Automate Creating Assets With a Salesforce Flow Loop - Tutorial

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In this Automation of the Week, learn how to automatically create assets using a Salesforce Flow.
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[@user-ok9wj2pd2b]

Brian - very helpful. Great job on walking through the video - great 'flow'. Thanks

[@Rotive]

Thanks, DJ!

[@PranavWagh-oj3rz]

Hi Brian - Very helpful video. I've a question - when subscription asset is created it is showing separate asset like
( asset 2021-2022
asset 2021-2023
asset 2021-2024)
our requirement is (asset 2021-2024)...
Thanks.

[@neatdesign4159]

Love it , thank you,

[@Rotive]

You are so welcome! I appreciate the comment

[@jers1nonly]

Another Awesome Video! Thank you so much! I've learned so much about creating flows from you. Is there a way to historically populate assets using this flow?

[@Rotive]

Hi Nicole, you could run similar logic in a scheduled flow so it runs for multiple opportunities. You'll just need to find a way to exclude the records that already have assets so you don't create duplicates. Another option is to do a big export/import to create the historical asset records.

[@wienerzsolt]

Hi Brian, I love you videos, I can learn a lot from them. A question: is it ppossible to merge the 2 assignment elements? So the collection variable would be the last element item in the 1st. assignment?

[@Rotive]

Hi Zsolt, great question. In my experience you need both assignment steps. I've tried what you're suggesting and found that the old values were added to the collection. Not the new ones.
If you give it a try and find you can combine both in one assignment step, please let me know! That would simplify things. Thanks for the comment!

[@emirhanguzel1]

For a subscription asset, do you think it is possible to check the referenced product and license end date on existing assets and only create if there is not an active asset present?
Basically, I want to check that the account has the certain asset first before I create one and if there is an existing active asset with the same product and license end date I would like to only update quantity and price and not create another asset with the same product and license end date.

[@Rotive]

Good question!
You'll want to Get your existing Assets outside of the flow. You could limit this to just the active ones. And then you'll need to add a new loop inside of your existing loop. For each Product, you'll then loop through each existing Asset to see if there is a match on the related Product ID and License End Date. If there is no match, assign values to the Asset record and add to collection. If there is a match, add the current quantity to your existing quantity and add that existing asset to a different collection.
At the end of the flow, you'll have one action to create new assets and one action to update.

[@user-nf2ie2qf4l]

Hello Brian,
I loved this video! Thanks for sharing your knowledge.
I ask you, I would like to create an Asset record for each product quantity to follow the specific tracking of each product that was sold, how can I add to this flow that creates an asset record according to the quantity.

[@Rotive]

Great question! I like this idea. I would put a decision inside the loop. If the quantity is more than 1 return to the first assignment in the loop where we're setting the values for the asset. If it's equal to 1 continue back to the loop element like normal. Make sure to add an assignment step that decreases the quantity by 1 before you send the flow back to that first assignment. You're essentially repeating the steps of setting the asset values until quantity equals 1. Like a loop within in a loop.

[@chicatsun]

Where exactly do the decision element and the assignment steps go within the loop? Any chance you could show how to do this?

[@eraajkhan]

This is excellent video Brian. One question though. How to delete asset records if an opportunity is deleted.

[@Rotive]

You'll need to create another flow and then walk through similar logic but end with a Delete step instead of a Create step. This video should help: th-cam.com/video/-hRg00MXsyU/w-d-xo.html

[@nimisharajshri4062]

Hello Brian, Thanks for sharing this. I have a question is it possible to create assets based on qty? Or to reframe my question, if you can demonstrate to create loop within loop, wherein one loop checks the line item & qty and if qty is 3 then create asset 3 times for that quote line? (Quote per unit)

[@Rotive]

In this case, you won't have another loop action in the loop, you'll have a decision element that checks that the quantity is greater than 0 and the path will connect back to that decision element so it can check over and over again. Make sure you are decrease the quantity by 1 each time so you're not spinning infinitely in there. This is a good topic for a video, I'll have to see how we can make it applicable to a wider audience.

[@sohailkhan-yi4dy]

Awesome Video Sir! Question for you, how can I assign different asset record types when creating multiple assets through loop element?
I tried to map asset record type field with product type (picklist field) but had no luck.
Any suggestions from you would be appreciate, thanks a lot!🙌
In my Salesforce instance Asset record type values are same as product type field picklist values.

[@Rotive]

Thanks, Sohail! This is going to be a little tricky.
Record Type values can be set during record creation but you have to use the ID as the value, not the name. So, if you have the name of a Record Type in a picklist on a Product, you need to convert that Name to an ID when you go to create your asset.
Best thing to do would be to Get the record types outside of the loop so you have the IDs in the flow. Then you can use either a decision within the loop to assign the right ID or a formula with CASE function to do it for you.
I hope this helps!

[@OpenToClose]

How about when the quantity is updated for a specific product?

[@Rotive]

Hi OpenToClose, is the scenario for adding data to an asset record that already exists? Perhaps the own a quantity of 2 of a particular asset and if they buy more, you want to update that asset instead of creating a new record?
It definitely complicates things, but is very doable. You'll need to get the existing assets in the flow and then check to see if a matching asset already exists in the loop. At that point, you can add to the quantity and/or update other fields as needed.