Schedule-Triggered Flows are a powerful automation feature in Salesforce that allow administrators to execute automated processes at specific times or on recurring schedules. Unlike record-triggered flows that respond to data changes, schedule-triggered flows run based on time-based criteria you de…Schedule-Triggered Flows are a powerful automation feature in Salesforce that allow administrators to execute automated processes at specific times or on recurring schedules. Unlike record-triggered flows that respond to data changes, schedule-triggered flows run based on time-based criteria you define.
These flows are ideal for batch processing operations such as sending reminder emails, updating records on a regular basis, or performing cleanup tasks. You can configure them to run daily, weekly, or at custom intervals that meet your business requirements.
When creating a schedule-triggered flow, you first define the schedule parameters including the start date, start time, and frequency. You can choose to run the flow once or set it to repeat at your desired intervals. The flow then queries records based on criteria you specify and performs actions on those records.
Key components of schedule-triggered flows include:
1. Schedule Configuration - Set when and how often the flow runs
2. Get Records Element - Retrieve records that meet specific criteria
3. Loop Element - Iterate through multiple records for processing
4. Action Elements - Perform operations like updating records, sending emails, or creating tasks
Best practices for schedule-triggered flows include limiting the number of records processed to avoid governor limits, using efficient filter criteria to reduce processing time, and thoroughly testing in a sandbox environment before deployment.
Administrators should monitor scheduled flow executions through the Paused and Failed Flow Interviews report and Flow Error Emails. This helps identify and resolve any issues that may arise during execution.
Schedule-triggered flows replaced time-dependent workflow actions and scheduled actions in Process Builder, offering more flexibility and a unified automation platform. They represent a modern approach to time-based automation within the Salesforce ecosystem, enabling administrators to automate routine tasks efficiently while maintaining system performance.
Schedule-Triggered Flows: Complete Guide for Salesforce Administrators
Why Schedule-Triggered Flows Are Important
Schedule-Triggered Flows are essential for automating repetitive tasks that need to run at specific times or intervals. They eliminate manual work, ensure consistency, and help organizations maintain data quality by processing records on a predictable schedule. For Salesforce Administrators, mastering this feature is crucial for building efficient, scalable automation solutions.
What Are Schedule-Triggered Flows?
Schedule-Triggered Flows are a type of autolaunched flow in Salesforce Flow Builder that run automatically at a specified time and frequency. Unlike Record-Triggered Flows that respond to data changes, Schedule-Triggered Flows operate independently based on a defined schedule.
Key characteristics include: - They run in the background with no user interaction - They can process batches of records that meet specific criteria - They execute at system-defined intervals (hourly, daily, weekly) - They operate using the flow owner's permissions
How Schedule-Triggered Flows Work
Configuration Components:
1. Start Element Configuration - Select the object to query - Define filter conditions to identify which records to process - Set the schedule frequency and start time
2. Schedule Options - Once: Runs one time at the specified date and time - Daily: Runs every day at the specified time - Weekly: Runs on selected days at the specified time
3. Batch Processing - Records are processed in batches of up to 200 records per transaction - The flow runs separate transactions for each batch - This helps avoid governor limits when processing large data volumes
4. Record Selection - The Start element acts as a Get Records element - Filter conditions determine which records enter the flow - Each qualifying record runs through the flow logic individually
Common Use Cases
- Sending reminder emails for tasks due in 24 hours - Updating record statuses based on date criteria - Archiving or cleaning up old records - Generating periodic reports or notifications - Checking for stale opportunities and alerting sales reps
Best Practices
- Use specific filter criteria to limit the number of records processed - Schedule flows during off-peak hours to minimize system impact - Test thoroughly in a sandbox before deploying to production - Monitor flow interviews using Flow Trigger Explorer and debug logs - Consider time zones when setting schedules
Exam Tips: Answering Questions on Schedule-Triggered Flows
Key Facts to Remember:
1. Schedule-Triggered Flows query records at runtime - they do not store a static list of records
2. The flow runs using the running user's context (the user who activated the flow)
3. You can only have one active version of a Schedule-Triggered Flow at a time
4. Schedule-Triggered Flows process records in batches, making them suitable for bulk operations
5. The minimum schedule interval is hourly - you cannot schedule flows to run more frequently
Common Exam Scenarios:
- When asked about automating tasks on a recurring basis, Schedule-Triggered Flows are typically the answer - Questions about sending batch notifications or updating multiple records at specific times point to this solution - Compare with Record-Triggered Flows: schedule-based automation versus event-based automation
Watch Out For:
- Questions that mix up Schedule-Triggered Flows with Scheduled Paths on Record-Triggered Flows - these are different features - Scenarios requiring real-time processing - Schedule-Triggered Flows are not appropriate for these situations - Governor limit considerations - understand that batching helps manage limits
Strategy for Exam Questions:
- Read the scenario carefully to identify timing requirements - Look for keywords like daily, weekly, scheduled, batch processing, or recurring - Eliminate answers involving user interaction, as Schedule-Triggered Flows are fully automated - Remember that Schedule-Triggered Flows are ideal for maintenance tasks and bulk updates that do not require instant execution