Setting Up Custom Notifications and Flows

We recommend that you set up custom notifications and flows, to enable users to receive notifications for the following scenarios:

  • When a user is assigned as the Playbook Owner of a playbook.
  • When a user is assigned to a playbook task.
Note:

The information is intended for administrators who are already experienced at creating Salesforce flows. For more information about custom notifications and flows, see the Salesforce Help.

Here is an example of creating a custom notification and flow to alert the user they have been assigned as the playbook owner. You can use this example and adapt it to fit your specific requirements.

Note:

The following sections and subsections must be completed in order to ensure that the custom notification and flow is set up correctly.

  1. In Setup, click Notification Builder | Custom Notifications.
  2. In the Custom Notification Types section, click New.
  3. Enter a name for your notification. For example, Playbook Owner Notification. The API name auto-populates.
  4. Select the appropriate supported channel options.
  5. Click Save.

Example Flow: Send Notification When the Playbook Owner Is Updated

  1. In setup, navigate to Process Automation | Flows. Then, click New Flow.
  2. Select “Record-Triggered Flow”, then click Create.
  3. In the Configure Start window, select the following values from the fields displayed:
    1. Object: “Playbook”
    2. Configure Trigger: “A record is updated”
    3. In the Set Entry Conditions section, set the condition requirements to “All Conditions Are Met (AND)”, and select the following values:
      1. Field: “csc__Playbook_Owner__c”
      2. Operator: “Is Changed”
      3. Value: “True”
    4. Ensure that “Every time a record is updated and meets the condition requirements” is selected for when to run and update the records.
    5. Ensure “Actions and Related Records” is selected in the flow optimization section.
  4. Click Done.
  1. In Flow Builder, open the Toolbox and click New Resource.
  2. In the New Resource window, select or enter the following values in the fields displayed:
    1. Resource Type: “Variable”
    2. API Name: Enter a name, for example, RecipientId.
    3. Data Type “Text”
    4. Select the “Allow multiple values (collection)” checkbox.
  3. Click Done.
  4. Next, click New Resource from the Toolbox panel.
  5. In the New Resource window, select or enter the following values in the fields displayed:
    1. Resource Type: “Formula”
    2. API Name: Enter a name, for example, notificationBody.
    3. Data Type “Text”
    4. In the Formula box, enter the following formula: You have been assigned to ‘ + {!$Record.Name}
  6. Click Done.
  1. Move your cursor to the circle in the center of the flow graphic, and click the Add Element button.
  2. Select “Assignment” from the list.
  3. In the New Assignment window, give the new assignment a label. For example, Assign RecipientId. The API Name field auto-populates.
  4. In the Set Variable Values section select the following values:
    1. Variable: Select the variable you created earlier, for example, “RecipientId”
    2. Operator: “Add”
    3. Value: “$Record - csc__Playbook__c”, “Playbook Owner - Playbook Owner”, “csc__Salesforce_User__r - Salesforce User”, and “Id - User ID”.
  5. Click Done.
  1. Add the Get Records element between the Assignment and End nodes.
  2. In the New Get Records window, enter a label. For example, Get Custom Notification. The API Name field auto-populates.
  3. In the Get Records of This Object section, select “Custom Notification Type” from the Object list.
  4. In the Filter Custom Notification Type Records section, select the following values:
    1. Condition Requirements: “All Conditions Are Met (AND)”
    2. Field: “DeveloperName”
    3. Operator: “Equals”
    4. Value: This value is the API name of the custom notification you created earlier. For example, “Playbook_Owner_Notification”.
  5. Click Done.
  1. Add the Action element between the Get Records and End nodes.
  2. Search and select the “Send Custom Notification” from the Action field.
  3. Enter a label. For example, Send Notification. The API Name field auto-populates.
  4. In the Set Input Values for the Selected Action section, select the following values:
    1. Custom Notification Type ID: This is referring to the label you created previously, for example, “Custom Notification Type from Get_Custom_Notification” and “Id”.
    2. Notification Body: This relates to the label we defined previously. For example, “NotificationBody”.
    3. Notification Title: Define the title for your notification. For example, New Assignment. Alternatively, you could set up a variable for this.
    4. Recipient IDs: This relates to the label we defined previously. For example, “RecipientId”
  5. Target ID: Set to “Include”, then enter $Record - csc__Playbook__c and Id - Record ID.
  6. Click Done.
  1. Click Save. The Save the flow window opens.
  2. Enter a name for your flow in the Flow Label field. For example, Playbook Assignment Notification Flow. The
  3. API name auto populates.
  4. Click Save.
  5. Click Activate to activate your flow.

When the playbook owner is updated, the new owner receives a notification.

Tip:

Repeat the above steps from each section to create a custom notification and flow for receiving and sending notifications when a resource is assigned to a playbook task. The only changes required to the steps are to select the Playbook Task Assignment object, and in the Edit Assignment window for the assigned recipient ID, select the following variable values:

  • Variable: “RecipientId”
  • Operator: “Add”
  • Value: “$Record”, “Resource”, “Salesforce User”, and “User ID”