How to Automate Survey Invitation in Salesforce using Flows? : Bijay Kumar
by: Bijay Kumar
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### Summary of Automating Survey Invitations in Salesforce In Salesforce, you can collect user feedback through surveys. This tutorial explains how to automate sending survey invitations using **Record Triggered Flows** in Salesforce Lightning. The process involves setting up a flow that sends a survey invitation when a support case is closed. ### Key Steps to Automate Survey Invitations: 1. **Access Flows**: Go to the Salesforce Lightning setup and search for "Flows." 2. **Create a New Flow**: Click on "New Flow" and choose "Record Triggered Flow." 3. **Configure Trigger**: Select the **Case** object and set the trigger to activate when a record is updated to "Closed." 4. **Add Survey Logic**: Incorporate the action component in the flow to select the relevant survey. 5. **Set Recipient Details**: Define the recipient as the contact linked to the case. 6. **Activate Flow**: Save and activate the flow to enable it. 7. **Set Permissions**: Ensure that the required permissions are enabled for users to access the survey. 8. **Test the Flow**: Update a case to "Closed" and verify that the associated contact receives the survey invitation via email. ### Conclusion This tutorial guides you through automating survey invitations in Salesforce using flows, ensuring a streamlined process for collecting feedback. Remember to verify that your Experience Cloud site is active and has the correct permissions for external users. ### Additional Context - **Experience Cloud Site**: This is essential for enabling guest access to surveys, allowing users outside your organization to participate. - **Record Triggered Flow**: A powerful feature in Salesforce that helps automate various tasks based on record updates. ### Hashtags for SEO #Salesforce #SurveyAutomation #SalesforceFlows #RecordTriggeredFlow #LightningFlows #CustomerFeedback #SalesforceTutorial #CRM #ExperienceCloud #ImproveCustomerExperience
In Salesforce, using the Surveys, we collect the user data through a review or a feedback form. After setting up the survey, the next task is to send the surveys. In Salesforce, we can automate and send survey invitations using flow automation, specifically, a record trigger flow.
In this Salesforce tutorial, I will explain How to automate the survey invitation using the Lightning Flows.
Automate the Survey Invitation in Salesforce using Flows
In this automation, we will use the Salesforce Record triggered flow to automate the process of sending the flow invitation.
For example, when a support case is closed, a survey invitation will be sent to the contact associated with that case.
To create the flow, navigate to the Lightning setup and follow the steps below.
1. On the setup page of Salesforce Lightning, go to the quick find box and search, then select Flows.

2. In the flow setup, click on the New Flow button.
3. In the next window, select the option Start from the Scratch. Then, in the flow options, select the Record triggered flow and click on the Create button.
4. Select the case object to configure the start of the trigger flow. Then, in the trigger conditions, select when the record is updated.

5. In the section Entry Conditions, select When All Conditions are Met.
In the entry conditions, select Field as Status, Operator as Equals, and Value as Closed. These conditions will trigger when the status of a case record is updated to “closed.“

6. Now, to add the survey invitation logic, we will add the action component to the flow and, in the actions, select the survey for which you want to set the automated invitation.

7. In the field Survey subject, select the New Resource and create the new resource with the following details.
Select the Resource Type as a Variable, and enter the API Name. After this, select the Data Type as Text and the Default Value as “{!$Record.Id}” that will appear as Triggering Case > Case ID.

8. In the field Recipient type, select the option Contact.
9. In the Recipient field, click on the New Resource, and for the new resource, select Variable. Enter the API Name and select the data type as Text.
In the Default value, select contact id with the value {!$Record.Contact.Id} that will appear as Trigerring Case > Contact ID.

10. Activate the checkboxes for Unique link that Don’t require authentication. In the field, Invitation expires in days select the number of days for the expiration of the survey invitation.

11. At last, save and activate the record-triggered flow.
Enable the Permissions for the Flow
To make the flow accessible, we need to enable the required permissions for flow. To set permissions, navigate to the Setup page and follow the steps below.
1. On the setup page, go to the Quick Find box and search, then select All Sites under Digital Experiences.

2. Click on the Builder on the site.

3. In the setup, click on the settings icon, then under the Guest User Profile, click on Customer Community Profile.

4. Click on the Edit button and ensure the customer or the profile has Read access to the Survey object.
5. After this, go to the survey settings and select the Experience Cloud site for the survey.

Make sure the experience cloud site is Active and Published.
Test the flow
According to the flow trigger conditions, a survey will be sent to the case contact when the case status is updated to close.
1. Click on the App Launcher and navigate to the Cases object.

2. In the case tab, select a Case record and update the case status as Closed according to the trigger logic.
3. In this case, the associated contact is Jack, and I entered my email to test the flow.
As we update the Case status to Closed, the contact should get a survey invitation through an email.
4. If the flow runs successfully, the contact will get an email link to the Survey Invitation, as shown in the image below.

This way, we can automate the survey invitation in Salesforce using the flows.
Conclusion
In this Salesforce tutorial, we learned how to automate the survey invitation in Salesforce using the Flow. In the record trigger flow, we defined the trigger conditions and added email action to send the survey invitation to the user through email.
Ensure you have a valid Experience Cloud site ID with access to the survey. If the invitation is supposed to be sent to users outside the organization, then the site must require guest access to view and submit the survey from an unauthenticated site.
You may also like to read:
- How to Create Surveys Using Flows in Salesforce?
- How to Dynamically Add CC Recipient’s Address List to Salesforce Flow
- Get Current Record ID in Salesforce Flows
- How to Send Email with Flows in Salesforce?
The post How to Automate Survey Invitation in Salesforce using Flows? appeared first on SalesForce FAQs.
January 22, 2025 at 11:20AM
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The original post is available in SalesForce FAQs by Bijay Kumar
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