Update Custom Last Activity Date Field with Salesforce Flow

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In this Automation of the Week, learn how to update a custom last activity date field with Flow.
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[@user-no4hy2wc1c]

Just what I needed for a simple and quick update of Opportunity's latest activities dates. Thanks for the clear demo

[@Rotive]

Glad it was helpful!

[@GavinParsons]

I really want to thank you for such a concise and easy to follow video. It really helped a lot.

[@Rotive]

Glad it helped! Lauren and I appreciate the comment.

[@josebolivargonz]

Thanks Brian, I like so much your content. I was needing to make a similar flow and this video gave me the idea for finalize it.

[@Rotive]

Fantastic!

[@ryanlightning]

Great video! Learned something new about the record ID prefixes 🙏🏼

[@Rotive]

Glad it was helpful. Thank you for the comment. We appreciate it!

[@PatrickBoughotn]

Hi Brian, great video. Is there a way of doing this at an Account level??

[@poojapartake7430]

Great Learning ! Thanks for the detailed video

[@Rotive]

You are welcome! Thanks for the comment.

[@user-ts5cp3hr9t]

Great information as always! Thanks!!

[@Rotive]

Our pleasure, thank you for the kind feedback!

[@csoutsource]

You should show us how to make sure that task deletions are taken into account.

[@Rotive]

Absolutely! Here is a related video that talks about how to trigger flows on deletion and why it's worth considering: th-cam.com/video/-hRg00MXsyU/w-d-xo.html

[@user-vj2rd8nu3f]

This was tremendous help. How do I update all existing records so they show the last call date. My current flow only updates the field from the time I activated and forward.

[@JorgeGonzalez-zp5sy]

Thanks Brian, is there a way to bring the date/time of the first activity to a report? I want to calculate the lead time to the first contact

[@Rotive]

Hey Jorge, This is tricky if you're looking at old data.
Moving forward, I would create a flow to update a custom date field only when that field is blank. That way it will update on first activity and not get overwritten with subsequent activities.
For records with existing activities (old data), I'd create a one time scheduled flow to Get the activity with the earliest date and update the related record with it.

[@jennekahbarnes1743]

Could you walk through how to create a flow that updates the last activity date field when the activity has more than one contact? Salesforce by default only updates the primary contact and not any of the related contacts...

[@Rotive]

Added to our list. Thanks!

[@user-nq7uk9kd7p]

Great video, clear and nice voice. How to update the custom last activity date field to an Account? i.e. capture the max date among all the contacts. An Account would contains multiple contacts. And our task/events only related to Lead/Contact, no Related To Account.

[@Rotive]

Hi Monica, Thanks!
You can use a Flow to Get Contacts with a later activity date whenever a particular Date field is updated. Essentially you're checking to see what the latest date field is across related contacts before updating the account. Does that make sense? Might need another video on this one.

[@user-nq7uk9kd7p]

@@Rotive Thanks for your reply. I'll try :)

[@ArchVeritas]

Hi Brian - great video. Have a weird question. Is there a way to update Last Activity Date for an organization based on any e-mail correspondence between any contact in that organization? The e-mails are through Einstein captured from Outlook... thanks for any direction you can help provide!

[@Rotive]

Hey, Thank you! Unfortunately, emails connected to Salesforce through Einstein Activity Capture(EAC) do not update that Last Activity Date. In certain editions of Salesforce you can see Last Email Sent Date through Einstein, but those fields are not accessible to Flow. EAC emails are not actually stored in the Salesforce database so features are limited.

[@GoldenBranchesTCG]

Great video. Is there a way to auto-update a task' due date to the date that the task is actually completed? Example: Due date is showing 3 days ago, but I completed it today. I would love to have that be an automatic detail that changes.

[@Rotive]

Hey Corbin, you can do this with a Flow. The trigger can be whenever a task is updated to Complete, then update the Due Date to Today. Let me know if you'd like us to make a video on it.

[@vlademirantonio4530]

Hello Brian, I have a similar request and in my case I need to update a field in the account regardless of where this task is created if it is in the contact or in the opportunity if it is related to the account you must update the field in the account. how do I do that?

[@Rotive]

Hey Vlademir, Object prefixes are going to help you out here. You'll need to create a record triggered Flow on the Task Object and then determine if the task is related to an Account or an Opportunity through the What ID (Related To ) field or just a Contact through the Who ID (Name) Field. Check out this article: www.salesforceben.com/salesforce-object-key-prefix-list/
I would trigger the Flow and then use a decision element with different paths for whether the What ID starts with "001" (an account) or "006" (an opportunity). If neither of those matches, the third path would check to see if the Who ID starts with "003".
Now you can update the related Account or create a GET element for the Opportunity or Contact to determine which Account to update.
I hope that helps!

[@vlademirantonio4530]

​@@Rotive I did this before seeing your answer and it's the same thing I did, it means I used the best approach. Thank you for letting me know.

[@desinomad7413]

how aboyt if the activity has multiple contacts or leads

[@Rotive]

You would need to modify the flow to get the TaskRelation object to see what other people the task is related to. I haven't tried this myself yet. Access to it in Flow might be limited. According to the documentation, you can't run triggers off of it, so I'm not sure.

[@erikakirwan5325]

Great video, would you know why at the debug stage I am getting an error “object task is not supported in UI API”

[@Rotive]

You can still debug based off a task record, but I don't think you're able to change a field on update during the debug process. It's a quirk of tasks that is probably related to the way tasks are a record type of activities. Not sure...

[@Rotive]

Thanks for watching!

[@rohitanand9254]

@Rotive- Brian Hays
Can you please help me to write a flow so that when an Account is marked as Active in Salesforce, it should be marked as mailable in Pardot.
Please can you guide for the same its super urgent.

[@Rotive]

Hi Rohit, You can certainly update the Email Opt-Out field of contacts when the related Account is marked as Active, however you'll want to check your Pardot settings first to make sure that the email opt-out field can be updated by Salesforce. It's possible to only give Pardot the ability to update that field. Does that help?