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            Alert Applicants When Their Benefit Application Status Changes

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            Alert Applicants When Their Benefit Application Status Changes

            Keep applicants informed of the progress of their benefit applications by using a flow to automatically send a desktop notification and an email to applicants when the status of their benefit application changes.

            Required Editions

            View supported product editions.
            User Permissions Needed
            To open, edit, or create a flow in Flow Builder: Manage Flow
            To trigger the Send Custom Notification action in flows that run in user context, REST API calls, and Apex callouts: Send Custom Notifications
            To view notification types: View Setup and Configuration
            To create and edit notification types: Customize Application

            Create a flow that sends a desktop notification and an email to the primary applicant who submitted the benefit application and created the individual application record.

            1. Create a custom notification type to alert applicants to a change in their application status.
              1. From Setup, in the Quick Find box, enter Notification Builder, and then select Custom Notifications.
              2. Click New.
              3. Enter a custom notification name, such as Benefit Application Status Update, and then press Tab to populate the API name.
              4. For Supported Channels, select Desktop.
              5. Save your changes.
            2. Create a record-triggered flow.
              1. From Setup, in the Quick Find box, enter Flows, and then select Flows.
              2. Click New Flow.
              3. Select Start From Scratch and then click Next.
              4. Select Record-Triggered Flow, and then click Create.
            3. Configure the Start element.
              1. For Object, select Individual Application.
              2. Under Configure Trigger, for Trigger the Flow When, select A record is updated.
              3. Under Set Entry Conditions, for Condition Requirements, select All Conditions Are Met (AND).
              4. For Field, select RecordTypeID. For Operator, select Equals. For Value, enter the ID of the record type on the Individual Application object. For example, enter the Benefit Assistance record type ID.
                For information on how to find the ID of a record type, see Find the ID of a record type.
              5. Click Add Condition.
              6. For Field, select Status. For Operator, select Is Changed. For Value, select $GlobalConstant.True.
            4. Create variables to store the applicant’s user ID and email ID.
              1. Click Toggle Toolbox, and then click New Resource.
              2. For Resource Type, select Variable.
              3. For API Name, enter applicant_user_id.
              4. (Optional) Enter a description.
              5. For Data Type, select Text.
              6. Select Allow multiple values (collection), and then click Done.
              7. Repeat the steps to create another variable whose API name is applicant_email_id and whose data type is Text.
            5. Create a text template for the notification title and the email subject, and create another text template for the notification and email body.
              1. Click Toggle toolbox, and then click New Resource.
              2. For Resource Type, select Text Template.
              3. For API Name, enter notif_title_email_subject.
              4. (Optional) Enter a description.
              5. For Body, enter Application status change.
              6. Click Done.
              7. Repeat the steps to create another text template whose API name is notif_email_body. For Body, select View as Plain Text, and then enter Your application {!$Record.Name} is {!$Record.Status}.
                The notif_email_body text template uses the Record.Name and Record.Status resources to get the application ID and the application status from the individual application record.
              8. Close the toolbox.
            6. Store the applicant’s user ID and email ID in the variables.
              1. In the canvas, click plus icon.
              2. Search for and select the Assignment element to add to the canvas.
              3. For Label, enter Get Applicant User ID and Email, and then press Tab to populate the API name.
              4. (Optional) Enter a description.
              5. For Variable, select applicant_user_id. For Operator, select Add. For Value, select Record | Created By ID | User ID.
              6. Click Add Assignment.
              7. For Variable, select applicant_email_id. For Operator, select Add. For Value, select Record | Created By ID | Email.
            7. Use the ID for your custom notification type record to send the notification.
              1. Add the Get Records element to the canvas after the Assignment element.
              2. For Label, enter Get Custom Notification Type, and then press Tab to populate the API name.
              3. (Optional) Enter a description.
              4. Under Get Records of This Object, for Object, search for and select Custom Notification Type.
              5. Under Filter Custom Notification Type Records, for Condition Requirements, select All Conditions Are Met (AND).
              6. For Field, select DeveloperName. For Operator, select Equals. For Value, enter Benefit_Application_Status_Update.
            8. Create an action to send the notification to the applicant.
              1. Add the Action element to the canvas after the Get Records element..
              2. For Category, select Notifications.
              3. For Action, search for and select Send Custom Notification.
              4. For Label, enter Send Application Status Change Notification, and then press Tab to populate the API name.
              5. (Optional) Enter a description.
              6. Under Set Input Values for the Selected Action, for Custom Notification Type ID, select Custom Notification Type from Get_Custom_Notification_Type | Custom Notification Type Id.
              7. For Notification Body, select notif_email_body.
              8. For Notification Title, select notif_title_email_subject.
              9. For Recipient IDs, select applicant_user_id.
              10. Turn on Target ID, and then select Triggering Individual Application | Individual Application ID.
              11. Click Done.
            9. Create an action to send the email to the applicant.
              1. Add the Action element to the canvas after the notification action.
              2. For Category, select Email.
              3. For Action, select Send Email.
              4. For Label, enter Send Application Status Change Email, and then press Tab to populate the API name.
              5. (Optional) Enter a description.
              6. Turn on Body, and then select notif_email_body.
              7. Turn on Recipient Address Collection, and then select applicant_email_id.
              8. Turn on Subject, and then select notif_title_email_subject.
            10. Save and activate the flow.
             
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