[Admin] Set up the Deal Win automation (using Process Builder)

This step-by-step guide will explain how to make the “Deal Win Video” mandatory for closing an opportunity.

This step-by-step guide also assumes that you already added your “Deal Win Video Template” in Salesforce as in the user guide tutorial

This document icludes:

1. How to create a custom field on the “Opportunity” object :
2. How to create a process to automatically check the custom field if there is a deal win video added
3. Validation rule on opportunity to make deal win video mandatory

Create a custom field on the “Opportunity” object :

Which is A checkbox that is checked if there is a deal win video on the opportunity.

1. In the top right-hand corner of Salesforce, select Setup (the gear icon).
2. Use the quick-find menu on the left to search for and select “Object Manager”.
3. Go to the Opportunity Object and  “Fields and Relationships” and select “New”.
4. Select “Checkbox” data type.
5. Choose a name and a description for your field, and click “Next”.
6. Click Next again.
7. Choose the layouts you want your custom field to appear in and click Save.

Create a process to automatically check the custom field if there is a deal win video added :

1. In the top right-hand corner of Salesforce, select Setup (the gear icon).
2. Use the quick-find menu on the left to search for and select “Process Builder”.
3. Click on new in order to create a new process.
4. Choose a name for your process, and choose “A record changes” for the last picklist. Click Save.
5. You’ll land on this page.
6. Click on “Add Object” and search and select “Video”, select “When a record is created or edited”, and click on save.
7. Click on “Add Criteria”, and choose your criteria name.
8. First field and condition : Opportunity is linked
9. Second field and condition : Template ID

10. Third field and condition : Add in your “Sales Profiles”. Make sure to add the correct spelling of your sales profiles.

11. Fourth field and condition : Select Opportunity record types you want to make the deal win video mandatory for. Make sure to type the correct spelling of your record type.

12. Save your criteria
13. Click on “Add Action”, then “Select One”, then “Update Records
14. Name your action.                                                                           
15. Select “a record related to the emovie__video__c”, and search and select “Opportunity”
16. Search and select the custom field you created.
17. Save and activate your process. Now whenever a deal win video is added, the checkbox is checked.

Validation rule on opportunity to make deal win video mandatory

1. In the top right-hand corner of Salesforce, select Setup (the gear icon)
2. Use the quick-find menu on the left to search for and select “Object Manager”.
3. Search and select the “Opportunity” object, then select “Validation Rules”

4. Click on “New” to create a new validation rule.

5. You will land on this screen.

6. Choose a “Rule Name” and a “ Description”.
7. Now set the “Error Condition Formula” and the error message : Copy the following for the error condition :

   NOT(Deal_Win_Video_Exist__c)

   &&

   (TEXT(StageName) = "Closed Won")

   &&

   TEXT(Type) = 'New Business'

   &&

   ($Profile.Name!='EM: Admin' && $Profile.Name!='System Administrator' && $Profile.Name!='EM: Master Admin')

   NB : change the “Closed Won” stage name into the equivalent in your organization. Change the Admin profile names into the equivalent profiles in your org. Change (or add) the opportunity types using the same logic.

8. Save. Your process is now complete. Whenever a sales rep tries to close an opportunity without recording a deal win video, he/she will get the following message :