Closing a new opportunity can be hard work, but for many teams, the work doesn’t end there. Whether you’re onboarding a new client, or building a new program or project, there are many things to do after the opportunity closes. With Productivity Fox, you can automatically create new Productivity Board whenever a new opportunity closes to ensure that your team is working together to provide a great customer experience.
To start, build your Template Productivity Board. I typically name my new board as a Template – such as “Template – New Customer Onboarding” so that I can keep my template up-to-date with any onboarding process changes.
From here, I move into Salesforce Process Builder. (I find it useful to keep my template Productivity Board open in another browser tab or window, as I reference it later in the process.)
From the Process Builder Processes Page, click New in the upper right corner.
When I click New, a pop-up screen opens where I enter my Process Name and Description. The API Name is automatically generated based on the Process Name that I create. I name my process “Productivity Board from Opportunity Stage Closed/Won”
After I save my process name and description, I move to the Process Builder Canvas Web. This is where I build my process to create my Productivity Board. The first step is to add the object that the process will be based on. To select this object, simply select the +Add Object block on the Canvas.
The goal of this process is to automatically generate a Productivity Board when an Opportunity’s Stage has been set to Closed/Won, so we base the process on the Opportunity object. Since an Opportunity may go through many stages (and many edits), I want the process to run whenever a record is created or edited.
The next step is to Add Criteria. The criteria is the question you’re asking in order to run the process. It’s important to know that actions are only taken when the criteria evaluate to true.
Since I want a Productivity Board created based on the criteria of an opportunity’s stage marked as Closed Won, I select Conditions are met under the Criteria for Executing Actions section. The conditions I set for this process are:
- Field = [Opportunity].StageName
- Operator = Equals
- Type = Picklist
- Value = Closed Won
Note: Make sure to check the box under the advanced setting at the bottom of the criteria page. Marking this setting as true will make sure that the Process is not executed when irrelevant changes are made. For example, if the value of the opportunity is changed, but the Opportunity Stage field is not updated, the process will not run.
Under the Immediate Actions block, I click Add Action. A new window opens where I select the Action Type and Action Name. For this process, I select the action type Apex. After I select Apex, a drop down menu appears where I select the Apex Class needed to invoke the Productivity Board creation. The Apex Class I select called ccpt__InvokeBoardClone. Once selected, set the four Apex Variables; Board Id (String), Related Record Id (Reference), Clone Cards? (Boolean), and Board Name (Reference).
The Board ID is how you identify which board you want to clone. The board ID is the 18 character alphanumeric code at the end of the URL when your template board is open. Copy this Board ID and paste it in the value field for the Board ID in Process Builder.
The Clone Cards variable allows you to set if the cards are created. In this case, since I want to follow a standard process, I set this to true. Setting the Related Record ID associates my board with the Opportunity so that all my information is linked in Salesforce.
After I’ve finished setting my Apex variables, I save this Action. I can also add additional immediate or scheduled actions, including email and chatter notifications. Once I’ve finished adding any additional actions, I activate my process.
To test my process, I update an Opportunity to Closed/Won. On the opportunity page, I scroll down to the Boards related list, and see the new board that has been created. I click on the board name to open the Productivity Board.
Now, whenever I close an opportunity, I can be sure that my team is going through the right steps to ensure that we’re onboarding the customer successfully!