Automating Opportunity Closure with Scheduled Flows in Salesforce
TechMantra Now
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Salesforce
TMnow | 18 Dec 2023
Introduction
In the fast-paced world of sales and customer relationship management, staying on top of your opportunities is critical. Ensuring that open opportunities with past due dates are promptly closed is not only essential for maintaining accurate records but also for streamlining any sales process. In this blog post, We are sharing our experiences of implementing a scheduled flow in Salesforce to automatically close open opportunities with past due dates.
The Challenge: Managing Open Opportunities
In Salesforce, opportunities are a fundamental part of the sales process. Sales representatives and managers rely on opportunities to track potential deals, forecast revenue, and make informed decisions. However, as opportunities progress, they may sometimes get neglected, leading to outdated information and inaccurate reports.
One common issue is open opportunities with past due dates. These opportunities can clutter your pipeline, distort your sales forecasting, and make it challenging to focus on high-priority deals. Manually identifying and closing these opportunities can be time-consuming and prone to human error.
The Solution: Scheduled Flows
Salesforce Flows are powerful tools for automating business processes, and scheduled flows allow you to perform actions at specific times or intervals. To address the challenge of closing past-due open opportunities, we implemented a scheduled flow that runs every day at 12 AM. Here's how we did it:
- Update these opportunities to set their stage to "Closed Lost" or any desired closed stage.
Creation Of Flow:
Step1: Set the Schedule:
To make the flow run automatically, we utilized Salesforce's scheduling feature. We configured the flow to run daily at 12 AM. This allowed the flow to review and close opportunities every day without any manual intervention.
Step 2- Query for open opportunities with past due dates and a stage equal to "Open."
Step3: Keep the Above Query records in For loop
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Step:4 Variable creation To store the opportunities list in the For loop to Avoid multiple DML statements?
Step:5-In the For loop Every Record stage is changed To closed Lost and add in Variable (Using variable to overcome the More DML statements)
Step:6-Update the variable?
Finally, Flow Looks like The Below? image
The Results: Improved Data Accuracy and Efficiency
Implementing the scheduled flow to automatically close open opportunities with past due dates brought several benefits to our Salesforce workflow:
1. Accurate Data: Our opportunity pipeline became more accurate as we no longer had open opportunities with past due dates cluttering our reports and dashboards.
2. Time Savings: Sales representatives and administrators no longer needed to manually identify and close these opportunities, saving valuable time for more strategic tasks.
3. Consistency: The process became consistent and error-free, reducing the risk of human error in managing opportunities.
4. Improved Forecasting: Our sales forecasting improved as we could rely on the data in Salesforce to reflect the true status of opportunities.
In conclusion, by leveraging the power of scheduled flows in Salesforce, we automated the process of closing open opportunities with past due dates. This not only improved the accuracy of our data but also streamlined our sales process, ultimately contributing to better decision-making and a more efficient sales team. If facing a similar challenge in your Salesforce environment, consider implementing a scheduled flow to automate routine tasks and ensure data integrity.
More Questions?
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5 个月I know this is months later but I have a question. I am attempting to do this with a Record Triggered Flow. I am using a Call Disposition result on a custom Call object. That all works fine, but we have a Validation Rule that requires a Loss Reason. My Update Records element includes updating the stage and the reason. When I debug the flow, it works fine. However, when I test it in the sandbox nothing happens. I have tried it with the Validation Rule turned off as well and it doesn't work either. I am wondering if there is an issue with attempting both closing the opp and updating the loss reason in the same Update element? Do I need to update the Loss Reason in one update and then maybe run another in an asynchronous path that closes it? Thanks!