Configuring Salesforce Flows to create Engagements from Orders

Warning:

These instructions are intended for users who are experienced at creating Salesforce flows. Refer to the Salesforce Help if you require more information.

The Revenue Contracts for Revenue Cloud feature configures a standard setup to create revenue contracts for Salesforce orders via engagements. An engagement can be linked to an order and its related order amendments. By creating a revenue contract for the engagement, the original order and any order amendments are managed on the same revenue contract.

If you intend using the Revenue Contracts for Revenue Cloud feature to create revenue contracts for Salesforce orders, you must configure the flow described here. The flow automates the creation of an engagement when a new order is activated, and writes the same engagement number to any related order amendments.

Here is an outline of the flow you will be building. (Click the image to expand it.)

Diagram of Process Flow to Auto Create Engagements for Orders

Before You Begin

Before you begin you must enable the following in Feature Console:

Make sure the Revenue Management on SF Revenue Cloud permission set is assigned to you.

Notes:

The images in these instructions show an org namespace of ffrr__. You might have a different org namespace or none at all.

The images in these instructions are shown as thumbnails. To expand an image, click it. To close an expanded image, click it again.

Creating the Flow

  1. From Setup, navigate to Flows. Create a new flow of type Record-Triggered Flow. We recommend you use the Auto-Layout option to build the flow.
  2. Click the Start icon in the flow.
  3. Click Edit to configure the trigger. On the Configure Trigger window, set:

    Trigger the Flow When: A record is created or updated
    Run the Flow: After the record is saved

  4. Click Done.
  5. Click Choose Object and complete the Choose Object window as follows:

    Object: Order
    Condition requirements: All conditions are met (AND)

    Then add the following conditions:

    ffrrEngagement__c Is Null True

    Status Equals Activated

    When to Run the Flow for Updated Records: Every time a record is updated and meets the condition requirements

    Screenshot of Choosing the Object in the Flow UI

  6. Click Done.
  7. Click the + symbol between the Start Icon and the End icon, then choose to add a Decision element.
  8. On the New Decision window, enter a label and API name then for the first New Outcome, set:

    Label: isNew
    Condition requirements: All conditions are met (AND)

    Add the following condition:

    {!$Record.Type} Equals New

    Screenshot of Setting an isNew Decision Outcome in the Flow UI

  9. Below the outcome, set:

    When to Execute Outcome: If the condition requirements are met

  10. Click the + icon to add another outcome then for the second New Outcome, set:

    Label: isAmendment
    Condition requirements: All conditions are met (AND)

    Add the following condition:

    {!$Record.Type} Equals Amendment

    Screenshot of Setting an isAmendment Decision Outcome in the Flow UI

  11. Click Done.
  12. In the Flow Builder user interface, go to the Toolbox section on the left-hand side of the page and click on Manager then click the New Resource button. On the New Resource window, set the Resource Type to Variable, then set the following:

    API Name: VEngagementRecord
    Data Type: Record
    Object: Engagement
    Available for input: True
    Available for output: True

    Screenshot of Creating a Record Variable in the Flow UI

  13. Click Done.
  14. Click the + symbol between the isNew Outcome and the End Icon, then choose to add a Create Records element.
  15. On the New Create Records window, enter a label and API name then set:

    How Many Records to Create: One
    How to Set the Record Fields: Use separate resources, and literal values
    Object: Engagement (This object's API name is fferpcore__ff_Engagement__c.)

    Screenshot of Creating a Record in the Flow UI

    Make the following assignments in the Field Values for the Engagement section to populate fields on the engagement with values from the order:

    fferpcore__Account__c = {!$Record.Account.Id}

    fferpcore__StartDate__c = {!$Record.EffectiveDate}

    fferpcore__EndDate__c = {!$Record.EndDate}

    fferpcore__Description__c = {!$Record.OrderNumber}

    ffrrLegalEntity__c = {!$Record.ffrrLegalEntity__c}

    Complete the fields below the list of assignments as follows:

    Manually assign variables: selected
    Store Engagement ID in Variable: {!VEngagementRecord.Id} (this is the ID of the record variable you created at step 12)

    Screenshot of Creating a Record in the Flow UI

  16. Click Done.
  17. Click the + symbol between the Create Records node and the End Icon, then choose to add an Update Records element.
  18. On the New Update Records window, enter a label and API name then set:

    How to Find Records to Update and Set Their Values: Use the order record that triggered the flow
    Set Filter Conditions: None--Always Update Record

    Make the following assignment in the Set Field Values for the Order Record section to populate the Engagement field on a new order with the engagement ID:

    ffrrEngagement__c = {!VEngagementRecord.Id}

    Screenshot of Updating a Record in the Flow UI

  19. Click Done.
  20. Click the + symbol between the isAmendment Outcome and the End Icon, then choose to add an Update Records element.
  21. On the New Update Records window, enter a label and API name then set:

    How to Find Records to Update and Set Their Values: Use the order record that triggered the flow
    Set Filter Conditions: None--Always Update Record

    Make the following assignment in the Set Field Values for the Order Record section to populate the Engagement field on an amended order with the same engagement ID that was on the original order:

    ffrrEngagement__c = {!$Record.Opportunity.SBQQ__AmendedContract__r.SBQQ__Order__r.ffrr__ffrrEngagement__c}

    Screenshot of Updating a Record in the Flow UI

  22. Click Done.
  23. Save your flow then click Activate.

When you activate a new order, an engagement is created and the engagement number is stored on the order. If that order's contract is later amended and an order amendment created, the engagement number from the original order is written to the order amendment. A revenue contract created for the engagement will therefore include performance obligations for items on both the original order and the order amendments.