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Create Records For Asset Registration Event
The Create Records for Asset Registration Event flow automates the post-registration lifecycle of an asset. This flow retrieves data from the AssetRegistrationCreateRecordDetails__stdctx context definition and its related mapping to identify the registered asset. It uses three subflows in sequence to create Entitlement, Asset Milestone, and Asset Warranty records associated with that asset. The flow then generates a formatted summary and sends an email to the designated recipient with the results.
Required Editions
| Available in: Lightning Experience |
| Available in: Automotive Cloud and Manufacturing Cloud. View edition availability. |
| User Permissions Needed | |
|---|---|
| To use the orchestration: | Design Actionable Event Orchestration Processes AND Manage Flow |
| To manage the Asset Warranty, Asset Milestone, and Entitlement records: | Read, Create access on Asset Warranty, Asset Milestone, and Entitlement. |
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Clone and activate the flow template.
- From Setup, enter Flows in the Quick Find box, then select Flows.
- Click Create Asset Entitlement Records from the list view.
- Click Save As New Flow.
- Enter the label and API name.
- Click Save.
- Modify the elements and resources as required.
- Activate the flow.
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Repeat the steps for the Create Asset Milestone Records and the Create Asset
Warranty Records flows.
You can control the asset warranty records created for child records by passing in the hierarchy level from the root asset up till which the asset warranty needs to be created. You can add this to the context definition attribute “WarrantyHierarchyLevel__std”, see step 3. in this task. If no value is passed, the default is 1.
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Clone and activate the flow template.
- From Setup, enter Flows in the Quick Find box, then select Flows.
- Click Create Records for Asset Registration from the list view.
- Click Save As New Flow.
- Enter the label and API name.
- Click Save.
- Add the cloned and activated three subflows from step 1.
- Activate the flow.
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Clone and activate the orchestration template.
- From the App Launcher, find and select Actionable Event Orchestration.
- Select the Create Records for Asset Registration record.
- Click Clone.
- For Execution Procedure Name, select the cloned and activated version of the Create Records for Asset Registration flow.
- For Event Type, select Create Asset Registration Records.
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For Context Definition name, make sure you select
AssetRegistrationCreateRecordDetails.
You can either use the context definition as is or use a new version of this definition.
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For Context Mapping name, make sure you select
AssetRgstrCreateRecordsMap.
You can either use the context mapping as is or use a new version of this mapping.
- Change other details as required.
- Save your changes.
- To activate the orchestration, select Active.
-
Refresh the decision table.
- From Setup, enter Decision in the Quick Find box, then select Decision Tables.
- Click Filter and Match Actionable Event Orchestrations from the list view.
- Click Refresh.
Note A Maximum of 100 asset warranties are created per event. The Create Asset
Warranty Records subflow has a limit of 100 records for assets and product warranty terms.
If an asset has more than a 100 child assets within the hierarchy level, only the first 100
assets are processed.
Flow Inputs and Outputs
| Variable | Direction | Description |
|---|---|---|
| Context ID | Input | The ID of the context definition record associated with the incoming Asset Registration Event. |
Payload Field Reference
| Field | Required | Description |
|---|---|---|
| Source System Identifier | Yes | The unique identifier for the external system sending the event. For connected assets, it’s the asset ID and for connected vehicles, it’s the vehicle identification number (VIN). |
| Type | Yes | The developer name of the actionable event type. It must match the event type associated with the Create Records for Asset Registration actionable event orchestration record. |
| Subtype | No | The developer name of the actionable event subtype. It must match the event subtype associated with the Create Records for Asset Registration actionable event orchestration record. |
| Event Data | Yes | The structured event data, provided as a JSON-encoded string. This serialized string contains the attributes required to hydrate the context definition instance, which is then passed to the execution procedure based on the configured input mapping. |
Event Data Field Reference
| Field | Required | Description |
|---|---|---|
| Unique Identifier | Yes | The asset's record ID or serial number. |
| Entitlement Name | No | The name of the entitlement records to be created. |
| Warranty Start Date | No | The start date of the asset warranty records, required for creating warranties. |
| Warranty Hierarchy Level | No | The input controls the depth of the asset hierarchy for which warranties are created. If the input value is null, blank, or 1, warranties are created for the root asset only; if the input value is n, warranties are created for assets at hierarchy levels 1 through n. |
| Milestone Name | No | The name for the asset milestone record. |
| Milestone Date | No | The date of the milestone. |
| Milestone Stage | No | The stage of the milestone, such as Active. |
| Milestone Type | No | The type of the milestone, such as Order Received. |
| Milestone Usage Type | No | The usage type of the milestone, such as Automotive. |
Review the structural example for the payload template.
{
"sourceSystemIdentifier": "<your-system-identifier>",
"type": "Create_Asset_Registration_Records",
"subtype": "<aeo-event-sub-type>",
"eventData": "<stringified-JSON-of-the-structure-below>"
}Review this structural example for the event data template.
{
"Asset": [
{
"UniqueIdentifier": "<asset-salesforce-id-or-serial-number>",
"EntitlementName": "<entitlement-name>",
"WarrantyStartDate": "<YYYY-MM-DD>",
"WarrantyHierarchyLevel__std": "<hierarchy-depth-number>",
"MilestoneName": "<milestone-name>",
"MilestoneDate": "<YYYY-MM-DD>",
"MilestoneStage": "<stage-value>",
"MilestoneType": "<type-value>",
"MilestoneUsageType": "<usage-type-value>"
}
]
}Refer to the subflows below to understand how to create Entitlement, Asset Milestone, and Asset Warranty records for connected assets.
- Create Asset Entitlement Records Flow
The Create Asset Entitlement Records flow creates Entitlement records for a given asset for an Asset Registration Event. It attempts to create two entitlement records for each event, one of the type Web Support and one of the type Phone Support, both using the same Entitlement Name passed in from the Create Records for Asset Registration flow. - Create Asset Milestone Records Flow
The Create Asset Milestone Records flow creates an Asset Milestone record for a given asset in an Asset Registration Event. Before creating, it checks whether a milestone with the same name, date, type, stage, and usage type already exists for the asset. If a duplicate record exists, no new record is created and the failure is recorded. - Create Asset Warranty Records Flow
The Create Asset Warranty Records flow creates Asset Warranty records for a given asset, and optionally its child assets, for an Asset Registration Event. It goes through the asset hierarchy up to a configurable depth and finds the applicable Product Warranty Terms, checks for existing warranties to avoid duplicates, and creates the new records in bulk in a single operation.
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