Salesforce - Update record

Use the start event The connector and event for triggering the workflow to run, including required configuration. An example is Box - New file, which triggers the workflow to run when a new file is uploaded to the specified folder. Salesforce - Update record to start your workflow whenever a record of the specified object, such as Account or Opportunity, is updated in your Salesforce org.

Salesforce has other start events as well as actions. For more information, see Connectors.

Before you start 

Salesforce is a customer relationship management (CRM) suite that offers applications with a focus on sales and support.

For more information on Salesforce, see the company website.

In the context of Nintex Workflow Cloud, Salesforce is a connector Service used to define a connection required for associated actions and start events. Examples include Salesforce and Box. Method of integration to cloud services, business applications and content stores.. For information on actions and start events available with Salesforce, see Connectors.

The Salesforce connections Credentials and other settings required to pass data between the workflow and the indicated service, which could be a cloud service, business application, or content store. you use with Nintex Workflow Cloud must be associated to Salesforce organizations with API access. See the Salesforce editions with API Access knowledge article for more information.

Variables allow you to store and manipulate data and files in your workflows. They can be created by start events, forms, tasks, workflow actions, or automatically created when a workflow is run. See Variables.

You can start a workflow whenever a new or updated file is detected (example: Box - New file), upload files on start or at any point in the workflow, generate documents from tagged templates, send and receive files via email, and manipulate files. File handling can be set up in your workflow start event The connector and event for triggering the workflow to run, including required configuration. An example is Box - New file, which triggers the workflow to run when a new file is uploaded to the specified folder. and actions A tool for building the processes, logic, and direction within workflows..

Note: Your tenancy's default file storage location must be configured to hold files for later reference by the workflow. This location is used for uploaded files and for files stored as output from actions.

  • Generate documents from tagged templates using Generate document
  • Send and receive files via email; for example, see Assign a task
  • Manipulate files in services (see Connectors): 

  • For example, store any email attachments received by the task assignee.

    In the Designer page: 

    1. On the design canvas, click the action you want to configure.

    2. Find the output field for storing the file or set of files.

      For example, to store attachments received in task assignee email replies when they may attach multiple files, use the Assign a task Multiple file attachments option for the Store output field.

    3. In the output field, do one of the following: 

      • Select a variable.

        For output storing multiple files, select a collection variable. For output storing a single file, select a file variable.

        Note: Your tenancy's default file storage location must be configured to hold files for later reference by the workflow.

      • Specify a file path.

        You can use any combination of text and variables, beginning with the root folder. If available, use the folder browse icon on the right of the path field to navigate to the folder and any subfolders that you want, and then edit the path as desired to include variables and different text.

      Availability of variable or path options for storing files varies by action. See Connectors and Workflow actions.

  • For example, reference the new Box file that started the workflow to attach it to a task email notification or reference an image received by the task assignee to generate an invoice document.

    Note: Your tenancy's default file storage location must be configured to hold files for later reference by the workflow. This location is used for uploaded files and for files stored as output from actions.

    In the Designer page: 

    1. On the design canvas, click the action you want to configure.
    2. Find the field where you want to reference the stored file.
    3. In this field, do one of the following:

      • Select the file variable associated with the stored file.

        For example, select the variable for the new Box file that started the workflow or select the variable storing Multiple file attachments output from a task action.

      • Specify the file path where the file is stored.

        You can use any combination of text and variables, beginning with the root folder. If available, use the folder browse icon on the right of the path field to navigate to the folder and any subfolders that you want, and then edit the path as desired to include variables and different text.

        Both a file variable and a file path are used in the example image below for the Dropbox Business - Copy a file action. A file variable is selected for Source and a file path is specified for Destination.

        The variables "CountryVariable" and "Program" insert the values into the file path as determined by earlier workflow logic (in this case, fields in a submitted form). For example, if the person submitting the form selects Australia for country and specifies Inspire2017 for program, then the resulting file path is "/SpecialProgramNDAs/Australia/Inspire2017NDA.docx."

      Availability of variable or path options for referencing files varies by action and field. See Connectors and Workflow actions.

Select the Salesforce - Update record start event

In the Designer page: 

  1. Open the Start event configuration panel: At the top of the designer canvas on the Designer page, click Start event.
  2. For Start from, select Salesforce.

  3. For Event, select Salesforce - Update record.

    Additional fields appear. To configure, see Configure the start event.

Configure the start event

During configuration of the Salesforce - Update record start event, you can select a Salesforce object to monitor for new records, store information about the updated record for use later in the workflow by adding variables for the attributes you want, and set conditional start options Statements about variable values, that when true, run the workflow., such as requirements for the account manager or creation date.

In the Start event configuration panel: 

  1. Find the Source section.
  2. Select a Connection.

    1. In the drop-down list for Connection, select Add new connection.

      A new window appears, prompting you for a connection name.

    2. Type a Connection name.
    3. Type Endpoint Address.
    4. Click Connect.

      5. The entered values are validated. If credentials are not stored in the browser for the selected connector service, then you are prompted for credentials. For more guidance on connections, see Connectors.

    5. Enter credentials if prompted.

      Upon successful log in, you are prompted to grant or deny access to Nintex Workflow Cloud.

    6. Click the option to grant access.

      A window appears where you can assign owner and user permissions to the connection. Add Owners and Users, if required. For more information on connection permissions, see Permissions.

    7. Click Save permissions.

      8. Your newly added connection now appears in the Connection field.

  3. For Object name, select the object you want to monitor for updated records.

    For example, select Account if you want to start this workflow whenever a record in the Account object is updated.

For more information on the fields and buttons, see Salesforce - Update record start event fields by section.

  1. On the canvas, click Start event.

    The configuration panel for Start event appears.

  2. Select a connector, from the Start from drop-down list.

  3. Select an event from the Event drop-down list.

    The Source section is displayed.

    Source section

    Note: The Source section is available only for some events.

  4. Click Add variables.

    5. A drop-down list appears, displaying a list of provided variables.

  5. Select the predefined variables that you want to add to your workflow.
    Note: 

    • To select all variables, click Select All.

    • If you know the variable and you want to find it faster, type the variable name in the Filter options field.

  6. Click Add.

    The Variables dialog box appears, displaying the variables you have selected.

    Note: If you want to edit the selection of variables, hover over the variable, click More Options icon, and then click Show Details. Edit the variable name in the Name field or click Delete icon.

Variables that are provided by the start event depend on the object you select.

For more information on the fields and buttons, see Salesforce - Update record start event fields by section.

  1. Find the Conditions section.
    1. Click Add a condition.
    2. For When, select a start event variable. For example, select Created date for a new file.
    3. For Operator, select an operator for comparing the variable to the value. For example, select is before or on.

    4. For Value, type or select the value to use for the comparison. For example, select 2017-12-31, 11:59 PM.

    5. Type a Condition summary, if desired.

    6. Click Add condition.

      The condition is added to the start event.

  3. Select all or any to control how multiple conditions are evaluated.

For more information on the fields and buttons, see Salesforce - Update record start event fields by section.

Section

Field

Description
  Show variables

Displays variables that are available to use throughout the workflow. Variables are classified based on how they are created or generated.

Selection

Description

Name Internal name to identify your variable within the workflow.
Type

The data type of your variable.

Note: You can assign only the variable type that a workflow expects. For example, if you want to capture a Date entry in a form, then you must create a variable of the DateTime type.
Consumed by Indicates the number of actions using the variable.
Delete Cancels adding the variable to the workflow.
Source Connection

The Salesforce connection to use for the start event.

  Object name

The object to monitor for new records. Accepts a selection from the drop-down list. The drop-down list shows the objects for the selected connection.

 

Allow concurrent workflows on a single item

When selected, allows multiple workflows to run simultaneously on any updated record.

Add variables

Displays selections for browsing, selecting, and adding variables to use throughout the workflow. For example, if you want to attach the new file to an email later in the workflow, then select the variable File variable.

Selection

Description

Filter options

Filters the list of variables using your entered text.

/

Selects or de-selects a variable for adding.

Select all

Selects all variables.

Add

Adds the selected fields.

Cancel

Discards field selections and hides the fields available for selection.

Conditions

Add condition

Displays fields for defining a new condition.

 

 When

The start variable the operator compares with the value. The variable File variable is not available for defining a condition.

 

 Operator

How the When variable and Value are compared. Select from the drop-down. The operators available in the drop-down depend on the When variable type.

 

 Value

The text or variable that the operator compares with the When variable. Type to enter text. The variable type must match the When variable type.

 

all/any

If you select:

  • all: then all conditions must be true for the workflow to start.
  • any: then at least one of the multiple conditions must be true for the workflow to start.

 

(Edit condition)

Redisplays condition fields for editing.

 

(Delete condition)

Deletes the indicated condition.