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            Automate Close Plans with Flow Builder

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            Automate Close Plans with Flow Builder

            Save time manually creating and filling out Mutual Close Plans with templates in Flow Builder. Use Process Builder and Flow Builder to automatically add a Mutual Close Plan template to a record and generate an auto-populated Close Plan when the Opportunity stage changes. Add the copied document to a folder and send a message to @everyone to notify users that a document was created.

            Required Editions

            Available in: Lightning Experience

            Use a flow to automatically populate a Mutual Close Plan attached to an Opportunity. After you create a document from the template, the flow moves the document to a folder and sends a message in the conversation panel. Process Builder then autolaunches the flow when an Opportunity stage changes to Proposal/Quote.

            Tip
            Tip This workflow works for other Salesforce objects. To add an Account Plan to an Account, set up the Quip Document component on an Account page, create an Account Plan URL field, and select Account as the object in Flow Builder.

            Set Up the Quip Document Component

            Set up the Quip Document component on the Opportunity page layout. Create a Mutual Close Plan custom URL field to store Mutual Close Plans created from your template.

            Required Editions

            Available in: Lightning Experience
            1. Navigate to an Opportunity record in Lightning Experience.
            2. Click the gear icon, and select Edit Page to go to the Lightning App Builder.
            3. Create a new tab called Close Plan.
            4. In the left pane, select Quip Document and drag it to your new tab.
              Quip Document component in Lightning App Builder
            5. Select Different docs for each record.
              Note
              Note Different Docs for each record uses Flow Builder to add a template to a record. To use Flow Builder or let users manually add templates, select One template for each record.
            6. To create a custom URL field to store the new document URLs, select Create a new field.
            7. Enter Mutual Close Plan as the field label and field name. You can make changes later from the Object Manager.
              Create a Custom Field modal
            8. Save the action.

            To add your Mutual Close Plan template to the Quip Document component and to automate Mutual Close Plan creation, create actions in Flow Builder and Process Builder.

            Create a Mutual Close Plan

            Use Flow Builder to add your Mutual Close Plan template to the Opportunity and to automatically populate Mutual Close Plans created from it.

            Required Editions

            Available in: Lightning Experience
            1. From the Quick Find box in Setup, enter Flows.
            2. Click New Flow.
            3. Select Autolaunched Flow and click Next.
              Flow Builder displays the flow in the Auto-Layout flow layout. You can access Interactions, Logic, and Data via the plus icon.

              Process Builder later launches the flow when an Opportunity stage is changed.

            4. Drag the Action element onto the canvas.
            5. Select Quip.
            6. Enter Copy Quip Document as the Quip action.
            7. Name the action Create Mutual Close Plan from Template. To auto-create the API name, press Tab.
              New Action modal with Document URL and Source Record ID highlighted
            8. Enter the Document URL for the Mutual Close Plan (https://quip.com/Rm1bAaCxx71a/OpportunityName-Close-Plan).
            9. Include the Source Record ID. Under Source Record ID, click + New Resource.
            10. Select Variable as the Resource Type.
            11. Enter the API name OpportunityRecord.
            12. Select Record as the Data Type.
            13. Select Opportunity as the Object.
            14. Select Available for input and click Done.
            15. When you get the “Data type of the resource you entered isn’t compatible” error for the Source Record ID, enter .id after OpportunityRecord. Select Opportunity ID.
              Opportunity ID highlighted
            16. Select Manually assign variables. Under Store Output Values, click Document Link and select + New Resource.
              New Resource modal with Resource Type, API Name, and Data Type highlighted
            17. Select Variable as the Resource Type.
            18. Enter NewDocumentURL as the API Name.
            19. Select Text as the Data Type. Click Done, then Done.
            20. Drag the Update Records onto the canvas.
            21. Name the action Update Opportunity Record. To auto-create the API name, press Tab.
              Update Records modal
            22. Select Specify conditions to identify records, and set fields individually.
            23. Enter Opportunity as the Object.
            24. Under Filter Opportunity Records, enter Id as the Field, select Equals, and enter {!OpportunityRecord.Id}.
            25. Under Set Field Values for the Opportunity Records, enter Mutual_Close_Plan__c as the Field and {!NewDocumentURL} as the Value. Click Done.
            26. Connect the elements and click Save.
              flow canvas with Start, Create Mutual Close Plan, and Update Records
            27. Name the flow. For this example, we use the name Create Close Plan from Template. To auto-create the API name, press Tab. Click Save.
            28. Click Activate.

            Trigger the Process

            Create a process that launches the Mutual Close Plan flow when an Opportunity stage is changed to Proposal/Quote. When a user updates the Opportunity stage to Proposal/Quote, a Mutual Close Plan is created from the attached template and autopopulated based on the Opportunity’s data.

            Required Editions

            Available in: Lightning Experience
            1. From the Quick Find box in Setup, enter Process. Select Process Builder.
            2. Click New.
              New Process modal
            3. Name the process Create Close Plan. To auto-create the API name, press Tab.
            4. Select A record changes as the process trigger. Click Save.
            5. Click + Add Object and select Opportunity as the object type.
              Opportunity object type and "when a record is created or edited" highlighted
            6. Start the process when a record is created or edited. Click Save.
            7. Click + Add Criteria.
              Define Criteria with Opportunity Stage Change highlighted
            8. Name the criteria Opportunity Stage Change.
            9. To determine when to trigger the process, select Conditions are met.
            10. Set the conditions:
              Field Operator Type Value
              [Opportunity]Stage Equals Picklist Proposal/Quote
            11. Click + Add Row and set conditions:
              Field Operator Type Value
              [Opportunity]Stage Is changed Boolean True
            12. Under Conditions, click All of the conditions are met (AND).
            13. Click Save.
            14. Click + Add Action.
              Flows, Action Name, Flow Name, and Flow Variables highlighted
            15. Select Flows as the Action Type.
            16. Name the action Call Flow to Create Document from Template.
            17. Select the flow Create_Close_Plan_from_Template.
            18. Set the flow variables:
              Flow Variable Type Value
              OpportunityRecord Field Reference [Opportunity]
            19. Click Save and then Activate.

            When your users update an Opportunity stage to Proposal/Quote, a Mutual Close Plan is automatically created and data from the Opportunity is autopopulated. The created document is then stored in the Mutual Close Plan field added to the Opportunity layout.

            Move and Share a Mutual Close Plan

            To make it easier to manage your Mutual Close Plans, use Flow Builder to move Mutual Close Plans created from a template to a specific folder. Automatically send a message in the conversation pane to let users know that a document was created.

            Required Editions

            Available in: Lightning Experience
            1. In Flow, open the Create Close Plan from Template flow.
            2. Drag a new action onto the canvas after Update Records.
            3. Select Quip.
            4. Enter Add Quip Document to Folder as the Quip action.
            5. Name the action Add Quip Document to Folder. To auto-create the API name, press Tab.
              New Quip Action with Label, API Name, Document URL, and Folder URL highlighted.
            6. For the Document URL, enter {!NewDocumentURl}.
            7. To get the folder URL, first go to the Quip Admin Console.
              Quip Admin Console with Include Docment Titles and Folder Titles in URLs highlighted
              1. Under Settings, click Site Settings.
              2. Disable Include Document Titles and Folder Titles in URLs.
              3. In Quip, go to the folder where you want to add Mutual Close Plans created from a template. Copy the folder URL.
              4. Paste the folder URL in the Flow Builder action and click Done.
            8. Connect the elements and click Save.
            9. To send a message alerting everyone that a document was created, drag a new action onto the canvas.
            10. Select Quip.
            11. Enter Send Message in Document as the Quip action.
            12. Name the action Notify Everyone. To auto-create the API name, press Tab.
              Send Message in Document action
            13. For the Document URL, enter {!NewDocumentURL}.
            14. Enter a custom message. To make sure that everyone gets notified, include @everyone.
            15. Click Done.
            16. Connect the last action. Click Save As and then Activate.
              Final canvas layout with everything connected
            Example
            Example

            Watch Video Demo Watch an Account Plan Automation Demo (English only)

            Your flows and process are ready to go! To see them in action, go to an Opportunity page and change the stage to Proposal/Quote.

             
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