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Add Crossbeam Overlap Data to Opportunity Object
Gdaly Berlin avatar
Written by Gdaly Berlin
Updated over 10 months ago

In this article:

Use Case: Gives users the ability to automate the copying of Partner Account Names from Crossbeam overlap records to the Account’s related Opportunities.

Objective: Categorize Partners according to Crossbeam population and store the categorized Partner Names in (4) text fields on the Opportunity: Partners (Customer), Partners (Opportunity), Partners (Prospect) Partners (Catch All).

In order to meet the objective of this documentation, you will be required to create two Record-triggered flows:

  • 1 triggered by an update to the Overlap data fields on Account

    and

  • 1 triggered by the creation of an Opportunity

Note to Salesforce Administrator: This documentation assumes that the Overlap Partner Data is already being stored on the Account in Long Text Fields. If field types other than Long Text or Rich Text are being used, then it is not necessary to build automation to copy their values to related opportunities, instead you should create formula fields on the opportunity to reference the fields containing overlap data on the related Account.

Technical Build Instructions

❗️Important

This document assumes you have already completed the prerequisite process found here.

Create the following custom fields on Opportunity Object in Salesforce

  1. Partners (Customer)

    1. Type: Text Area (Long)

    2. Field Label: Partners (Customer)

    3. Field Name: Partners_Customer

    4. (Optional) Length: 1,000 (**limit is only required if referencing this field in a Salesforce Report)

  2. Partners (Opportunity)

    1. Type: Text Area (Long)

    2. Field Label: Partners (Opportunity)

    3. Field Name: Partners_Opportunity

    4. (Optional) Length: 1,000 (**limit is only required if referencing this field in a Salesforce Report)

  3. Partners (Prospect)

    1. Type: Text Area (Long)

    2. Field Label: Partners (Prospect)

    3. Field Name: Partners_Prospect

      1. (Optional) Length: 1,000 (**limit is only required if referencing this field in a Salesforce Report)

  4. Optional Repeat for any additional Account fields that are capturing crossbeam data.

  5. Partners (Catch All)

    1. Type: Text Area (Long)

    2. Field Label: Partners (Catch All)

    3. Field Name: Partners_Catch_All

    4. Helpt Text: This field serves as a catch-all for remaining Partners which do not match criteria for predefined populations listed on the Account page

    5. (Optional) Length: 1,000 (**limit is only required if referencing this field in a Salesforce Report)

Account Record-Triggered Flow

Video Overview:

  1. Navigate to Setup > Process Automation > Flows > “New Flow”

    1. Select “Record-Triggered Flow”, then click “Create”

    2. Configure the Start Element

      1. Object = Account

      2. Trigger the Flow When: A record updated

      3. Condition Requirements: Any Condition Is Met (Or)

        1. Field: Partners_Customer__c

        2. Operator: Is Changed

        3. Value: {!$GlobalConstant.True}

          OR

        4. Field: Partners_Opportunity__c

        5. Operator: Is Changed

        6. Value: {!$GlobalConstant.True}

          OR

        7. Field: Partners_Prospect__c

        8. Operator: Is Changed

        9. Value: {!$GlobalConstant.True}
          ​OR

        10. Field: Partners_Catch_All__c

        11. Operator: Is Changed

        12. Value: {!$GlobalConstant.True}

      4. Optimize the Flow for: Actions and Related Records

  2. Add an “Update Records” Element

    1. Label: Update Open Opportunities

    2. API Name: Update_Open_Opportunities

    3. How to Find Records to Update and Set Their Values: Specify conditions to identify records, and set fields individually

    4. Object: Opportunity

    5. Condition Requirements to Update Records: All Conditions Are Met (AND)

      1. Condition 1

        1. Field: AccountId

        2. Operator: Equals

        3. Value: {!$Record.Id}

      2. Condition 1

        1. Field: IsClosed

        2. Operator: Equals

        3. Value: {!$GlobalConstant.False}

    6. Set Field Values for the Opportunity Records

      1. Field 1

        1. Field: Partners_Customer__c

        2. Value: {!$Record.Partners_Customer__c}

      2. Field 2

        1. Field: Partners_Opportunity__c

        2. Value: {!$Record.Partners_Opportunity__c}

      3. Field 3

        1. Field: Partners_Prospect__c

        2. Value: {!$Record.Partners_Prospect__c}

      4. Field 4

        1. Field: Partners_Catch_All__c

        2. Value: {!$Record.Partners_Catch_All__c}

  3. Save and Activate the Flow

Opportunity Record-Triggered Flow

Video Overview:

  1. Navigate to Setup > Process Automation > Flows > “New Flow”

    1. Select “Record-Triggered Flow”, then click “Create”

    2. Configure the Start Element

      1. Object = Opportunity

      2. Trigger the Flow When: A record created

      3. Condition Requirements: None

      4. Optimize the Flow for: Fast Field Updates​

  2. Add an Assignment Element to the Path

    1. Label: Assign Xbeam Data

    2. API Name: Assign_Xbeam_Data

    3. Variable 1

      1. Variable: {!$Record.Partners_Customer__c}

      2. Operator: Equals

      3. Value: {!$Record.Account.Partners_Customer__c}

    4. Variable 2

      1. Variable: {!$Record.Partners_Opportunity__c}

      2. Operator: Equals

      3. Value: {!$Record.Account.Partners_Opportunity__c}

    5. Variable 3

      1. Variable: {!$Record.Partners_Prospect__c}

      2. Operator: Equals

      3. Value: {!$Record.Account.Partners_Prospect__c}

    6. Variable 4

      1. Variable: {!$Record.Partners_Prospect__c}

      2. Operator: Equals

      3. Value: {!$Record.Account.Partners_Prospect__c}

  3. Save and Activate the Flow

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