Emergency Forms Extension Pack

Extension Packs are solutions that help accelerate the Youreka implementation process. This is a premium extension pack requiring premium services.  If you’d like the install link and guidance on configuration, please engage your Customer Success team for assistance. Below are details on what this solution does and why you might have a need for it.

This Pack includes Salesforce automation to manage existing Forms when publishing a new template version. This automation retrieves all New Forms from an old Form Template, batch creates replacement Forms on your new Form Template version and deletes the old Forms. This works great for up to batches including 250 Forms or less. 

Here is a preview of the solution in action

In the preview below, we start from an old Form Template version where there are 250 existing new Forms. These Forms have a status of New and have not been edited. We then click through the Emergency Batch tab, the automation moves all of these New Forms from an old version of the Form Template to the new version of the Form Template and it deletes all of the old Forms.

What is in the Package?

• One Salesforce Flow
• One Lightning Page Layout
• One Image Icon for the Flow

Configuration

After installation, there is very little setup required. This is a standard Salesforce Flow and will automatically turn on upon install. So all we need to do is either place them on a layout or create a lightning layout!

If you already have a Lightning layout on the Form Template object, add a tab and put our new Screen Flow (Emergency Batch Form Creation and Deletion) on the layout.

For this, please go to Salesforce Setup and edit the Form Template Lightning page. Then add a new Tab, give it a Custom Label of Emergency Batch (or something you prefer) and drag in the Flow component. On the right side, select the Emergency Batch Form Creation and Deletion flow and tick the box to pass in the Record Id of the Form Template record you are on:

If you do not have a Form Template Lightning Page layout already, we have included one in the package, so all you need to do is activate it. Below is a preview of activating a Lightning Page layout.

For this, you will need to go to Salesforce Setup, search App Builder and edit the Youreka Emergency Batch Lightning Page Layout. Then Activate it as the org default or for the users who will be using it:

How the solution works:

To get started, you will need two Published Form Templates (ideally an old Form Template version with existing Forms (that have a status of new) and a target published Form Template for which to move the old Forms toward). Then from your old Form Template record that has Forms associated, click on the Emergency Batch tab and walk through the Screen Flow. It will ask you to look up your new target Form Template record and will let you know how many Forms will be migrated. After clicking Next here, the Flow will take all of the values from your original Forms, recreate the Forms on your target Form Template, delete the old Forms and offer you a link to the new target Form Template.

Final Notables:

Published Templates
The target Form Template must be published, or the Flow will advise you to retrieve another record.
Same Record
If you start from a specific Template record and point to the same record for migration, the Flow will advise you to select another target record that is different.
Zero New Forms
If you have zero Forms when you start the Flow, it will advise you to start from a Template with new Forms associated.
Max Supported Records
It supports 250 Form records. Beyond that, the Flow will not execute. This is the max that Salesforce Flow can handle. If you have more than 250, you can delete those, or migrate them by other means until you reach 250, then the Flow will fire.
Undoing a Migration
Should you ever want to undo your migration, you can start the process from reverse (start from target record and execute the Flow toward your old Template version), and migrate back. At the end of a process, we’ve created new Forms and deleted the old ones, so all of your old Forms and Answers will live in your recycle bin, should you want to dig up the original records.
Sharing and Downstream Considerations
This Flow will retrieve all of the values from the original Form and migrate those to your target Form including lookup values like record owner or object lookups. If you have any downstream automation like record sharing, or record creation from Forms, please be sure to validate that all of your automation is firing appropriately, as this Flow is designed to simply move, update and delete Form records. It is also a standard Flow in Salesforce, so feel free to modify it as you please.

That is it. We are here to help, so if you would like the install link and guidance on configuration, please engage your Customer Success team for assistance.