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Playbook: Example Flows for Salesforce CRM

Playbook: Example Flows for Salesforce CRM

Updated over 3 weeks ago

The Workflows below are example workflows and are to be used for guidance when setting up your own Flows in Salesforce. Combine them with other workflow examples for optimal performance that meets your needs.

Related: Setting Up Website Visitor Notifications for Account Owners in Salesforce

Using RB2B Insights in Salesforce Flows

Use Salesforce Flows to automate actions and improve your sales and marketing efficiency:

  • Lead Assignment: Automatically assign RB2B leads to specific sales reps or teams based on criteria like company size, industry, or lead source.

  • Custom Tagging: Create and apply custom tags to RB2B leads for better organization and segmentation.

  • Automated Actions: Trigger automated actions, such as email sequences or task creation, based on RB2B lead data and behavior.

Identifying Repeat Visitors

Workflow 1: Creating a Flow for Repeat Visitors

Step 1: Create a Record-Triggered Flow

  1. Go to Setup → Search for Flows → Click New Flow.

  2. Choose Record-Triggered Flow and click Create.

  3. Set Up the Trigger:

    • Object: Select Task.

    • Trigger When: Choose A record is created.

    • Entry Condition:

      • Field: Subject → Operator: Contains → Value: Webpage View

    • Click Done.

Step 2: Check for a Previous Webpage View Within X Days

  1. Click + and select Get Records to find previous tasks.

  2. Set Object: Task.

  3. Filter Conditions:

    • Field: Subject → Operator: Contains → Value: Webpage View

    • WhoId (for Contacts) or WhatId (for Accounts) = {!$Record.WhoId} / {!$Record.WhatId} (Ensures we are looking at the same person or company.)

    • Created Date = "Last X days" → Use:

      • CreatedDate >= TODAY() - X (Replace "X" with the number of days required).

    • Sort by: CreatedDate DESC (So we get the most recent task first.)

    • Limit: 1 (To check only the most recent previous Webpage View.)

  4. Click Done.

Step 3: Add a Decision Element to Check If a Repeat Visit Exists

  1. Click + and select Decision.

  2. Label: "Is this a repeat visitor?"

  3. Create Two Outcomes:

    • Yes (Repeat Visitor Found) → If the Get Records step returned a task

    • No (First Visit or No Recent Visit) → If no task was found

  4. Click Done.

Step 4: Take Action for Repeat Visitors

For the "Yes (Repeat Visitor Found)" path, you can:

  • Notify a Sales Rep → Create an Email Alert.

  • Mark the Contact or Account as a Repeat Visitor → Update a field.

  • Create a Follow-Up Task → Assign the visitor to a rep for outreach.

For the "No (First Visit)" path, you can just let the Flow end.

Step 5: Save & Activate the Flow

  1. Click Save, name the Flow (e.g., "Detect Repeat Website Visitors").

  2. Click Activate.

Routing Based on RB2B as the Source

Workflow 1: Creating a Flow for Accounts with RB2B as the Account Source

Workflows require the use of an Equals operator which is reliant on "RB2B" first being set as a picklist value in your Salesforce instance. To manually add "RB2B" as a Lead Source option in your picklists, follow the instructions in this article.

This can be combined with the Creating a Record-Triggered Flow for a "Webpage View" Task for Specific URLs tutorial below.

Step 1: Navigate to Flow Builder

  1. In Salesforce, click the gear icon and select Setup.

  2. In the Quick Find bar, type Flows and select Flows.

  3. Click New Flow and choose Record-Triggered Flow.

  4. Click Create.

Step 2: Configure the Flow Trigger

  1. Choose Object: Select Account.

  2. Trigger the Flow When: Choose A record is created or updated.

  3. Set Entry Conditions:

    • Field: Account Source

    • Operator: Equals

    • Value: RB2B

  4. Click Done.

Step 3: Define Flow Actions

Now, choose what you want to happen when an Account meets this condition. Some examples:

  • Notify a sales rep (send an email).

  • Assign the Account to a specific user or queue.

  • Create a follow-up task for the Account.

  • Update a custom field to flag the Account as an RB2B-identified lead.

Step 4: Save & Activate

  1. Click Save, name the Flow (e.g., "Tag RB2B Accounts").

  2. Click Activate.

Workflow 2: Creating a Flow for Contacts with RB2B as the Lead Source

Workflows require the use of an Equals operator which is reliant on "RB2B" first being set as a picklist value in your Salesforce instance. To manually add "RB2B" as a Lead Source option in your picklists, follow the instructions in this article.

Step 1: Navigate to Flow Builder

  1. In Salesforce, click the gear icon and select Setup.

  2. In the Quick Find bar, type Flows and select Flows.

  3. Click New Flow and choose Record-Triggered Flow.

  4. Click Create.

Step 2: Configure the Flow Trigger

  1. Choose Object: Select Contact.

  2. Trigger the Flow When: Choose A record is created or updated.

  3. Set Entry Conditions:

    • Field: Lead Source

    • Operator: Equals

    • Value: RB2B

  4. Click Done.

Step 3: Define Flow Actions

Just like the Account flow, decide what should happen when a Contact meets this condition. Possible actions:

  • Send an alert to a sales rep.

  • Automatically assign the Contact to a sales team.

  • Mark the Contact as an "RB2B Identified Lead" using a checkbox field.

  • Trigger an email sequence.

Step 4: Save & Activate

  1. Click Save, name the Flow (e.g., "Tag RB2B Contacts").

  2. Click Activate.

Routing Based on Web Page Viewed

Workflow 1: How to Run Reports for a "Webpage View" Task For Specific URLs

If you just need to find tasks where the Comments (Description) contain a specific URL, you can use a report:

  1. Go to Reports in Salesforce.

  2. Click New Report and select Tasks & Events as the report type.

  3. Click Filters and apply the following conditions:

    • Field: Subject → Operator: Contains → Value: [your URL or keyword].

    • Field: Type → Operator: Equals → Value: Web Activity.

  4. Click Run Report to see all matching tasks.

This allows you to manually pull a list of all "Webpage View" tasks where the comments contain a specific URL or keyword.

Workflow 2: Creating a Record-Triggered Flow for a "Webpage View" Task for Specific URLs

This can be combined with the Creating a Flow for Accounts with RB2B as the Account Source and Creating a Flow for Contacts with RB2B as the Lead Source tutorials above.

Step 1: Create a Record-Triggered Flow

  1. In Setup, go to Flows.

  2. Click New Flow and select Record-Triggered Flow.

  3. Click Create.

Step 2: Configure the Trigger Conditions

  1. Object: Select Task.

  2. Trigger the Flow When: A record is created or updated.

  3. Set Entry Conditions:

    • Field: Subject → Operator: Contains → Value: Webpage View

    • Field: Description (or Comments) → Operator: Contains → Value: [your URL or keyword].

  4. Click Done.

Step 3: Define the Action (What Happens Next?)

Now, decide what should happen when a matching "Webpage View" Task is found. Some options are:

  • Send an email notification to a sales rep.

  • Create a follow-up Task for the related Contact or Account.

Related Articles
Setup Guide: Salesforce CRM
How RB2B's Salesforce CRM Integration Works
Salesforce CRM FAQs
Playbook: Using Salesforce CRM with RB2B
Playbook: Setting Up Website Visitor Notifications for Account Owners in Salesforce
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