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

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

1. Create a custom field on the “Opportunity” object :

2. Validation rule on opportunity to make deal win video mandatory 

3. Create a flow to automatically check the custom field if there is a deal win video added

This step-by-step guide also assumes that you already added your “Deal Win Video Template” in Salesforce (refer to the user guide).

Create a custom field on the “Opportunity” object :

(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”.

7. Choose the layouts you want your custom field to appear in and click Save.

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”.

1. Search and select the “Opportunity” object, then select “Validation Rules”

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

1. You will land on this screen.

1. Choose a “Rule Name” and a “ Description”.

1. 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.

1. 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 :

Create a flow 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 “Flows”.

3. Click on “New Flow” in order to create a new flow.

 

4. We’re going to create a “Recored-triggered Flow”.

5. Choose your “Video” object and select “When a record is created”, and click “Done”

6. Click on the plus sign to add an element and select “Get Records”.

7. Select a “Label” for your action, and the “Opportunity Object”.

 

8. Add the following condition requirement : – id equals “{!$Record.ezmovie__Opportunity__r.Id}” – , and click “Done”

 

9. Click on the plus sign and add a DECISION. Choose a “Label”.

10. Add outcome conditions : add in the “Deal Win” template ID and the profiles to whom you want to assign this rule.

To find the “EasyMovie Template ID” : select “Record” → “EasyMovie Template” → “ID EasyMovie”

To find the “EasyMovie Template ID” : select “Record” → “Opportunity_r” → “Owner ID” → “Profile ID” → “Name”

11. Select the plus sign on the “Yes” side and choose “Assignment”

12. Name your Assignment.

13. Select “Opportunity from Get_Related_Opportunity”

14. Look for your “DEAL WIN CHECKBOX” field and set it to TRUE. Look for your “STAGE NAME” field and set it to “Closed Won” (or the equivalent stage in your org)

15. Add a new assignment to store the updated opportunity.

16. Create a new variable.

17. Store the updated opportunity in your variable.

18. Update your opportunity : Click on the plus sign and select “Update Records”.

19. Select the variable you created in “Select Records to Update”.

20. Click “Done” and don’t forget to save and activate your flow !

Your “Deal win process” is now active.