Onboard a New Account with a Screen Flow Example

Create the Screen Flow and Choice Resources

Create the screen flow, the variable that receives the account ID, and the choices that the screen shows.

1. Open the Flows list view.
   • From the Automation app, select the Flows tab.
   • From the Flows tab in any Lightning app, click the actions menu and select Open Flow.
   • From Setup, in the Quick Find box, enter Flows, and then select Flows.
   Note that the Automation app and Flows tab options don't require Setup access.
2. Create a screen flow.
   • From the Automation app, click New | Screen Automations | Screen Flow.
   • From Setup, click New Flow | Screen Automations | Screen Flow
   The new screen flow opens in Flow Builder.
3. Create a variable to store the ID of the account where the user starts the flow.
   The quick action passes the account ID into this variable. The flow uses the ID to find the account to update and to relate the new tasks and uploaded files to the account.
   1. To open the Toolbox, click .
   2. Click New Resource, and then select Variable.
   3. For API Name, enter recordId.
   4. For Data Type, select Text.
   5. For Availability Outside the Flow, select Available for input.
   6. Click Done.
4. Create a Choice resource for each onboarding category.
   These choices appear in the Multi-Select Picklist component. Repeat these substeps for each category in the table.
   1. Click New Resource, and then select Choice.
   2. For Data Type, select Text.
   3. For API Name, Choice Label, and Choice Value, enter the values from the table.

      API Name	Choice Label	Choice Value
      SalesKickoff	Sales Kickoff	Sales Kickoff
      PortalSetup	Portal Setup	Portal Setup
      Training	Training	Training

   4. Click Done.
5. Create a Choice resource for each standard task.
   These choices appear in the Checkbox Group component. Repeat these substeps for each task in the table. Later in this example, you add the same task names to a collection, and those names become the task subjects.
   1. Click New Resource, and then select Choice.
   2. For Data Type, select Text.
   3. For API Name, Choice Label, and Choice Value, enter the values from the table.

      API Name	Choice Label	Choice Value
      ScheduleKickoffCall	Schedule kickoff call	Schedule kickoff call
      SetUpPortalAccess	Set up portal access	Set up portal access
      AssignTraining	Assign training	Assign training

   4. Click Done.

Create the Task Variables

Create the variables that the flow uses to build the onboarding tasks.

1. Create a text collection variable that holds the standard task names.
   The loop later in this example goes through this collection one task name at a time.
   1. Click New Resource, and then select Variable.
   2. For API Name, enter StandardTaskNames.
   3. For Data Type, select Text.
   4. Select Allow multiple values (collection).
   5. Click Done.
2. Create a record variable that holds one task at a time.
   1. Click New Resource, and then select Variable.
   2. For API Name, enter TaskRecord.
   3. For Data Type, select Record.
   4. For Object, select Task.
   5. Click Done.
3. Create a record collection variable that holds all the tasks to create.
   The flow creates all the tasks with a single Create Records element after the loop. The flow is efficient when it creates more than one task.
   1. Click New Resource, and then select Variable.
   2. For API Name, enter TasksToCreate.
   3. For Data Type, select Record.
   4. For Object, select Task.
   5. Select Allow multiple values (collection).
   6. Click Done.

Build the Onboarding Screen

Add the screen that collects the onboarding categories, the standard tasks, and the paperwork.

1. Add a Screen element.
   1. Click , and then select Screen.
   2. For Label, enter Onboarding Details and let the API name auto-fill.
2. Add a Multi-Select Picklist component for the onboarding categories.
   Users use this component to choose which onboarding categories apply to the account.
   1. From the Components list, drag a Multi-Select Picklist component onto the canvas.
   2. For Label, enter Onboarding Categories, and then for API Name, enter OnboardingCategories.
   3. For Choice, add the SalesKickoff, PortalSetup, and Training choices.
3. Add a Checkbox Group component for the standard tasks.
   Users use this component to pick which standard tasks the flow creates.
   1. Drag a Checkbox Group component below the Multi-Select Picklist component.
   2. For Label, enter Standard Tasks, and then for API Name, enter StandardTasks.
   3. For Choice, add the ScheduleKickoffCall, SetUpPortalAccess, and AssignTraining choices.
4. Add a File Upload component for the paperwork.
   Users use this component to attach onboarding paperwork to the account.
   1. Drag a File Upload component below the Checkbox Group component.
   2. For API Name, enter OnboardingPaperwork.
   3. For File Upload Label, enter Onboarding Paperwork.
   4. For Allow Multiple Files, select {!$GlobalConstant.True}.
   5. For Related Record ID, select recordId.
      This step attaches the uploaded files to the account.
   6. Click Done.
   

Add the Logic, Create the Tasks, and Activate the Flow

Add the elements that update the account and create the selected tasks. Then activate the flow.

Continue in the screen flow that you created. The finished flow starts at the Onboarding Details screen. It then runs Update Account and Set Standard Task Names, and it loops through the standard task names. In the loop, Task Selected? checks each name, and the Yes path runs Build Task Record and Add Task to Collection. After the loop, Create Onboarding Tasks creates the tasks, and its fault path shows an error message.

1. Add and configure an Update Records element.
   This step updates the onboarding fields on the account where the user started the flow.
   1. After the Onboarding Details element, click , and then select Update Records.
   2. For Label, enter Update Account and let the API name auto-fill.
   3. For How to Find Records to Update and Set Their Values, select Specify conditions to identify records, and set fields individually.
   4. For Update Records of This Object Type, select Account.
   5. Under Condition Requirements to Update Record, for Field select Account ID, for Operator select Equals, and for Value select recordId.
      This step identifies the account where the user started the flow.
   6. Under Set Field Values for the Account Records, set the fields in the table.

      Field	Value
      Onboarding Status	In Progress
      Onboarding Start Date	{!$Flow.CurrentDate}
      Onboarding Categories	OnboardingCategories (the Multi-Select Picklist component)

2. Add an Assignment element that fills the StandardTaskNames collection.
   The flow adds each task name to the collection with an Assignment element. If you change a task name in the choices, change it here too.
   1. After the Update Account element, click , and then select Assignment.
   2. For Label, enter Set Standard Task Names and let the API name auto-fill.
   3. For Variable, select StandardTaskNames, for Operator select Add, and for Value enter Schedule kickoff call.
   4. Click + Add Assignment, and then add the other two task names with the same variable and operator: Set up portal access and Assign training.
      The values must match the choice values that you created for the Checkbox Group component.
3. Add and configure a Loop element.
   The loop goes through the standard task names one at a time so the flow can check each one against the user's selections.
   1. After the Set Standard Task Names element, click , and then select Loop.
   2. For Label, enter Loop Through Standard Tasks and let the API name auto-fill.
   3. For Collection Variable, select StandardTaskNames.
   4. For Direction, select First item to last item.
4. In the loop, add and configure a Decision element.
   This step checks whether the user selected the task that the loop is on.
   1. After For Each, click , and then select Decision.
   2. For Label, enter Task Selected? and let the API name auto-fill.
   3. For Outcome Label, enter Yes and let the API name auto-fill.
   4. Under Condition Requirements to Execute Outcome, for Resource select the StandardTasks component's selected values, for Operator select Contains, and for Value select Current Item from Loop Loop Through Standard Tasks.
   5. Rename the Default Outcome to No.
      The No path continues to the next item in the collection.
5. On the Yes path, add an Assignment element that builds the task.
   1. On the Yes path, click , and then select Assignment.
   2. For Label, enter Build Task Record and let the API name auto-fill.
   3. Set the values in the table. For each row, select the variable in Variable, select Equals in Operator, and enter or select the value in Value. Click + Add Assignment to add each row.

      Resource	Operator	Value
      TaskRecord > Subject	Equals	Current Item from Loop > Loop Through Standard Tasks
      TaskRecord > Status	Equals	Not Started
      TaskRecord > Related To ID	Equals	recordId

6. After the Build Task Record element, add an Assignment element that adds the task to the collection.
   1. Click , and then select Assignment.
   2. For Label, enter Add Task to Collection and let the API name auto-fill.
   3. For Variable, select TasksToCreate, for Operator select Add, and for Value select TaskRecord and then Entire Resource.
   
7. After the loop ends, add and configure a Create Records element.
   This step creates all the selected tasks in one operation.
   1. After the loop, click , and then select Create Records.
   2. For Label, enter Create Onboarding Tasks and let the API name auto-fill.
   3. For How to set record field values, select From a Record Variable.
   4. For How Many Records to Create, select Multiple.
   5. For Record Collection, select TasksToCreate.
8. Add a fault path to the Create Onboarding Tasks element, and then add a screen that shows the error.
   The fault path catches errors when the flow creates the tasks and shows the user what went wrong.
   1. On the Create Onboarding Tasks element, click the three dots, and then click Add Fault Path.
   2. On the fault path, add a Screen element. For Label, enter Show Error Message and let the API name auto-fill.
   3. Drag a Message component onto the screen. For API Name, enter ErrorMessage, and for Message Type, select Critical.
9. Create the text template that holds the error message.
   1. For Message Content, click + New Resource.
   2. For Resource Type, select Text Template, and then for API Name, enter Fault_Message.
   3. For Body, enter We couldn't create the onboarding tasks due to an error: .
   4. In the Insert a resource field, select Running Flow Interview | Fault Message.
   5. Click Done to close the resource, and then click Done to close the screen.
10. Save, test, and activate the flow.
    1. Click Save. For Flow Label, enter Onboard a New Account, and let the API name auto-fill.
    2. Test your flow using sample information.
       The flow updates the account and creates one task for each selected item.
    3. Click Activate.
    The flow is ready to launch from an account. Next, create the quick action that starts it.

Create a Quick Action to Launch the Flow

Create a quick action on the account object. Reps click the action on an account record page to start the onboarding flow.