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!