How does Salesforce’s flagship automation creation tool work? How does it bring benefits to sales teams? Let’s find out more about Salesforce Process Builder.

Contents

  • The Basics of Process Builder
    • What is Process Builder
  • What does Process Builder do?
    • When could you use Process Builder?
    • Flow charts
  • Use cases for Process Builder
    • Saving time
    • Reducing human error
    • Better customer knowledge
    • Monitoring your sales process
    • Boosting sales performance
    • Staying hungry
    • Team dynamics
    • Benefits for organizations
    • Benefits for sales managers
  • Best practices
    • Preparation
    • Documentation
    • Testing
    • Limits
    • Process Builder and other applications
  • Process Builder main screen
  • Examples
    • Creating an order record
    • Schedule a task
    • Create a draft contract
    • Submit a record for approval
  • Get started today
  • Glossary of terms

The basics of Process Builder

Salesforce is more than a CRM. It’s an invaluable resource for your sales team. However, from a sales manager’s point of view, two problems seem to conflict with each other:

  • Salesforce is a vast application, with a myriad of different useful functions. You want to use it to its full potential.
  • You don’t want your team spending valuable selling time dealing with Salesforce. They need to be servicing your customers.

With its feature Process Builder, Salesforce aims to solve this conflict. When set up correctly, it can be used to drive efficiency and close more deals. Rather than take up more of your team’s time, it could free them up to make more calls and take more meetings.

In this article, we’ll look at Process Builder in more detail. We will find out what it is and what it does, as well as how it can help your Salesforce admins, sales managers and sales reps. Let’s get started.

What is Process Builder?

Process Builder is a ‘point and click’ administrator tool in Salesforce that can be used to set up automation processes to assist you in the sales process.

A Process is the order created by a Salesforce user to perform an automated action when another condition or series of conditions have taken place. These actions can happen instantly, or they can be set to operate after a certain amount of time. Processes and the criteria behind them should be clear and logical.

Process Builder was launched in 2015 as a successor to its Workflow feature. Workflow still works, although it is no longer included in Salesforce enhancements.

Salesforce put it this way:

“We’re no longer enhancing Workflow. We still support your use of workflow rules and will continue to do so. But all new functionality for the workflow use case will come through Process Builder. If you want to use the shiny new functionality, migrate your automation to Process Builder.”

Process Builder in Salesforce performs every task that Workflow does (except sending outbound messages), plus some new tasks too. It also gives admins more control over automation. For example, in Process Builder, you can set the exact order of automation. That wasn’t possible using Workflow.

What does Process Builder do?

Here are some of the assignments you can automate using Process Builder in Salesforce:

  • Create a record – This automation enables you to create new records, as well as varying field values for a record.
  • Update related records – You can set up an automation that updates one or more records when they are related to a record at the start of the process.
  • Post to Chatter – Push a chatter update to a Feed or Group to share information between users.
  • Submit a record for approval – based on the criteria of the process, the automation will submit records for approval. This has to be the record that started the process; related records are not supported by this feature.
  • Consolidate Workflow – move across different Workflow rules into one easy Process.
  • Create email alerts – associated with the object where the process starts
  • Trigger an automated launched flow – use this to automate other processes
  • Set up a Quick Action – to log calls and administrate records

When could you use Process Builder?

Examples of automation that could be set up using Process Builder could be:

  • Posting to Chatter when an Opportunity is Closed-Won for an amount between $2M and $5M
  • Submit an Opportunity for Approval when it is Closed-Won for an amount greater than $5M

Think about the automation that you want to set up. Process Builder is perfect for automation functions that need more than one ‘if this, then that’ statement to be true before the action can take place. You can create automation functions in Process Builder if a record is changed, if a different process invokes it, or if a message is received.

Process Builder supports time-delayed actions. You can use it to create records, update any related record, invoke processes, interact with Flow and Apex as well as post to Chatter.

A note about Process Builder is that while it works on all browsers, Salesforce recommends that you use it with Google Chrome. This is because Process Builder works with a visual designer.

Salesforce has put together a series of guides to help you migrate your Workflow Rules to Process Builder automation, should you want to.

Flow charts

Process Builder allows Salesforce admins to set up these automation processes easily. Automation processes are presented visually in the form of a flowchart. This means admins can program clusters of automated events that work in an ‘if this, then that’ sequence. It means you can set up automation to happen in a specific order. All you need is a ‘trigger event’, a set of criteria that the trigger event either does or does not meet, then a following action. Admins do not have to write any code to set up automation in Process Builder.

Creating automation in Process Builder is meant to be easy and enjoyable, meaning it will be used more often. Compared to its predecessor, Workflow, which could be fiddly to use, Process Builder is a dream. Because the setup is visual, programmers can see everything they need to know at a glance. It is also much faster; applications in Process Builder can be developed up to three times quicker than in Workflow, at half the cost.

Process Builder also contains versions, which means you can keep hold of processes you have developed, even if you are not currently running them. This is an advantage if something goes awry and you need to see what was previously running.

Reception

Process Builder was launched to a positive reception amongst the Salesforce community. Users were pleased with the expansion around what an administrator was capable of. A few quirks were spotted in the initial roll-out, but they have since been ironed out.

The Process Builder feature that Salesforce users liked the most was the ability to set an order for actions, which you couldn’t do in Workflow.

Find out more about Process Builder vs Workflow Rules in our FunnelFox article.

Use cases for Process Builder

Automating everyday actions using Salesforce Process Builder can make a big difference to the performance of your sales team. Plus, it’s quick and easy to set processes up.

When your company generates a lead, through inbound marketing, for example, time is of the essence. You boost your chances of making a sale if you respond quickly to your prospect, within one hour is optimal. A sales rep in your team needs to have the lead assigned to them immediately. Then, they can make the call and start the sales process. Process Builder can make this allocation procedure quick and easy. For example, you can set up a Process that notifies the Sales Manager if a lead isn’t claimed within three hours, so they can then assign it manually.

It’s not just Salesforce users on the sales frontline who can benefit from Process Builder. You can set up Processes to assist in customer service and retention. For example, if there has been a customer query, you can set up a process that automatically closes a case after a certain period of time, meaning the customer service rep doesn’t need to do it manually. You can also set up alerts for reps to call customers after a specific period of time to check everything is OK. All of this is possible thanks to Process Builder.

Saving time

With Process Builder and Salesforce, sales teams can create automated processes that can help them boost productivity and be less profligate with their time. Timing is a significant factor in sales success; you need to reach the correct customers at the optimum time. Most importantly, it means reps can spend more time helping customers and less time at their computers, entering data. Automation takes care of the everyday admin, so reps can carry out the tasks only humans can do.

For example, you could use Process Builder to set up an automation that notifies your sales manager once a rep has closed a significant-sized deal. It could work like this; when a record is altered to show a deal worth $1 million or greater and marked as Closed Won, Salesforce can send a message to the sales manager letting them know about the deal, who it is for and who closed it. This saves the rep writing out the email themselves or chasing the busy sales manager through the office.

Automation like this could save a sales team up to an hour every day. What could you do with that extra time? Think of the customers you can serve and the new solutions you could propose.

Reducing human error

Process Builder reduces the chances of human error when entering data, as well as the potentially severe consequences of these errors.

Everyone makes mistakes. In high-performance sales teams, reps are under severe pressure to perform and achieve. They may have targets to hit every day, relating to:

  • Calls per day
  • Demos booked
  • Revenue generated

Sales reps realize that this is their bread and butter, the metrics they are judged on. As a result, they devote the vast majority of their time and effort performing these tasks, at the expense of anything else.

They will also have the day-to-day pressures of the sales profession. Reps need to prepare decks for meetings and answer inbound calls and emails. They may have to manage other reps that report to them directly.

With all of this happening, it’s no surprise that entering data into Salesforce is not thought of as a top priority task. When they need to update Salesforce, they will do it as quickly as they possibly can. This is where errors can arise.

Data entry mistakes can have serious consequences. For example, it only takes one stray number or decimal point to give you’re a sales manager the wrong steer on where they are against target. A misplaced letter in an email address can lead to you not being able to contact your customer. That’s why it’s desirable to minimize human interaction with your Salesforce data. When you do this, it means your data will be more complete and more accurate.

With Process Builder, you could set up an automation that updates all related records when a rep closes a deal. That means, you only have to enter the correct data in once; Process Builder does the rest.

When you fill these gaps in your sales process, it means your organization can have confidence in the consistency of its data. This is essential for a high-performance, well-run sales team. It leads to better-informed decision making and better outcomes.

Better customer knowledge

The more information your organization’s Salesforce CRM has on a customer, the deeper understanding reps can gain about them. This helps them approach their prospects and customers in a way that works. They can identify pain points, present your product as a solution and tailor a message that sells. It’s useful for reps to have detailed customer information at their fingertips when on a call, attempting to overcome objections or negotiating a deal. Process Builder makes it much simpler to collate this information.

For example, you could set up an automation in Process Builder that sends a rep an alert 30 days before a customer’s contract is due to run out. It can start when a record is created and an end date is specified. 30 days before the end date, the rep gets an alert telling them to put a call in and talk about renewing the contract. They have the opportunity then to gain feedback and solve any problems that may have come up during the contract period. They may even be able to upsell to a product of higher value.

This is great news for the rep and the sales team, but it is also beneficial for the customer, leading to better customer satisfaction scores. Your organization will be perceived as ‘on the ball’, always thinking about their customers. It also puts the responsibility for making the call on you, which reduces the number of inbound enquiries you receive, that disrupt your everyday sales process.

Monitoring your sales process

Using Process Builder to set up alerts helps reps and managers stay on top of their sales process. When reps are concentrating their time on specific accounts, other opportunities can get forgotten about. Email alerts help reps keep across all of their customers. Managers can have more confidence in their forecasts and that they are not leaving money on the table. It allows managers to create a sales machine, a process that everyone can adhere to.

You can also use Process Builder to track competitors, or assign tasks to individual users who can complete tasks more quickly than others. When you go deep into the possibilities of Process Builder, who knows what you will find?

This makes your Salesforce CRM more useable and more popular with your sales team. Because salespeople do not tend to enjoy admin and would rather be serving customers, they may initially form a negative view of their CRM system. The information they enter into the CRM may lack detail and be half-hearted. This can lead to valuable information getting lost. On the other hand, when you automate menial data entry tasks, it’s likely that reps will take more care over the manual tasks they still have.

Boosting sales performance

Setting up automation in your CRM with Process Builder solves the everyday problems your sales team faces. One is the essential measure of a sales team’s success; making sales.

Using Process Builder in Salesforce helps drive efficiency in sales teams. It helps create a uniform way that your Salesforce CRM presents information, with fewer blank cells or knowledge gaps. When you use automated systems, you don’t need your individual team members to rely on their own methods of carrying out tasks in Salesforce. Everything is done the same way, every time. This helps you work smarter. It is also useful when you have new starters on your team as they will find it easier to slot into your way of doing things.

Increased use of functions such as Chatter in Salesforce boost communication within your team, this is useful if you are running a large team, or a team spread across different locations. If your team are bombarded with automatic emails from Salesforce, for example, you can use Chatter to take away some of those unnecessary messages. Process Builder makes Chatter easier to set up.

Probably the most significant benefit of Process Builder, however, is the time it gives back to your sales reps. If they can be on the phone or out meeting customers instead of entering data into Salesforce, they will close more deals. Your reps may also find it motivating, that a pretty dull part of their job is now performed by automation. Talking to customers is much more fun than filling in forms.

Staying hungry

Another hallmark of a great sales team is that they never give up on a piece of business, nor do they let a potential customer slip through their fingers.

This can be a difficult outcome to achieve. Sales teams can be large, with people leaving, joining or changing roles regularly. Often, a team can be dealing with hundreds of pieces of businesses at a time. Some customers are worth a lot more than others. Some are harder to sell to, or the sales cycle is longer. It’s no surprise that pieces of business get forgotten about or fall by the wayside.

If you can put in a system that ensures that a rep will always follow up on a potential customer within a specific amount of time, this is a big step to ensuring nothing slips through your net. This is something you can do using Process Builder. You can automatically assign tasks to sales reps to call a prospect within a pre-set amount of time after their last contact.

You can also use Process Builder to set up lead scoring. If a prospect interacts with your organization enough times, their status is escalated and they become a more valuable lead. All this ensures that no prospect is left behind, while reps can still prioritize the hottest leads.

Benefits for organizations

The member of your team who will benefit the most from Salesforce Process Builder will be your Salesforce admin, whether that’s a dedicated Salesforce expert or a member of your IT department. Process Builder represents a massive time and effort saver for Salesforce admins. If they were previously using Workflow, setting up automation involved complicated coding processes and cobbled-together workarounds to make automation happen correctly. Now, it can all be done in one easy-to-use flowchart process.

To have a uniform way of setting up processes is especially useful when admins leave and are replaced. It’s easy for new starters to pick up how the automation works, without having to interpret complex systems. A further benefit of automation using Process Builder is that it frees up your Salesforce admin to do other things that bring more benefit to the organization.

Other areas of your organization that can benefit from the effects of using Process Builder include your finance department. Your staff that chase payments will benefit from Process Builder functions such as the automatic updating of addresses in the account’s contact screen. If a customer changes their location, this ensures your invoices are more likely to go to the right place.

Benefits for sales managers

It’s a fact in sales that the more information you have on your customers, the more likely you are to close deals. Salesforce Process Builder enables sales teams to have more information on their customers, more accessible than ever before. For sales managers, that can make a big difference when it comes to hitting targets.

There is information you always need to know when running a sales team:

  • Revenue
  • Number of deals closed
  • Potential deals in pipeline and more

With Process Builder, this information will be more accurate, as well as being easier to collate. Processes such as turning a potential deal into a closed piece of business are now done automatically. With automated updating, Process Builder helps you manage your highest-value customer accounts more effectively. A follow-on from this is that you can serve these customers better.

Communication

Of course, sales managers are also answerable to people higher up in the company – the CEO, for example. The most successful sales managers always know what is happening in their team.

Communication is essential here. When things go wrong in a sales team, it’s often due to a breakdown in communication. Perhaps a sales rep hasn’t kept their manager informed that a piece of business is not going to renew. Maybe they need help clarifying their proposition to a customer, but are worried about asking for it.

Salesforce is an effective tool for helping sales managers stay up-to-date with what their team are doing. When a manager can easily see the details of every call a rep takes with a customer, or every email they receive, it’s much easier to have a handle on the business as a whole. However, as we’ve discussed, updating Salesforce takes up a lot of sales reps’ time. Plus, managers are busy people too.

Enter Process Builder. When you can generate rules that automatically email the Sales Manager when a deal is marked ‘Closed’, for example, the Sales Manager will be more informed, without the rep needing to do anything.

Process Builder enhances communication in teams, which can only be a good thing.

Process Builder best practices

Before you dive into creating automation using Process Builder, you need to understand the best practices you should follow.

Preparation is essential

The consequences of making a mistake when implementing a Process Builder automation could be disastrous for your sales process. To avoid issues in the future, make a plan for your Processes.

When you prepare, you can make sure there is no potentially challenging overlap or duplication of your automation functions. You avoid a tangle of different Processes messing things up in your CRM.

You must also ensure your Processes and their purpose are properly documented. This is useful if and when you move on from your organization and your successor needs to work out what Processes you built.

Before you start your plan, consider that every automation you implement should have a purpose. It is pointless to program a Process Builder automation just for the sake of it. Think of the goals of each automation you create.

To begin, document all of the functions in your sales team that are currently performed manually. Just because you can automate something, doesn’t mean you should. For example, an automated email to a lead might lack the personal touch needed to move them along their buyer’s journey. You might prefer to keep that particular stage of the process a manual action.

As a sales manager, think of the information you need to be notified about. Be careful of overload. You may think you want to get an alert for every activity your reps perform, but in practice, do you really want to be disturbed continuously by flashing alerts?

Document your processes

When creating Salesforce Process Builder automation, you have the opportunity to set the documentation for each one. You get to choose a name, description, name the criteria and anything else. It’s essential that you document everything correctly. This is because other members of your team may have to decipher it one day, perhaps long after you have left.

Use a naming system to signify what your Process does. For example, a name such as ‘Follow up 30 days before the contract concludes’ tells everyone everything that they need to know. Future admins should be able to find out everything about a Process in seconds. They should not have to delve deep into the back end of the automation to find out what is going on.

Test everything

Build your automation in a test environment first, that way you can test your Processes and identify any problems without it negatively affecting your CRM data.

In Salesforce, the staging environment is Sandbox. Sandbox is a copy of Salesforce’s standard environment. It can be used for a variety of purposes, but it is used primarily for testing new features, including Process Builder automation. It is a great place to experiment and to learn how the back end of Salesforce really works.

When you create a new Sandbox, Salesforce transfers over a copy of your organization’s Salesforce, so you get to experiment on real data, without it becoming permanent.

Before you incorporate a new Process Builder automation into your CRM, it’s advisable to test it out meticulously in your Sandbox. It would be a catastrophe if your automation, designed to save time, ended up breaking everything else in your Salesforce.

Know your limits

Salesforce is not an infinite resource, it places limits on its users for many actions, including the number of automatic emails it can send, and the amount of SOQL queries it can perform in a given period.

The standard limit for email alerts is 1000 per day per license per organization. There is also a limit per organization of 2 million.

Once your organization has hit its limit, any automated email in the queue waiting to be sent will be deleted. Salesforce does not attempt to resend them once your allocation has been topped up.

However, if there is an action combined with the email, the action will still take place. It is only the email that doesn’t go. Your allocation resets to zero at midnight GMT.

Avoid these limits by not making your Process Builder automation processes too complex:

  • For each object, use only one record-changing process
  • Combine actions where possible to avoid creating multiple actions when one is perfect
  • Build actions that can be reused

Don’t mix your Salesforce automation methods

As mentioned earlier in the article, there are other ways to automate processes in Salesforce other than Process Builder; Workflow, Apex and Flow.

When creating automation using Salesforce Process Builder, use Process Builder only. If you combine Apex triggers and Workflow rules into your process, you can’t be sure it will work. You may accidentally overwrite records or duplicate emails. Worse, you may start an infinite loop of actions!

The best practice is to migrate your Workflow rule into Process Builder, then delete the Workflow rule. The same is true for Apex triggers.

Salesforce Process Builder main screen

Before we show you how to create some simple Processes in Process Builder, let’s familiarize ourselves with the main Process Builder screen.

1 –  Button Bar – The white bar at the top of the screen is called the Button Bar. It lets you choose between editing your current Process or selecting from a list of already-created Processes.

2 – Canvas – The light blue space below is the Canvas, where Salesforce artists create! It is the primary workspace for Process Builder, where you create triggers, criteria and actions.

3 – Add Object – This is your trigger event which sets your Process into motion. For example, updating a record.

4 – Add Criteria – This is where you add the conditions your trigger has to meet for the action to take place. For example, marked Closed Won for $2 million or higher.

5 – Immediate Actions – This is the action that will take place as soon as the criteria are met. It could be notifying a Sales Manager, or creating a contract, for example.

6 – The Action Group. As well as Immediate Actions, you can schedule events to happen after a defined time period – for example, an alert to a rep to call a client 7 days after closing the deal.

Examples

We will now share some tips and walk-throughs on how to create specific automation using Process Builder. These will be some examples of automating things that happen every day in your sales team.

Creating an order record

In this example, we’ll be using Process Builder to create an order record when an opportunity is marked Closed Won and the deal amount is $2 million.

1 – Log into your Salesforce account. Go to Setup and type Process Builder into the search box.

2 – You should be taken to the My Processes page, welcoming you to Process Builder. Click on New to create a new process.

3 – This is where you enter the documentation for your new process. Follow the advice we gave earlier in the article on naming systems; make it clear for everyone else in your team, present and future.

Firstly, enter the Process Name and Description.

Next, select from the three options regarding where you want your Process to start.

  • A record changes
  • A platform event occurs
  • It’s invoked by another process

In this example, we’re going to choose A record changes

Click Save.

4 – We are now in the flow chart section of Process Builder. What you see is a blank Process, ready for you to fill in or move around to match your goals. Take time to familiarize yourself with how it works. Presenting a Process like this makes it easier to understand than lines of code, I’m sure you’ll agree!

5 – Next, click on Add Object in the top-left-hand area. When you click on it, a form should appear on the right-hand side of the screen.

From the Object drop-down menu, select Opportunity.

Click the box to Start the process When a record is created or edited.

Click Save.

6 – Back in the flow chart screen, click on the diamond-shaped Add Criteria box. Again, a form should appear on the right of the screen. We’re going to work our way from top to bottom.

Adding a criteria name is part of the documentation process. It is vital that you name it correctly, although it has no bearing on the Process itself. In this case, we’ll call it something like Stage=Closed Won? And Amount>2M.

Next, select your Criteria for Executing Actions. For this example, we will choose Conditions are met.

We now have to Set Conditions in the menu below. In the first box, we add a field. Select Opportunity > Stage. Choose one that matches and click on the blue Choose button

The next box is Operator. We should select Equals here, because we still want the action to happen if the amount is exactly $2 million, as well as when it is greater.

In the Type drop-down menu, select Picklist.

In the Value drop-down menu, select Closed Won, the condition for which we want our action to occur.

We now need to add another row in the Conditions box. In Row 2, select Opportunity > Stage as you did in the previous row.

For Operator, we want Greater Than.

Type should be Currency.

Value should be $2,000,000

Make sure that under Conditions, the box marked All of the conditions are met (AND) is selected.

Click Save.

7 –

Back on the flow chart screen, we are going to choose the actions we want to occur when our conditions are achieved. Click on Immediate Actions and a form will appear on the right of the screen. Again, we’ll work our way from top to bottom.

For Action Type, we select what we want to happen. In this example, we’ll choose Create a Record from the drop-down menu.

Next is Action Name. This box is for documentation purposes only, but try to make it as clear as you can for other people. Choose something like Create Order.

For Record Type, choose Order from the drop-down menu.

In Set Field Values, you’ll see that you can’t alter Order Start Date. In the Type box, choose Formula and enter the formula TODAY() in the Value box. This formula code means the current date, today.

In the row below, you cannot alter Status. In the Type menu, select Picklist. For Value, select Draft.

Finally, add a third row. In the first box, select Account ID. For Type, select Field Reference. For Value, choose [Opportunity]Acco…

Click Save.

8 – Your flow chart should now denote all the moving parts of your process. To make it go live, click on Activate.

And you’re done! Congratulations on creating your first Process using Process Builder.

Schedule a task

Let’s take the Process we just created (creating an order record) and add something extra to it. In this case, we’ll create an alert that tells the rep to follow up with the buyer 7 days after closing. This is beneficial because it makes the client feel valued and the rep can help them with any issues the client may be having as they start to use the product.

1 – On the main Process Builder screen. Find and select Set Schedule on the canvas.

2 – Change the drop-down menus to say

  • 7
  • Days
  • After
  • CloseDate

3 – Save

4 – Now, back on the main screen, click on Add Action.

5 – For Action Type, choose Create A Record

6 – Name your action Follow-up Task

7 – For Record Type, pick Task

8 – Set the field values for your task. You need to create three rows.

  • Field, Assigned To ID – Type, Field Reference – Value, Opportunity > Account ID > Owner ID
  • Field, Priority – Type, PickList – Value, High
  • Field, Status – Type, PickList – Value, Not Started

9 – Save

Well done, you are now a step further to automating the monitoring of your sales process.

Create a draft contract

Finally, let’s take our automation Process one step further and create a draft contract for the Closed Won deal record we have created.

1 – In the Immediate Actions box, click on Add Action.

2 – For the Action Type, choose Create A Record

3 – Give the action a name, in this case, Create Draft Contract

4 – For Record Type, you need to select Contract. Process Builder will now display the field values you need to complete to set the Process in motion.

5 – Firstly, against Opportunity, select Account ID. This will match the contract with the opportunities Salesforce account.

6 – For Type, choose Field Reference

7 – For Value, select Opportunity Account ID.

8 – Click Choose

9 – To ensure the contract you create is a Draft, next to Status, select Picklist for Type, then Draft for Value.

10 – Save

And you’re done.

 

Submit a record for approval

In this example, we’re going to look at approvals. This is where a record has to be signed off by someone else in the organization before it can more through the sales process.

By default, this is a manual process, with a Submit For Approval button on the Approval History screen in Salesforce. However, with all the pressures than come from working in sales, it can be easy for reps to forget to press it.

In this example, we’re going to create an automation in Salesforce Process Builder that automatically submits a record for approval where the Budgeted Cost exceeds $2 million. Rather than have to remember to push a button, the automation will do it for us.

(Note: We’re not going to look at how to set up an approval process in this article. This assumes that you have already done it when you initiated the manual approval system)

1 – Log into your Salesforce account. Go to Setup and type Process Builder into the search box.

2 – You should be taken to the My Processes page, welcoming you to Process Builder. Click on New to create a new process.

3 – This is where you enter the documentation for your new process. Follow the advice we gave earlier in the article on naming systems; make it clear for everyone else in your team, present and future.

Firstly, enter the Process Name and Description.

We’ll call the name Submit Record for Approval and for the Description, Start the approval process for Budgeted Cost $2M+.

4 – We’re now on the main screen of Salesforce Process Builder where you can visualize your Process as an easy-to-read flow chart.

Next, we’re going to specify our starting criteria. To do this, click on Add Object. In the Object Box, select Campaign. Choose to Start the Process When a record is created or edited.

Click save.

5 – Next, we’re going to add criteria for the process. To do this, select Add Criteria. We’re going to work our way from the top to the bottom of the box that appears.

Adding a criteria name is part of the documentation process. It is vital that you name it correctly, although it has no bearing on the Process itself. In this case, we’ll call it something like Budgeted Cost > $2M.

For Criteria for executing actions, we want to select Conditions are met.

To set conditions, we need:

  • Field – [Campaign].BudgetedCost
  • Operator – Is changed
  • Type – Boolean
  • Value – True

Finally, for Conditions, we’ll select All of the conditions are met (AND).

Click Save

6 – We’re now going to create an Immediate Action, in order to move the record into the approval process when the criteria is achieved.

On the main screen, click on Add Action in the Immediate Actions box. Again, we’ll work our way from top to bottom.

For Action type, select Submit for Approval from the drop-down box.

Choose a name for your Action, again it doesn’t make a difference to the Process what you choose, but it’s best practice to name it well, for other people in your team.

Your Object box should automatically be filled in to say Campaign.

For Approval Process, select Specific Approval Process from the drop-down menu. Next, select the existing approval process in your organization for opportunities with a budget of that size.

For Submitter, choose Current User from the drop-down menu. You can also write submission comments if you choose, this is not essential.

Click Save.

7 – Back on the Canvas screen, you should see that your flow chart points in the right direction for your Process achieving its goal.

Click Activate to set it off.

Remember to test, test and test again!

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To sum up, using Process Builder in Salesforce brings obvious benefits to organizations. While these benefits will be felt the clearest by the sales team, other employees of your business, such as Salesforce admins and IT staff, can reap the rewards too.

If you use Salesforce in your team, you should be using automation. Automation saves time, reduces human errors and helps managers forecast. Automation helps reps do what they do best, sell, rather than do data entry. If you are not using automation, it’s something you should be thinking about urgently.

If you are not using Process Builder already, try it out. Invest some time in working out how individual automated processes can benefit your sales operation, set up some automation processes and test to see if they help you. Process Builder should be simple to use for your admins, and if it isn’t, there are many tutorials available online. 

Remember. Automation is there to help you.

Glossary of terms

Here is a handy glossary of the terms you may encounter when working with Salesforce Process Builder.

Activity – An event, a task, a call, or an email. Users can link an activity to other records, such as an account, a lead, an opportunity, or a case. Process Builder can automate this process.

Admin – Your Salesforce admin is the member of the team responsible for the smooth running of Salesforce. It could be a member of your IT department, or possibly Sales Operations. They will have ‘admin privileges’.

Chatter – Salesforce’s self-contained chat feature. An organisation’s chatter can only be accessed by employees of that specific organisation.

CRM – Customer Relationship Management. A computerised system of keeping track of your sale process, including your leads, opportunities and customers. Salesforce is the No1 CRM in the world.

Drop down menu – A menu in Salesforce where you can quickly select Process Builder criteria and define values.

Email alert – A pre-written email that is sent to a pre-determined recipient as an automated action, once the specific criteria of a process has been met..

Email limits – To avoid overloading the system, Salesforce put restrictions on the number of automated emails each user can send in a 24 hour period.

If/then – In Process Builder, this is the basic command. If this criteria has been met, carry out an action. In more complex Salesforce Process Builder automation functions, you can combine if/then statements together.

Immediate action – When an action happens instantly after the criteria has been met.

Lightning Experience – The newest operating system for Salesforce. When setting up Process Builder, you must be in Lightning mode.

New task – An automated task that is generated when a specific criteria has been met.

Operator – As in mathematics, the operator is the sign that specifies the relationship between the base object and the value of your criteria. For example, ‘greater than’ or ‘equals’.

Owner – The owner of a Process is the user who programmed it into Process Builder, but also the primary user of the record which is being affected by the Process.

Privileges – A specific user’s level of access to data within Salesforce, including the back end of a Process. Admin privileges are necessary to set many functions within Salesforce.

Process Builder – The successor to Workflow as Salesforce’s automation creator of choice. It can perform more automation functions than Workflow and is intended to be easier to program.

Record – An individual set of data points within Salesforce. For an example, a customer record, containing information such as company name, main contact and deal size.

Sandbox – The staging area of Sandbox where you can test out Process Builder to assess how it will benefit your sales team. You must also assess how they play with other rules you have already set up.

Trailhead – Salesforce’s online training facility. You can find out everything you need to know about migrating from Salesforce Workflow rules to Process Builder on Trailhead, as well as how to create other Processes.

Value – The part of the Process’ criteria that decides whether the action should take place. Values are usually numerical, such as deal size, but they do not have to be.