Part 3 will focus on displaying data from one entity on the form of another entity through workflows. As a reminder, here is the scenario:
The sales representative is preparing a quote for a customer and they want to see the mailing address that the account has on file. The out-of-the-box quote form allows the sales rep to manually type in an address but why do this when you can automatically get the address directly from the account record?
1. First you need to create the quote field where the account address will be mapped. I’m going to use the “Potential Customer Address” field that I created in Part 2 of this series.
2. Next, let’s create the workflow. Go to Settings > Customizations > Customize the System > Processes > New.
3. Give your workflow a name, choose Workflow as the category, and Quote will be the entity because the workflow will be running on the quote form.
4. Now we need to decide when the workflow will run. I want it to start when the quote is created. So in the section that says “Start when:” I selected “Record is created”.
5. Next, we will add a step to the workflow to update the record. Keep Quote selected as the entity to update, then click on “Set Properties”.
6. Click inside the “Potential Customer Address” field. In the Form Assistant on the right, Operator will be “Set to” and we want to Look for “Potential Customer (Account)” and “Address 1”. Click Add and OK.
7. Now we see that the address of the potential customer is going to be entered into the “Potential Customer Address” field:
8. Save and Activate the workflow. This is how mine looks:
9. To test the workflow, let’s go back to the quote area and create a new quote. We can see that as soon as the record is saved, the account address is populated. Voila!