Flows

Architecture

Resources for when using Filenize in flows.

• Invocable (Salesforce Developers )

• Queueables (Salesforce Developers )

Considerations

When adding Filenize actions to your flow, it's important to remember that the flow isn't finalized until you include the Filenize commit action at the end. This step is crucial to construct a queueable chain of actions, ensuring that each action runs only after the previous one has finished. Since Filenize actions operate asynchronously, this explicit commitment is necessary to maintain a well-ordered sequence.

By implementing the Filenize commit action, the chain will automatically skip any consecutive actions if an error is encountered. This is particularly useful in scenarios where, for example, a subfolder needs to be created but the parent folder doesn't exist due to an error. The commit action helps prevent such situations and allows you to design a robust and error-resilient flow.

So, don't forget to include the Filenize commit action at the end of your flow to ensure smooth and reliable execution of your Filenize actions.

Pro

Filenize offers several advantages for admins and developers, making it easy to set up and manage:

1. Easy Setup: Administrators and developers can quickly set up Filenize without extensive configuration, reducing implementation time and complexity.

2. Diagnose Tooling: Filenize includes in-depth diagnostic tools, allowing users to identify and address any incorrect behavior or issues effectively. This aids in troubleshooting and resolving potential problems swiftly.

3. Rerun Actions: Filenize allows rerunning certain actions, which is valuable for trial-and-error testing during development. It facilitates testing and refining processes until the desired outcomes are achieved.

4. User Feedback: The Filenize component provides real-time feedback to end-users about the progress of their actions. This transparency enhances the user experience and ensures that users are informed about the status of their tasks.

With these features, Filenize streamlines SharePoint integration and enhances usability, making it a valuable tool for administrators and developers looking to optimize their Salesforce and SharePoint workflows.

Con

While Filenize offers several advantages, there are some considerations to keep in mind:

1. Queueable Design: Each Filenize action is designed as a Queueable, which can be slower compared to running APIs directly in Apex. This design choice is to prevent hitting DML/Callout limitations and ensure the process runs smoothly. Especially needed with bigger folder hierarchies.

2. Delayed Execution: Executing a Queueable doesn't start the process immediately. Instead, it waits until Salesforce has the necessary resources available for execution. This can lead to some delay in processing actions.

3. Slower Performance in Sandboxes: Queueables may perform slower in sandboxes/Developer editions/Scratch Orgs compared to production orgs. Salesforce uses this approach to limit resource usage in these environments.

4. Asynchronous Processes: Since each action initiates an asynchronous process, the result of that process is not immediately usable in the next consecutive process. While Filenize provides a direct output for folder creation actions, allowing access to the new relative URL before execution, other actions may have a slight delay in obtaining results.

Despite these considerations, Filenize remains a powerful tool for integrating Salesforce with SharePoint, providing effective management of files and documents between the two platforms. Administrators and developers can leverage Filenize's capabilities while being mindful of its asynchronous nature and potential performance implications.

Enter Flows

With Flows, you can now automate the process of creating and pinning folders in Salesforce, among other tasks. For example, you can automatically create an account folder for each new account or create a contact folder under the corresponding account folder. The automation tools provided by Filenize also enable you to automatically pin the folders. This means that when you open a specific account record, the corresponding folder will open alongside it, providing a seamless and efficient user experience.

To leverage Filenize's automation features, the SharePoint instance name is required. This allows Filenize to connect with the correct SharePoint site, subsite, or document library, ensuring that the automation processes are applied accurately and efficiently. By using Flows and Filenize together, you can streamline your Salesforce workflows and optimize your file management processes.

To create and pin a SharePoint folder using Filenize in a Flow, follow these steps:

1. Create or open an existing Flow in Salesforce.

2. Select a new Action element within the Flow.

3. Search for "SharePoint" to find all the actions that come with Filenize.

4. Choose "Create and Pin a SharePoint Folder" from the available actions.

5. Customize the action properties to match your business needs. In this example, we'll create a folder for each new account in Salesforce, and the following values apply (your values may differ based on your solution):

   • Folder Name: Field Reference => {!$Record.Name}

   • Record Id: Field Reference => {!$Record.Id}

   • SharePoint Instance Id: String => Your SharePoint Instance Name

   • Reset Sharing on Folder (Optionally): Usually set to true for root folders with custom sharing

   • Server Relative URL: String => A fixed path or a reference to a previous folder action

6. Save and activate the Flow.

By following these steps, you ensure that a new account folder is automatically created and pinned to the respective account record. Feel free to customize the action properties based on your unique business requirements and workflows.

Open

Create a folder based on the account record.

Next Steps

The "Create and Pin a SharePoint Folder" action is just the beginning of the powerful features Filenize offers. You have a whole array of actions at your disposal to customize your folder hierarchy according to your business needs.

To explore all the possibilities Filenize has to offer, make sure to visit the Actions page. There, you'll find a comprehensive list of actions with detailed explanations of how each one can be used to optimize your file management processes.

If you're looking for practical examples and step-by-step guides, head over to the Examples page. It's filled with real-life scenarios where Filenize actions are applied, providing valuable insights to inspire and guide you in customizing Filenize for your organization.

With Filenize, you can take your Salesforce and SharePoint integration to a whole new level, streamlining your workflows and enhancing collaboration. So don't wait! Check out the Actions and Examples pages to unlock the full potential of Filenize and tailor it to suit your unique business requirements. Happy exploring!