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hi I'm Jennifer Lee admin evangelist and this is how I solved it adminsdale that account and contact management can get messy in Salesforce especially when contacts change accounts to keep data clean Stacy O'Leary created a flow access from a custom button that is easy for her end users to use and keep the orgs data clean she puts some sprinkles on top of her solution with a little something extra using component visibility today I'm with Stacy O'Leary she is a Salesforce consultant with quickly Consulting and is five time certified welcome to how I solved it Stacy thank you I'm so excited and flattered to be here so I like always hearing about everyone's Journey because each is unique so what is your sales floor story I am an accidental admin I think like a lot of Salesforce admins are I started my career working in child care and I did that for a really long time and eventually I got referred to work in customer service and Tech and do just data entry for customer support so that's how I got started with Salesforce was just doing bulk uploads in the data loader and that's it and then eventually doing admin tasks to support the customer support team which was really fun for me to learn sort of that end of it and get my feet wet with Salesforce and then I just got hooked and I kept going from there and learning more and more and so here I am today awesome a lot of us get hooked in yeah it's kind of addictive so what do you enjoy most about this platform and why so when I stopped working with with kids I kind of worried moving into Tech that I would lose that sort of like creativity uh feeling in in my career and I really found that that's not the case at all uh there's so much that you can customize in Salesforce and and so much that you need to actually create so it's something that I really enjoy and I really enjoy sort of making things and I also enjoy designing and scoping and and that's all really challenging and fun so in talking about that creative process of Designing a solution and building automation what advice do you have for a new admin in that regard like how do you come up with a solution and then go about building that new automation sure uh well I think a really important piece of advice for new admins is just because you can create something doesn't mean that you should so we want to make sure that we're always doing really thorough scoping and thinking about the future and how this need is going to change you know we don't want to just create a field because every someone asks for one so that's I think really important for new admins to remember it's really exciting to create new fields and new objects and it's really fun to do that but this scoping app is really important to think about what that need is going to be long term all right so share with us the business problem that you're trying to solve sure uh what I found with a lot of my clients is that uh what happens with their end customers is what happens with everyone is that people change jobs and sometimes an AE or a sales rep will call a prospect on the phone and they'll say oh I I don't work there anymore I work somewhere else now and that's a very normal thing that everyone every industry has to deal with and I found a lot of clients a lot of Salesforce users dealing with that in very interesting ways ranging from like deleting the contact UM changing the account lookup not changing anything just changing the email address so a lot of weird stuff happening and I definitely came to my mind that there's got to be a better way to manage that process without losing data like deleting a contact and without creating inaccurate data which is someone whose account name doesn't match their email address or where they actually work right so we're admins we like seeing how things are built so show us how you solved it sure what we're going to look at is just a custom button on the contact page and there's just a really simple piece of automation behind it here so this is all we have for our users and it's going to take away a ton of clicks what we're going to do is we're just going to create a new contact and also sort of archive this old contact so first thing we get uh with this contact let's say she's moved to XYZ Corp um we're get we have our screen we're going to put in the name of the new account if we need to update her name we can that's here but we definitely want her new email address so we're gonna put that here and if we have her new title and a new new phone number we can enter that here but in this example they're not required fields and this is it this is all we're asking of the user to enter for the new record and now we're at the last screen so there's nothing else the user has to click on to do anything all we want to do here is we want to look at our redirect to our new record and we can see we're on the right account her name was moved her new email address is here her status has been set properly and then if we go back to our old record we can click finish and right away we can see that this person doesn't work there anymore and it's very obvious to the end user and they didn't have to click anything they didn't have to change this they didn't have to update anything we have our Banner here which lets them know what's going on we also use the flow to update the status update or do not call and update our email opt out so all of this happened and our new contact was created with just that one screen that users entered information on yeah I love how it's so obvious that the old contact is old yeah exactly and that's something that I think we sort of take for granted as admins because we look at data all the time and so naturally when we look at records we're checking things like status or email opt out or that's natural for us but with sales and with end users they're going through a lot of contacts at the same time they're working very quickly um things are not obvious to end users that are often obvious to us as admins so the easier we can make life for an end user we should definitely do that great now can you show us behind the scenes how you set that up yes absolutely so our flow is a very simple flow so what we're looking at here is just a few different components and I think for any admins that are trying to learn flow or get used to it coming off of process Builder this is actually a great flow for you to start with or to start getting comfortable with so all we're doing here is we want to get our old contact and this there's really not much to this one except we're just getting the ID of the old contact because we do want to update the one that doesn't the one that doesn't work there anymore that contact record and then we're also going to show our screen so this is the screen where we are asking for information from the user this was that screen where I typed in the new account now what I like here about this one is we have directions right at the top you can add what whatever sort of directions you need if you want to have more fields that are required or less fields that are required anything that you want to change about this screen you can but this is sort of the one place where we want the user to interact and remember we don't want them clicking all over the place we don't want them messing with the old one manually updating the new one this is the screen where we want to do everything and then our next two components those are our create and our update components so our create record is where we're creating the new contact from everything that they just entered on that screen so all we're doing is we're putting in the account ID their new email address uh if they changed the name we also have a couple hidden fields that were defaulting here so in this example we are pulling the old lead source and applying that to the new contact you can do whatever works for your org here and then same thing for status I'm using a default value here but you can do whatever works for your org as well and then in our update records this is where we're gonna sort of archive the old contact so this is where we're using that ID from the old the get contact UM component earlier and all we're doing here is we're updating our do not call our email opt-out and our status that's the only three things we need to do on the old contact and then finally we have our screen our sort of congratulations completion screen so what we're doing here is we just have one display text there's nothing the user needs to fill out we're telling them our congratulations message and then we're giving them a hyperlink to the new uh new contact that was just created and that's it that's all there is to this flow now just creating the flow doesn't actually have to do anything you have to add the button to the page and you also have to create the action for it so what we'll do is we'll go take a look at that real quick so what we're going to do is we're going to go to our contact object and we need a new action now I'm in incognito mode so it opens this up in classic for me but it looks exactly the same in lightning so we're just going to create our new action we're going to select the flow give it a label that makes sense for your users I like move to New company because it spells out exactly what we're doing and then you're going to hit save and then you need to add that also to your page layout and depending on how your buttons and links and actions are you might need to add it to your page layout in the lightning page in the lightning uh buttons links in action section or actually add it to the record third page itself now there's one more thing to look at on our lightning record page and that's this Banner here and this is a really fun and easy thing that anyone can add for your users and it doesn't have to be for this purpose you can use this feature for anything but it's really just a filter based Rich text component and that's all it is so when we click on it you can see that I've just typed in my message for my end user and then on the bottom our component visibility we just have a filter that says anytime on this record when the status equals no longer a company we show this component and if the status is anything else we don't show that component and we can see that this works because our new contact record doesn't show that as well and that's it that's all there is to it I love how flexible component visibility is yeah all the time that's the best I feel like every day I think of something new to use it for yeah one thing I want to draw attention to real quick is back in your flow how did you create that link to the contact record without hard coding it so this is just a forward slash and then will it open it up for me uh a forward slash and then the record ID of the new um the new record that we just created and I actually have it in the blog post that will be with uh that you can check out um so you can actually just copy and paste it directly because if you're using a the same kind of flow it'll be the same name and everything so super easy you don't have to create anything special to go with it and the best part is you don't have to change it when you migrate it from sandbox to production the link will work no matter what order you're in awesome love that thank you Stacy for showing us the solution to keep our contacts clean and updated in Salesforce by using a flow to create the new contact record and Associated that to the new account and also updating the prior contact record and updating that status and making it crystal clear that it's an old contact using this component visibility yeah thank you for having me I'm so excited to share this feature you just saw how CeCe O'Leary created a simple screenflow that allows her users to keep contact and account data clean in their Salesforce org and to use component visibility in app builder to highlight important information regarding the record to the end user you can always find videos like this at admin.salesforce.com and also by subscribing to our YouTube channel Salesforce admins so you will never miss another episode of How I solved it thank you and we'll see you next time [Music]