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Configure Lock Notification Flow

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Configure Lock Notification Flow

Build the auto-launched flow that sends approval notifications to approvers and submitters based on a quote's status and approval decision. Reference this flow as a background step in your approval process—for example, to notify a manager when a quote needs approval, or to notify a field rep when their quote locks or unlocks.

Required Editions

Before you start: Complete Configure an Approval Flow through the step where it links to this task. Both Configure an Approval Flow and Configure Quote Status Check Decision Outcome call this flow as a background step.

User Permissions Needed
To configure the lock notification flow: Life Sciences Commercial Admin permission set
  1. Create a custom notification.
    1. From Setup, in the Quick Find box, find and select Custom Notifications.
    2. Click New.
    3. Enter a name.
      For example, Notification_when_Quote_is_locked_and_Unlocked.
    4. Select Desktop and Mobile as the supported channels.
    5. Save your changes.
  2. Configure the organization-wide email address.
    1. From Setup, in the Quick Find box, find and select Organization-Wide Addresses.
    2. Click Add.
    3. Add the email ID.
    4. Save your changes.
      Make sure that you verify the address using the email in the email ID.
  3. Configure the auto launched flow.
    1. From Setup, in the Quick Find box, enter Flows, and then select Flows.
    2. Click New.
    3. Select Auto Launch Flow, and then click Create.
    4. Create these variables to pass values from the approval flow.
      • QuoteId: Stores the ID of the quote from the approval flow. See Configure an Approval Flow.
      • QuoteApprovedorRejectedReason: Captures the reason that the approver gave during the approval process. Use the reason from the approval flow. See Configure an Approval Flow.
      • ApprovalDecision: Holds the decision—approved or rejected. See Configure an Approval Flow.
      • approverEmailAddresses: Holds the approver's email address for sending notifications.
      • approversToReceiveNotifications: Holds the user IDs of users who receive the custom notification on the web.
      • ownersToReceiveNotifications: Holds the user IDs of users who receive the custom notification on the web. For example, quote owners.
      • ownersEmails: Holds the owner's email address for sending email notifications.
      • ApproverAppAlertOnApprovalRequest: Holds the template message sent to the approver when a quote is submitted as an approval request for unlock.
      • OwnerAppAlertOnApprovalSubmission: Holds the template message sent to the owner when a quote is submitted as an approval request for unlock.
      • OwnerAppAlertOnQuoteApproved: Holds the template message sent to the owner when the approver approves a quote submitted for unlock.
      • OwnerAppAlertOnQuoteLock: Holds the template message sent to the owner when a quote is locked.
      • OwnerAppAlertOnQuoteRejected: Holds the template message sent to the owner when the approver rejects a quote submitted for unlock.
    5. Add a Get Records element to fetch quote records.
    6. Add a Get Records element to fetch custom notification records.
    7. To send email and custom notifications to the email addresses of quote owners and approvers, add an Assignment variable that stores the email addresses. Configure these variables: ownersEmails, approverEmailAddresses, ownersToReceiveNotifications, approversToReceiveNotifications.
    8. Add the decision element for sending the notifications and updating the records based on the status of the quote. Route notification based on Quote or Approval Status.
    9. Configure the outcomes for the decision.
    10. Save and activate the flow.
  • Configure Send Notification Decision Outcomes
    Define which notification and email go out for each quote or approval status. For example, alerting an approver when a quote is submitted for unlock, or notifying the quote owner when their quote locks, gets approved, or gets rejected. Each outcome matches a specific status combination and sends the corresponding custom notification, email, and app alert to the right recipient.
  • Outcome-Specific Values
    Use these outcome-specific values when you configure the notification title, body, email subject, and app alert template for each Send Notification decision outcome in your auto-launched notification flow.
 
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