using heda affiliations to trigger workflows and processes and manage security

Using HEDA Affiliations to Trigger Workflows and Processes and Manage

Security

Kyle Schmid

Senior Salesforce Developer, Huron Consulting Group

kschmid@huronconsultinggroup.com

Initial Inspiration

The Problem: Controlling access to Contacts at the UT Austin McCombs School of Business

• Users from various departments in a single org

• Users should only see contacts that have an Affiliation with their department

The Solution: Utilize the existence of Affiliation records to control access, but how?

• Define an Affiliation “Template” object

• Define Criteria-Based Sharing Rules

• Use the Affiliation Template records to activate the sharing rules

Where did this idea come from?

Implementation

Affiliation Template Object

• Same fields as the Affiliation object

• Allows us to define a model, or “Template” of an Affiliation

Triggers

• On Affiliation Template

• Check or uncheck a checkbox on Contact/Related Account whenever a Template is created, changed, or deleted

• On Affiliation

• Check or uncheck a checkbox on Contact/Related Account whenever an Affiliation is created, changed, or deleted

Security Rule

• Share will a group of users based on checkbox field

How do we make this happen?

Open-Source on GitHub

• https://github.com/kyleschmid

/AffiliationTemplates

Final ProductWhat does this solution look like?

Step-by-Step

1. Install Affiliation Templates in your org

• Instructions can be found in the README on GitHub

2. Create a checkbox field on Contact or Account

3. Create an Affiliation Template record

• Put the API name of your checkbox in the Field Name field here

4. Create a Sharing Rule

• Base the rule on your checkbox

5. Enjoy!

So how easy is it?

Other Uses

Once we bubble Affiliations up to a field on Contact, a realm of possibilities open up:

• Aggregation: All contacts with an Affiliation to a sports team should have the Student Athlete checkbox

checked

• List Views: All Student Athletes

• Reports: All Student Athletes with a 3.0 or greater GPA

• Dashboards: Chart all Student Athletes’ GPAs

• Workflows: Update an “At-Risk” field when a Student Athlete falls below a 2.5 GPA

• Process Flows: Create a Case when a Student Athlete falls below a 2.5 GPA

But wait, this can be used for more than just security, right?

Demo

Questions?

Thank You!