Onboarding Experience (OBX) Configuration
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Process Automations

(OBX) Automate Precursive Boards Creation with Flow Builder

Learn how you can save time and automate the creation of a Precursive Board when an Opportunity is closed-won.

  • 05-Mar-2025
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(OBX) Automate Precursive Boards Creation with Flow Builder
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Automate-Precursive-Boards-Creation-with-Flow-Builder
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About

Building project plans manually takes time even if you have setup Task Templates for your team. You still have to create a Board, make sure that's linked to the correct Opportunity and Account and that you select the correct Board Type or Task Templates depending on the sold products.

All of this can be automated in Precursive OBX. You can setup an automation to create a Precursive Board when an Opportunity reaches a certain stage. You can have the system automatically select the correct Board Type based on the Opportunity type and the new Board gets linked to that Opportunity and its related Account. You can also define who the Board Owner should be based on a field on your Opportunity record and have them immediately notified when a new Board is created. That can save you time and prevent human errors.

You can follow the steps below to create a simple flow that creates a new Precursive Board when an opportunity is “Closed Won. This flow can be created by a Salesforce Administrator via Flow Builder:

  • The automation is triggered when the Stage of an Opportunity is updated to “Closed Won" 
  • The type of the board created is based on the Opportunity type (Implementation, Managed Services, Professional Services) using a decision element. Please make sure you Set-up Precursive Board Types before building this flow.
  • The flow maps important fields from the Opportunity record to the Board. In this example, the related Account and Opportunity will be linked to the board, the ‘Opportunity Close Date’ will be mapped to the ‘Start Date’ field on the board, and the Board will be given the same name as the opportunity. A ‘Stage’ value is also automatically assigned. Please see Precursive Board Process Path  to learn more about Board Stages. 
  • A Board Owner is automatically assigned (that is usually not the Sales person who closes won the Opportunity): we are going to add a user lookup field called ‘Board Owner’ to the Opportunity object and the user designated in this field is mapped over as the owner of the newly-created Board. 
Note - to prevent any issues, please build and test this flow in a sandbox environment first, prior to moving to production.

How to Automate Precursive Boards Creation with Flow Builder

Step 1 - Create the 'Board Owner' Field

  1. Using the gear icon navigate to ‘Setup’ to the Opportunity object
  2. Create a ‘Lookup Relationship’ field, named “Board Owner,”  that is related to the ‘User’ object
  3. Set the Field-Level Security, add the field to the appropriate page layout(s), and click ‘Save’

image5.png

image7.png

Step 2 - Create a Record-Triggered Flow

  1. While still in Setup, navigate to ‘Flows’ and create a new “Record-Triggered” flow
  2. Set the start object to ‘Opportunity’ and have the flow triggered when ‘a record is created or updated’
  3. Scroll down to the ‘Set Entry Conditions’ section and set the condition requirements “All Conditions are Met (AND)”image4.png
  4. Add one condition that reads “StageName Equals Closed Won” and select the radio button next to “Only when a record is updated to meet the requirement conditions”image9.png
  5. Leave the other settings as is and click “Done”

Step 3 - Add a ‘Decision’ element to the Flow

  1. Add a ‘Decision’ element to the Flow that is connected to the Start. This decision element will be used to define which types of opportunities we want a Precursive Board created for.
  2. Label it “Opportunity Type Decision”
  3. Under the “Outcomes” section add another label named “Type Decision"
  4. Change the “Condition Requirements to Execute Outcome” to “Any Condition is Met (OR)”
image3.png
In this example, we are going to create Precursive Boards (with different Board Types) for Opportunities that are of type 'Managed Services', 'Professional Services', or 'Implementation'. The Board Types match the Opportunity Types in this use case for easy mapping.

Resource

Operator

Value

{!$Record.Type}
Equals
Implementation
{!$Record.Type}
Equals
Managed Services
{!$Record.Type}
Equals
Professional Services

image8.png


Step 4 - Add a ‘Create’ element to the flow

  1. Add a ‘Create’ element to the flow named “Create Precursive Board”
  2. Under the “How to Set the Record Fields” setting, select “Use separate resources, and literal values” and add the Precursive Board as the object.
image6.png

Step 5 - Set Field Values for the Precursive Board

  1. While still on the ‘Create Records’ element scroll down to the ‘Set Field Values for the Precursive Board’ section
  2. Fill the "Field" and "Value" columns
In the “Field” column you select the fields that are on the Board object that you want to update, and in the “Value” column you enter the value you want each field to be updated to. 
 

Field

Value

Name
{!$ Record. Name}
taskfeed1__Opportunity__c
{!$ Record. Id}
taskfeed1__Account__c
{!$Record.AccountId}
taskfeed1__Type__c
{!$Record.Precursive_Board_Type__r.Name}
OwnerId
{!$Record.Board_Owner__c}
taskfeed1__Start_Date__c
{!$Record.CloseDate}
 
taskfeed1__Stage__c
Kick-Off [Please enter the name of the first Stage you have added to your Precursive Board Process Path]

This is what this information should look like on your flow:
image2.png

Step 6 - Test your Flow!

Once you have completed all the steps above, save your flow, give it a name, and activate it. You can then test the flow by marking an Opportunity as “Closed Won”.
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Related Resources

 
 
 
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