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Program and Case Management
Customize the Participant Summary Subagent

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Customize the Participant Summary Subagent

Customize the Participant Summary subagent grounding flow, record limits, and summary format to fit your organization's data model and needs.

Required Editions

Available in: Lightning Experience
Available in: Enterprise, Professional, Unlimited, and Developer Editions with the Agentforce for Nonprofits Add On license, or the Agentforce 1 Nonprofit Edition, where Program Management is enabled. Requires each user to have the Agentforce or Einstein add-on to access the actions.
User Permissions Needed
To customize flows: Manage Flow
To customize prompt templates: Prompt Template Manager permission set
To access the summary prompt template: Programs Assistive AI permission set
To view the grounding flow: View Flow

The Participant Summary subagent uses the Get Participant Summary Details flow to retrieve grounding data for the Prepare Participant Summary prompt template. Review and configure this flow before going live so that it works correctly for your org.

  1. From Setup, in the Quick Find box, enter Flows, and select Flows.
  2. Open the Get Participant Summary Details flow.
  3. Remove unused object paths.

    The flow includes paths for every object you can include in a participant summary. If you don’t use a particular object, remove its path from the flow to prevent errors.

    1. Locate the Include [Object]? Decision element for the object you want to remove.
      For example, if your org doesn't use Intake and Application Forms, find the Include Application Forms? Decision element.
    2. Delete the Decision element and all of its child paths.
    3. Repeat for each unused object.
    Important
    Important If you leave unused object paths in the flow, and those objects are inaccessible in your org, the flow encounters errors at run time. If a user doesn't have access to an object, the flow doesn’t return records for that object and doesn’t throw an error.
  4. Adjust record limits.

    To prevent exceeding the character limits while sending grounding data to the large language model, the flow includes maximum record count constants for each object. If you reach these limits, records stop being added to the grounding data without notifying the user.

    1. In the flow Resources panel, open the Toolbox.
    2. Locate the Constant for the object you want to adjust.
      For example, to allow the retrieval of more interactions, find the MaximumInteractions constant.
    3. To set a new maximum, edit the Value field.
    4. Repeat these steps for each object for which you want to adjust the limit.
  5. Customize the summary format.

    The flow uses two Text Template resources that inject prompt instructions into the Prepare Participant Summary prompt template at run time. These resources are added in the Add Initial Prompt Instructions element.

    • DetailedSummaryTextTemplate: Used when there isn’t an object filter (full summary)
    • ShortSummaryTemplate: Used when there’s an object filter (targeted summary)
    1. In the flow Resources panel, open the Toolbox.
    2. Locate and open the Text Template resource you want to edit (DetailedSummaryTextTemplate or ShortSummaryTemplate).
    3. Edit the template text to adjust the structure, sections, or formatting of the generated summary.
  6. Save and activate the flow.
  7. Change the default time horizon.

    When a user requests a participant summary without specifying a date range, the agent defaults to 90 days. You can change this default by updating the agent instructions.

    1. Open the App Launcher, enter Agentforce, and select Agentforce Studio.
    2. Open your Participant Management agent.
    3. In the agent instructions, locate the text that specifies the default time range.
    4. Update the number of days to your preferred default.
      For example, change "90 days" to "180 days" or "365 days".
    5. Save your changes.
    Note
    Note While testing the Prepare Participant Summary prompt template directly in Prompt Builder, always provide a value for the Number of Days. In production, the agent supplies this value automatically (defaulting to 90 days or your customized default).

The Participant Summary subagent now uses your customized flow configuration while generating summaries.

 
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