Salesforce Flow is an efficient automation tool in the Salesforce system. It guides the admin and developers to automate the business process and helps the users navigate through complex logic. But one common challenge that Salesforce professionals face is to add the values in multipicklist fields.
Multipicklists are different from the text fields and standard picklists, and without getting a clear understanding of how they store data and how to add values to Multipicklists in a Salesforce Flow, you may face errors. So to understand How To Add Value to Multipicklist in a Flow Salesforce, you should read this step by step guide.
Why Adding Values to a Multipicklist in a Flow Salesforce Is Tricky
The admins do not get the default “add to Multipicklist” option in Flow Salesforce. For this, you must handle the Multipicklists as text-based values. But it is tricky and involves following challenges.
- Ensure correct semicolon formatting
- Avoid duplicate values
- Handling null or blank Multipicklist
- Store the existing selections
- Ensure values picklist APIs
Understanding these challenges helps you to maintain a design flow that is scalable and robust, and enables you to add value to Multipicklist in a Salesforce Flow.
Common Use Cases for Adding Multipicklists via Flow
The common use cases for Salesforce Flow multipicklist field update consist of syncing related records, automating data standardization and managing conditional data entry.
- Sync data between the related records
Flows can copy the values automatically from a multipicklist on one record to other related records.
Example: If the opportunity is closed, then its product interests multipicklist values are copied to the related account. In this way, it keeps the related records maintained without manual entry.
- Automate tagging and categorization
It adds the relevant tags or categories automatically to record on the basis of specific user actions and criteria in flow salesforce.
For example, once the lead registers through the flow, it tags it as “webinar participant”.
- Managing User Skills or Preferences
Flow salesforce can update the multi-select picklist in contact record when the participants can engage in different events. It reflects the types of events they attend, such as “in-person workshop”, “virtual seminar” and “conference”.
- Conditional Data Entry and Validation
Flows salesforce can handle the complex logic for multipicklist that is not handled by standard validation rules.
Example: It prevents the users to select both “Capital” and a specific “City” in the selection multipicklist.
- Auditing and tracking changes
Flows can capture changes to the multipicklist field and store the new and old values for reporting or auditing.
Example: It tracks which products are added or removed from the Account’s “Interested Products” multipicklist.
How To Add Value to a Multipicklist in a Flow Salesforce?
Learning how to update a multipicklist field in Salesforce Flow requires special handling. Unlike the standard fields, the Multipicklist fields store multiple values. So you must understand the step-by-step guide to add values to Multipicklist in Salesforce Flow, ensure data accuracy, avoid duplicates and keep the selections intact while automation. Here is how you can easily add the Value to the Multipicklist in a Flow
- Identify the Multi Picklist
First, identify the exact API name of the multipicklist field on the object. For example, you need Favorite_Fruits__c for this flow.
- Create New Flow
Navigate to ‘Setup’, then ‘flow’ and then tap on ‘New Flow’. Choose the ‘Autolaunched Flow’ unless users are manually running it.
Add ‘Get Records’ elements to pull records that have a multipicklist field.
- Create New Value as Text Variable
Let us take an example, that you want to add New values named “ Mango”. For this, create the text variable, ‘varNewPickValue’ and give the default value of Mango to it.
- Check if Values Already Exist
Now check that the new values you created do not exist currently. This is crucial to perform because the Salesforce multi-picklists don’t filter that out for you. Here how you can check it
- Create the ‘Formula’ Resource
- Name: formIsValueAlreadySelected
- Data type: Boolean
Formula: CONTAINS(‘;’+{!Get_Record.Favorite_Fruits__c}+’;’, ‘;’+{!varNewPickValue}+’;’)
This formula helps you to wrap all values with semicolons and improve accuracy. It is suitable to avoid partial matches like “Apple” vs “Pineapple.”
- Use Decision Element
Add the ‘decision’ element and connect it after the formula. It gives two outcomes,
AlreadyExists – If formula is TRUE
AddNewValue – If formula is FALSE
Only add the value after this if it doesn’t exist already.
- Build the New Multipicklist Value
Now create the new text variable, varUpdatedMultiPicklist. Add the ‘assignment’ element under the path ‘AddNewValue’ and use the given logic
If the original field is blank,
varUpdatedMultiPicklist = varNewPickValue
else
varUpdatedMultiPicklist = Get_Record.Favorite_Fruits__c + “;” + varNewPickValue
It keeps the existing values and adds the new ones safely at the end.
- Update Record
Add the ‘Update Record’ elements and choose the record you retrieved earlier.
Set the multipicklist field, ‘Favorite_Fruits__c’ to be equal to varUpdatedMultiPicklist.
- Test it
Test your flow Salesforce with the different existing values, like this
- Add new values like ‘ Papaya.’
- Try to add values that already exist and test it
- Try with the empty picklist and partially filled fields.
Best Practices To Add Value to a Multipicklist in Salesforce Flow
Make sure to follow the Salesforce Flow multipicklist best practices, and ensure that it runs smoothly, avoid errors and keep your data clean. Here are the best practices
- Treat Multipicklist as text fields
Multipicklist fields are considered as text values in Salesforce Flow. So you should always treat it as a text field and manipulate the data in text variables.
- Use semicolon (;) formatting
Salesforce stores the values in the Multipicklist field by using the semicolon (;). So while Salesforce Flow adds values to a multipicklist, don’t add extra spaces. Always place the semicolon between the new values.
If you don’t follow the right formatting, then it overwrites your existing data and results in an update failure.
- Check if Multipicklist is blank currently
Before adding new values, verify whether the Multipicklist field is empty currently. If the field is blank, then first assign the values. If it is not blank, then append the value with a semicolon. It prevents the unnecessary separators and storage of proper data.
- Prevent Duplicate Values
Multipicklist fields allow duplicate values if you don’t handle them correctly. So make sure to use the CONTAINS() function in the ‘decision’ element to check if the value exists already or not before adding it. It ensures clean data and avoids adding duplicate values.
- Use API Values rather than Labels
Multipicklist store API values. So always use the correct API name rather than labels. If you use labels, then it causes flow failures or incorrect updates.
- Store Picklist Values as Constants
You should create the ‘text constants’ for Multipicklist values, rather than hardcoding values into assignments directly. It improve maintainability, reduces typos and make the future updates easier.
- Don’t overwrite existing selections
Ensure to merge the new values with existing values during Salesforce Flow multipicklist field update. Don’t overwrite the existing selection and preserve it well instead of completely replacing it.
- Add Clear Naming and Descriptions in Flow
Avoid the Multipicklist logic to be confused for admins. Add the new values with clear names and descriptions for the ‘assignment’ and ‘decision’ elements.
It helps salesforce admins to understand the flow and reduce maintenances issues.
- Test all Scenarios
Test all scenarios before activate your flow. Test it with the record with existing values, empty Multipicklist fields, duplicate value attempts, and multiple updates in sequences. Testing ensures that your flow behaves correctly in real world scenarios.
- Use Flow for Simple Logic, Apex for Complex
Salesforce flow works well from all kind of updates, from simple to complex. If you want to handle the complex manipulation or bulk processing, then you can use apex methods rather than standard methods.
Conclusion
Understanding How To Add Value to Multipicklist in a Flow Salesforce is important to develops the intelligent automations and preserve the data integrity. Multipicklists are seem complex initially, but if you understand the text based structure and add values strategically, then it become easier to manage.
Whether you want to tag records, track user preferences or update selections dynamically, learning the way to Add Value to Multipicklist in a Flow Salesforce improves the reliability and quality of Salesforce automation strategy. You can also handle the complex multipicklist scenarios in flow Salesforce once you learn proper checks, clean formatting and thoughtful designs.
