José is happy with the progress of the PDF templates. The only thing he would like to change is the name given to the PDFs sent to customers.
Note: This article is only a suggestion/inspiration for PDF renaming. You need to adapt this procedure to your needs.
Creation of fields
Please create this field to use for the feed and to compose the future name of your PDFs according to your needs.
Frisbii_Ref_PDF:
Formula (text)
Object: Invoice
'Prefix desired'+sofactoapp__Facture__r.Reference_facture__c
Creating the flow
To make it easier to work with and read the feed, we recommend that you follow a naming scheme like this:
Text variable | VarT_ |
File Load | FL_ |
Update Record | UR_ |
Frisbii Variable | SoV |
We advise you to read this article about good practices for the naming of flows:
Configuration Standards For Salesforce Visual WorkFlow
Procedure
Go to Setup > Process Automation > Flows
Click on the New Flow button
Select Autolaunched Flow
A - Creating resources: Variables
In the Flow Builder, click on Manager ant then on the New Resource button
Fill in the following fields:
Resource type: Variable
API name: VarT_DocumentID
Data type: Text
Click on Done
Repeat steps 4 to 6 for the variable VarT_FacturePDFId
Resource type: Variable
API name: VarT_FacturePDFId
Data type: Text
Availability Outside the Flow: check Available for input
B - Creating Resources: Record Variables (Unique)
8. Click on Manager and then on the New Resource button
9. Fill in the following fields:
Resource type: Variable
API name: SoV_Document
Data type: Record
Object: Document
10. Click on Done.
11. Repeat steps 8 to 10 for the variable SoV_FacturePDF
Resource type: Variable
API name: SoV_FacturePDF
Data type: Record
Object: Invoice PDF
C) Creating Resources: Formulas
12. Click on Manager and then on the New Resource button
13. Fill in the following fields:
Resource type: Formula
API Name: Name
Data type: Text
Formula:
"(NameDesired)"+{!SoV_Document.Name}14. Click on Done.
15. Repeat steps 8 to 10 for the formula NameFacturesPDF
Resource type: Formula
API name: NameFacturesPDF
Data type: Text
"(NameDesired)"+{!SoV_Document.Name}
This is what you need to see:
D) Get Records
16. Click on the Elements tab
17. Drag and drop the small pink Get Records icon into the right hand part of the window.
18. Enter the following values in the New Get Records window that opened
Find Salesforce records and store their field values in flow variables.
Label: FL_FacturePDF
Get Records of This Object
Object: Invoice PDF
Filter Invoice PDF Records
Condition Requirements: All Conditions Are Met (AND)
Field: Record Id
Operator: Equals
Value: {!VarT_FacturePDFId} (Pay attention to the spaces in front or behind the tag!)
Sort Invoice PDF records :
Sort Order: Not Sorted
How Many Records to Store: Only the first record
How to Store Record Data: Choose fields and assign variables (advanced)
Where to Store Field Values: Together in a record variable
Select Variable to Store Invoice PDF
Record: {!SoV_FacturePDF}
Select Invoice PDF Fields to Store in Variable (click on + Add Field)
Field: ID
Field: type 'DocumentID' and select 'sofactoapp__DocumentId__c'
Field: Name
Field: type 'Draft' and select 'sofactoapp__Facture_brouillon__c'
Field: Frisbii_Ref_PDF__c
Check the box: When no records are returned, set specified variables to null.
19. Click on Done.
20. Repeat steps 16 to 19 for the Get Records element FL_Document by filling in the fields as shown here:
Find Salesforce records and store their field values in flow variables.
Label: FL_Document
Get Records of This Object
Object: Document
Filter Document Records
Condition Requirements: All Conditions Are Met (AND)
Field: Id
Operator : Equals
Value: {!SoV_FacturePDF.sofactoapp__DocumentId__c} (Pay attention to the spaces in front or behind the tag!)
Sort Document Records:
Sort Order: Not Sorted
How Many Records to Store: Only the first record
How to Store Record Data: Choose fields and assign variables (advanced)
Where to Store Field Values: Together in a record variable
Select Variable to Store Document
Record: {!SoV_Document}
Select Document Fields to Store in Variable
Field: ID
Field: Name
Check the box: When no records are returned, set specified variables to null.
E) Update records
21. Click on the Elements tab
22. Drag and drop the small pink Update Records icon into the right hand part of the window.
23. Enter the following values in the New Update Records window that opened
Update Salesforce records using values from the flow.
label: UR_Document Name
How to Find Records to Update and Set Their Values
Check: Specify conditions to identify records, and set fields individually
Update Records of This Object Type
Object: Document
Filter Document Records
Condition Requirements for Records to Update: All Conditions Are Met (AND)
Field: ID
Operator: Equals
Value: {!SoV_FacturePDF.sofactoapp__DocumentId__c} (Pay attention to the spaces in front or behind the tag!)
Set Field Values for the Document Records
Field: Name
Value: {!SoV_FacturePDF.Frisbii_Ref_PDF__c} (Pay attention to the spaces in front or behind the tag!)
24. Click on Done.
25. Repeat steps 21 to 24 for the Update Records element UR_NameFacturesPDF by filling in the fields as shown here:
Update Salesforce records using values from the flow.
Label: UR_NameFacturesPDF
How to Find Records to Update and Set Their Values
Check: Specify conditions to identify records, and set fields individually
Update Records of This Object Type
Object: Document
Filter Document Records
Condition Requirements for Records to Update: All Conditions Are Met (AND)
Field: ID
Operator: Equals
Value: {!VarT_FacturePDFId} (Pay attention to the spaces in front or behind the tag!)
Set Field Values for the Document Records
Field: Name
Value: {!SoV_FacturePDF.Frisbii_Ref_PDF__c} (Pay attention to the spaces in front or behind the tag!)
26. Save the stream by clicking on the Save button at the top right of the window.
27. Click on the Activate button.
Testing automation
Let's not forget to test our process.
Preparation
First, make sure you have an invoice available that meets the criteria
Invoice State is issued
Procedure
Create a PDF manually by clicking on the Create PDF button
Then click on Save PDF
Click on Validate
Look in the related list invoice PDF
First the PDF is created with the automatic name
Then the PDF is renamed
Warning: As some cache problems may occurs in Salesforce, please refresh the page several times.
If you have set up automations to create the PDF, please do the same test by replacing steps 1 to 3 of the procedure with this procedure.