⚙️ Setup & Administration
Automation: flows, validation, assignment, approvals
Let your work run itself: record-triggered flows, scheduled flows, validation rules, assignment rules, approvals and screen flows.
Map of automation tools
| Tool | When? |
|---|---|
| Flow | Something should happen when a record is created or changed: update a field, open a task, send a notification, call a webhook |
| Scheduled flow | Work that runs on a schedule: scan overdue invoices every morning, open reminders |
| Validation rule | Block bad data instantly: amount cannot be 0, close date cannot be in the past |
| Assignment rule | Route new records to the right owner or queue |
| Approval process | Steps that need manager sign-off: discounts, leave, expenses |
| Screen flow | Guided, step-by-step forms shown to the user |
Creating a flow
- Open Setup > Flows and click New Flow.
- Pick the trigger: which object, on create or on update.
- Enter the conditions: for example "when Status = Won".
- Add actions: update field, create task, send notification, send e-mail, call webhook.
- Activate the flow. The flow canvas also shows the process visually.
Scheduled flows
You define object + condition + schedule: the system scans matching records at the chosen interval and applies the actions. Example: "open a task for the owner of every invoice 3+ days overdue with status Issued".
Validation rules
If the formula-based condition fails, the record is not saved and the user sees the error message you wrote. It is the first line of defense for data quality.
Approval processes
A record is submitted for approval, the approver gets a notification, and the decision is written to the record and its timeline. A ready-made pattern for leave requests, discount approvals and expenses.
Tip: Start automation small: one validation rule plus one assignment rule. Layer flows in as the team gets comfortable.