An Introduction to Schedule-Triggered Flows
Schedule-Triggered Flows let Salesforce handle time-sensitive tasks in the background so you can focus on what matters most. This unique type of flow enables you to perform updates, create records, or process data at specific intervals, reducing the need for manual intervention. Whether it’s running a process once, daily, or weekly, Schedule-Triggered Flows allow you to automate repetitive tasks, ensuring efficiency and consistency across your Salesforce org.
Some might confuse Schedule-Triggered Flows with the Scheduled Path feature in Record-Triggered Flows, but the two serve distinct purposes. The Scheduled Path in Record-Triggered Flows is triggered by a record event—such as creation or update—and runs after a set period, like sending an email five days after a record is created. On the other hand, Schedule-Triggered Flows run entirely based on the schedule you define, regardless of record events. These flows can be configured to run as a one-time process or on a recurring schedule, such as daily or weekly.
Key Features of Schedule-Triggered Flows
Schedule-Triggered Flows are a great way to handle tasks that need to run on a regular schedule. Here’s what they can do to simplify your workload
- Runs at Defined Intervals: It executes at a specific time or interval, such as running only once, daily, or weekly, depending on your requirements.
- Processes Records with Criteria: They work only on records that meet predefined criteria, ensuring precision in execution.
- Ideal for Time-Based Automations: Whether it's routine data cleanup or periodic reminders, these flows simplify tasks that need to happen at regular intervals.
- Supports Bulk Data Processing: Designed with scalability, they efficiently process large sets or records while considering the Salesforce's governor limits.
Use Cases for Schedule-Triggered Flows
The flexibility of Schedule-Triggered Flows allows them to address a wide range of business needs. Below are some real-world scenarios where they can deliver significant value
Deactivating Inactive Users
- Imagine a scenario where user licenses are being wasted on inactive accounts. A Schedule-Triggered Flow can automatically deactivate users who haven’t logged in for six months, freeing up licenses and improving security by reducing access for inactive users.
Periodic Reminders for Sales Team
- Timely follow-ups are crucial for sales success. You can use these flows to send periodic reminder emails for overdue tasks, ensuring sales users stay on top of their priorities, helping to close more deals.
Bulk Updates for Data Maintenance
- Data accuracy is critical for decision-making. A Schedule-Triggered Flow can update all Opportunities to “Closed Won” if their Close Date is more than three months old, ensuring your reports reflect up-to-date information.
Generating Recurring Records
- For businesses with subscription models, this flow can automate the creation of monthly invoices, saving countless hours of manual work and ensuring consistent, accurate billing for clients.
These use cases illustrate how Schedule-Triggered Flows can make routine processes seamless while driving operational efficiency.
Best Practices for Schedule-Triggered Flows
To get the most out of Schedule-Triggered Flows, it's essential to follow these best practices:
- Always limit the number of records processed by adding specific criteria. For example, deactivate only inactive users or update only records that truly require changes. This prevents unnecessary processing and ensures you stay within governor limits.
- Experiment with different schedules and test your flow in a sandbox environment to ensure everything runs smoothly before deploying to production.
- Include fault paths to handle unexpected errors.
- Schedule flows during off-peak hours to minimize performance impact on your Salesforce org.
- Name your flows and elements descriptively, and include detailed descriptions of their purpose. Clear names and descriptions make your flows easy to manage—for you and anyone who works on them in the future.
By adhering to these best practices, you can maximize the efficiency and reliability of your Schedule-Triggered Flows.
Conclusion
Schedule-Triggered Flows are a game-changer for Salesforce admins, offering a simple yet powerful way to automate recurring tasks and reduce manual workloads. From maintaining data accuracy to sending automated reminders, these flows empower you to focus on driving business value while Salesforce takes care of your routine.
Start building your first flow today and see how it transforms your business operations. Explore the resources below for step-by-step guidance and expert tips!
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