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.
Every node on the canvas, all 12 actions, scheduled paths and the template library are walked through in The flow canvas. Building scheduled and screen flows, plus what to check when a flow does not run, is covered in Scheduled and screen flows.
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.