How to manage OOO Coverage? - Solution #1

Someone in the Salesforce community recently asked about OOO Coverage. What should you do when someone goes on vacation? Are they allow to take vacation? really?!... Whom will cover for them? For how long? Do I need to manually update each record?

So, thinking about it I got some solutions that I'll be covering through different posts.

Case: You are the System Admin at Finishing Rope Inc. The sales Manager notified you that a sales rep is going on a 3 weeks vacation and he needs someone to cover for them. The manager give you a date and ask you to give that user read and write access to the opportunities owned by the lucky guy on vacation.

So, we are assuming that your OWD is private for Opportunities and that you have Opportunity Teams enabled.

Before we dig into flows, add a new opportunity team member role called: "OOO Coverage"

Now let's create our flow:

SCREEN #1: Let's specify the action to be taken

• Add a new user to the Opportunity Team

• Remove user from the Opportunity Team

We will add a Picklist or Radio button (Whichever you prefer) and add 2 options; called: "Select Action"

• Add a new user to the Opportunity Team (true)

• Remove user from the Opportunity Team (false)

ADD A DECISION: You will have a decision for Add or Remove the user

Select_Action = True >>> It means Add

Otherwise, default >>> It means Remove

SCREN #2: In this screen add 2 lookup components

• Lookup 1: Opportunity Owner

  • API Name: OpportunityOwner

  • Field API Name: CreatedById

  • Label: Opportunity Owner

  • Object API Name: Opportunity

• Lookup 2: AddOOOCoverage

  • API Name: OpportunityOwner

  • Field API Name: CreatedById

  • Label: Add OOO Coverage

  • Object API Name: Opportunity

SCREEN #3: Add 1 lookup component

• Lookup 1: Opportunity Owner

  • API Name: RemoveOOOCoverage

  • Field API Name: CreatedById

  • Label: Remove OOO Coverage

  • Object API Name: Opportunity

Let's complete the actions to "Remove" the user

GET RECORD: Opportunity Team Member

Criteria:

UserId = RemoveOOOCoverage > Record Id

TeamMemberRole = OOO Coverage

Get all records and store only the ID

DELETE RECORD: Use the IDs stored in a record variable or record collection variable

Record or Record Collection = Opportunity Team from GET RECORD Opportunity Team Member

Now let's focus on the Add Members

GET RECORD: Opportunity

Criteria: OwnerId = OpportunityOwner > RecordId

Get all records and only store the ID

LOOP: Get Record Opportunity

First item to last item

Create 2 new Variables:

Single Variable: VAR_OppTeam

Collection Variable: COL_OppTeam

ADD ASSIGNMENT 1: Assign Single Variables

• VAR_OppTeam > Opportunity ID = Current Item from Loop LOOP > Opportunity ID

• VAR_OppTeam > User ID = AddOOOCoverage > Record Id

• VAR_OppTeam > Opportunity Access = Edit

• VAR_OppTeam > Team Role = OOO Coverage

ADD ASSGINMENT 2: Add to List

COL_OppTeam Add VAR_OppTeam

CREATE RECORD: Create Opportunity Teams

Multiple

Record Collection: COL_OppTeam

Put your flow together:

As a last Step add your flow through a LEX Home Page component, as quick action or in the utility bar. Whatever fits you :)