3.4. Add Team Members to the Board Automatically
Add Task Contributors Automatically using Process Builder
Use Case 1: Assign Board Team Members and Task Contributors automatically based on other criteria in Salesforce and/or their Role on the Board.
Use Case 2: Give the Board Owner a particular Role on the Board so they are assigned to specific tasks automatically.
⚠️The following steps are configured by your Salesforce Administrator using Lightning Process Builder.
Use Case 1- Creating the Process:
Navigate to Setup in Salesforce > Process Builder
Generate Process Name and Description
Process Starts when a Record is Changed
Choose Object and Specify the Start Process - the Object in this case is Taskfeed Board.
Start the Process “Only when Record is Created”.
Define Criteria for Action Group
Criteria Name (This will be the name of Board Type roles will be assigned to) For this example “Customer Onboarding”.
Select Conditions are Met
Set Conditions:
Select Field Taskfeed Type | Operator Equals | Type Picklist | Value Customer Onboarding
Conditions: All of the conditions are met (AND)
5. Add Immediate Actions
Action Type Create a New Record| Action Name Add Role | Record Type Board Team Member |
Set Field Values
Board | Field Reference| Taskfeed Board Record ID
Role | Picklist | Project Manager
Access Level | Picklist | Edit
User - you can select a Field Reference (e.g. Owner of a the Related Account, or Opportunity or other related User Lookup) or a specific User in your Organization, should that person always be assign for that role when certain criteria are met.
Each of the steps listed above which are also illustrated, will need to be repeated for each role to be assigned to Tasks.
Use Case 2 - Creating the Process:
You may create a new process if the above use case is not applicable. If both use cases are applicable, simply add a criteria node to the process created in Use Case 1.
Assign a role for the Board Owner:
⚠️If adding this to the process above, make sure you set the previous action to evaluate the next criteria.
Define Criteria for Action Group
Name | Is Not (Name)
Conditions are Met
Set Conditions
Taskfeed Board Owner ID | Operater Does Not Equal | Type User | Value Name
Conditions: All of the conditions are met (AND)
Add Immediate Actions
Action Name Change to John Doe | Record Taskfeed Board |
Criteria for Updating Records: No Criteria -Just Update the Records
Set New field Values for the Records you update
Field Owner ID| Type User| Value John Doe
Save