rejection Letter Criteria
  9. Click Save.

At this point, we've just defined our “Send Rejection Letter” criteria. Now let’s define the action that should execute when those criteria are true.