JosiahSiegel/flow-orchestrator-2025

🚨 CRITICAL GUIDELINES

Windows File Path Requirements

MANDATORY: Always Use Backslashes on Windows for File Paths

When using Edit or Write tools on Windows, you MUST use backslashes (\) in file paths, NOT forward slashes (/).

Examples:

• ❌ WRONG: D:/repos/project/file.tsx
• ✅ CORRECT: D:\repos\project\file.tsx

This applies to:

• Edit tool file_path parameter
• Write tool file_path parameter
• All file operations on Windows systems

Documentation Guidelines

NEVER create new documentation files unless explicitly requested by the user.

• Priority: Update existing README.md files rather than creating new documentation
• Repository cleanliness: Keep repository root clean - only README.md unless user requests otherwise
• Style: Documentation should be concise, direct, and professional - avoid AI-generated tone
• User preference: Only create additional .md files when user specifically asks for documentation

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Salesforce Flow Orchestrator (2025)

What is Flow Orchestrator?

Flow Orchestrator coordinates multi-user, multi-step, multi-stage business processes without code. Different users complete sequential tasks in one workflow with built-in approvals, conditional logic, and error handling.

Key Capabilities:

• Multi-User Workflows: Assign tasks to different users/teams across stages
• Stage-Based Execution: Organize work into logical stages
• Background Automation: Combine user tasks with automated steps
• Visual Progress Tracking: Users see their position in the workflow
• Fault Paths: Handle errors gracefully (Summer '25)
• No-Code: Build complex processes without Apex

When to Use Flow Orchestrator

| Use Case | Flow Orchestrator? | Why | |----------|-------------------|-----| | Employee Onboarding (HR → IT → Manager) | ✅ Yes | Multi-user, sequential stages | | Quote-to-Cash (Sales → Finance → Operations) | ✅ Yes | Cross-functional approval process | | Case Escalation (L1 → L2 → L3 Support) | ✅ Yes | Tiered assignment with SLAs | | Simple record automation (create/update) | ❌ No | Use Record-Triggered Flow | | Single-user process | ❌ No | Use Screen Flow | | Batch data processing | ❌ No | Use Scheduled Flow or Apex Batch |

Orchestration Architecture

Orchestration = Stages → Steps → Background Automations

Stage 1: "HR Review"
├─ Step 1.1: Interactive Step (HR Manager reviews)
├─ Step 1.2: Background Automation (create records)
└─ Decision: Approved? → Next Stage : End

Stage 2: "IT Provisioning"
├─ Step 2.1: Interactive Step (IT assigns equipment)
├─ Step 2.2: Background Automation (provision accounts)
└─ Step 2.3: Interactive Step (IT confirms completion)

Stage 3: "Manager Onboarding"
├─ Step 3.1: Interactive Step (Manager schedules 1:1)
└─ Step 3.2: Background Automation (send welcome email)

Building an Orchestration (Step-by-Step)

Example: Employee Onboarding Process

Requirements:

• HR reviews new hire documents → Approved/Rejected
• If approved, IT provisions accounts and equipment
• Manager schedules first day and assigns mentor
• System sends notifications at each stage

Step 1: Create Orchestration

Setup → Flows → New Flow → Orchestration
Name: Employee_Onboarding
Object: Employee__c (custom object)
Trigger: Record Created, Status = 'Pending Onboarding'

Step 2: Design Stages

Stage 1: HR Document Review

Stage Name: HR_Document_Review
Stage Description: HR verifies employee documentation
Run Mode: One at a Time (sequential)

Step 1.1 (Interactive):
- Name: Review_Documents
- Assigned To: Queue "HR_Onboarding_Queue"
- Due Date: 2 days from start
- Screen Flow: HR_Document_Review_Screen
- Inputs: Employee__c.Id

Step 1.2 (Background - Decision):
- If HR_Approved = true → Next Stage
- If HR_Approved = false → End + Send Rejection Email

Stage 2: IT Provisioning

Stage Name: IT_Provisioning
Condition: Runs only if Stage 1 approved

Step 2.1 (Interactive):
- Name: Assign_Equipment
- Assigned To: Queue "IT_Provisioning_Queue"
- Due Date: 3 days from stage start
- Screen Flow: IT_Equipment_Assignment
- Inputs: Employee__c.Id

Step 2.2 (Background):
- Name: Create_AD_Account
- Autolaunched Flow: Create_Active_Directory_Account
- Inputs: Employee__c.Email, Employee__c.FirstName

Step 2.3 (Background):
- Name: Send_IT_Confirmation
- Action: Send Email Template
- Recipient: Employee__c.Email
- Template: Welcome_Email

Stage 3: Manager Setup

Stage Name: Manager_Setup
Depends On: Stage 2 complete

Step 3.1 (Interactive):
- Name: Schedule_First_Day
- Assigned To: Employee__c.Manager__c
- Due Date: 1 day from stage start
- Screen Flow: Manager_Onboarding_Tasks

Step 3.2 (Background):
- Name: Update_Status
- Record Update: Employee__c.Status = 'Onboarding Complete'

Step 3: Implement Fault Paths (Summer '25)

Fault Path on IT Provisioning Failure:

If Step 2.2 (Create_AD_Account) fails:
├─ Retry Step (1 attempt after 10 minutes)
├─ If still fails:
│  ├─ Send email to IT Manager with error details
│  ├─ Create Task for manual provisioning
│  └─ Assign Interactive Step to IT Manager for resolution
└─ Continue to Stage 3 (don't block entire process)

Configuration:

Step 2.2: Create_AD_Account
├─ Fault Path Enabled: true
├─ Retry Attempts: 1
├─ Retry Delay: 10 minutes
└─ On Final Failure:
   ├─ Create Task
   │  ├─ Subject: "Manual AD Account Creation Needed"
   │  ├─ Assigned To: IT_Manager_Queue
   │  └─ Priority: High
   └─ Send Email Notification
      ├─ Template: IT_Provisioning_Failure
      └─ Recipients: IT Managers

Interactive Steps vs Background Steps

Interactive Steps

Use for: Actions requiring human judgment or input

Interactive Step Configuration:
├─ Screen Flow: Define UI for user input
├─ Assigned To: User, Queue, or Role
├─ Due Date: Formula (TODAY() + 2 for 2 days)
├─ Instructions: What user should do
├─ Input Variables: Data passed to screen flow
└─ Output Variables: Data returned from user

Example Screen Flow (HR Review):

Screen: Review Documents
├─ Display: Employee Name, Position, Documents Uploaded
├─ Input: Radio Button (Approve / Reject)
├─ Input: Text Area (Comments - required if reject)
└─ Action: Save & Submit

Output Variables:
- HR_Approved (Boolean)
- HR_Comments (Text)

Background Steps

Use for: Automated actions without user interaction

Background Step Types:
├─ Autolaunched Flow: Call another flow
├─ Apex Action: Invoke Apex method
├─ Send Email: Email template or custom
├─ Post to Chatter: Notify users
├─ Create Records: DML operations
├─ Update Records: Field updates
├─ External Service: REST callout
└─ Wait: Pause for duration or until condition

Advanced Patterns and Monitoring

Advanced Flow Orchestrator designs (parallel approvals, conditional branches, retry / escalation, record-triggered orchestration, external integration handoffs) plus monitoring, reporting, and operational dashboards live in references/advanced-patterns-monitoring.md. Load that reference for complex multi-stage implementations and production observability.

Integration with Other Features

Pattern: Orchestration + Approval Process

Stage 2: Manager Approval
├─ Step 2.1 (Interactive): Manager reviews
│  └─ Screen Flow with Approve/Reject buttons
├─ Background Automation: Update approval status
└─ If Approved: Proceed to Stage 3
   If Rejected: Send rejection email, End orchestration

Pattern: Orchestration + Platform Events

Publish events at stage transitions:

trigger OrchestrationStageTrigger on FlowOrchestrationStageInstance (after insert, after update) {
    List<OrchestrationStageEvent__e> events = new List<OrchestrationStageEvent__e>();

    for (FlowOrchestrationStageInstance stage : Trigger.new) {
        if (stage.Status == 'Completed') {
            events.add(new OrchestrationStageEvent__e(
                OrchestrationId__c = stage.OrchestrationInstanceId,
                StageName__c = stage.StepDefinitionName,
                CompletedDate__c = System.now()
            ));
        }
    }

    if (!events.isEmpty()) {
        EventBus.publish(events);
    }
}

Subscribe externally:

// External system tracks orchestration progress
client.subscribe('/event/OrchestrationStageEvent__e', (message) => {
    const { OrchestrationId__c, StageName__c } = message.data.payload;
    console.log(`Stage ${StageName__c} completed for ${OrchestrationId__c}`);

    // Update external dashboard
    updateOrchestrationStatus(OrchestrationId__c, StageName__c);
});

Pattern: Orchestration + Agentforce

AI agent handles certain steps:

Stage 2: Document Verification
├─ Step 2.1 (Background): AI agent verifies documents
│  └─ Agentforce Action: Verify_Document_Compliance
│     - Uses Einstein OCR to extract text
│     - Uses LLM to validate against compliance rules
│     - Returns: Compliant (true/false) + Confidence score
├─ Decision: If confidence < 90% → Human review
└─ Step 2.2 (Interactive - Conditional): Human verifies (if AI uncertain)

Best Practices

Design

• Plan stages before building: Sketch workflow on paper/whiteboard
• One business process per orchestration: Don't combine unrelated processes
• Meaningful stage/step names: Use business terminology, not technical jargon
• Clear instructions: Tell users exactly what to do in each step
• Appropriate due dates: Balance urgency with realistic timelines

Performance

• Minimize steps per stage: <10 steps per stage for maintainability
• Avoid unnecessary waits: Only pause when truly needed
• Bulkify background automations: Process multiple records efficiently
• Use decision logic wisely: Skip unnecessary stages with conditions
• Monitor active orchestrations: Archive completed ones regularly

Error Handling

• Always implement fault paths (Summer '25): Don't let failures block entire process
• Retry transient errors: Network issues, temporary API failures
• Escalate permanent errors: Create tasks for manual intervention
• Log failures: Track what went wrong for troubleshooting
• Test error scenarios: Intentionally trigger failures in sandbox

Security

• Respect sharing rules: Use "with sharing" in Apex called by orchestrations
• Field-level security: Ensure users have access to fields in screen flows
• Queue membership: Verify users in queues have necessary permissions
• Sensitive data: Mask or encrypt PII in screen flows and work items

User Experience

• Mobile-friendly screens: Many users work on mobile devices
• Progress indicators: Show users where they are in process
• Clear next steps: Always tell users what happens after they complete a step
• Timely notifications: Send reminders before due dates
• Feedback on submission: Confirm action was successful

Troubleshooting

Common Issues

Issue 1: Work items not appearing for users

Causes:
- User not in assigned queue
- User lacks permission to object
- Filter criteria on view excludes item

Solution:
1. Check queue membership: Setup → Queues
2. Verify object permissions: User profile/permission set
3. Review work item list view filters

Issue 2: Background step failing silently

Causes:
- Apex error in called flow/action
- Required field missing
- Governor limit exceeded

Solution:
1. Enable debug logs: Setup → Debug Logs
2. Check Flow error emails: Setup → Process Automation Settings
3. Implement fault path to catch and handle errors

Issue 3: Orchestration not triggering

Causes:
- Trigger criteria not met
- Record not updated properly
- Orchestration inactive

Solution:
1. Verify record meets entry criteria
2. Check orchestration activation status
3. Review audit trail for record updates

Debug with Apex

// Query orchestration details for debugging
public class OrchestrationDebugger {
    public static void debugOrchestration(Id recordId) {
        // Find orchestration instances for record
        List<FlowOrchestrationInstance> instances = [
            SELECT Id, Label, Status, CreatedDate
            FROM FlowOrchestrationInstance
            WHERE RelatedRecordId = :recordId
            ORDER BY CreatedDate DESC
        ];

        for (FlowOrchestrationInstance instance : instances) {
            System.debug('Orchestration: ' + instance.Label);
            System.debug('Status: ' + instance.Status);

            // Get work items
            List<FlowOrchestrationWorkItem> items = [
                SELECT Id, Label, Status, AssignedToId, DueDate
                FROM FlowOrchestrationWorkItem
                WHERE OrchestrationInstanceId = :instance.Id
                ORDER BY CreatedDate
            ];

            for (FlowOrchestrationWorkItem item : items) {
                System.debug('  Step: ' + item.Label + ', Status: ' + item.Status);
            }
        }
    }
}

Pricing and Availability

• Editions: Enterprise, Performance, Unlimited, Developer
• Included Runs: 600 orchestration runs/year (no charge)
• Additional Runs: Purchase in blocks for high-volume use
• Permissions Required:
  • Create/Edit: Manage Flows permission
  • View: View Orchestration in Automation App (Winter '26)
  • Approve Flows: Approval Designer system permission (Winter '26)

Resources

• Flow Orchestrator Guide: https://help.salesforce.com/s/articleView?id=platform.orchestrator_flow_orchestrator.htm
• Trailhead: "Flow Orchestration Basics"
• Release Notes: Summer '25 and Winter '26 for latest features
• FlowOrchestrationWorkItem Reference: Salesforce Object Reference documentation

Migration from Process Builder

Process Builder → Flow Orchestrator:

Process Builder supports only simple automation
Flow Orchestrator adds:
- Multi-user coordination
- Interactive steps
- Stage-based organization
- Visual progress tracking
- Fault handling

When to migrate:
- Process involves multiple users
- Need stage-based workflow
- Want user interface for steps
- Require better error handling

Flow Orchestrator transforms complex, cross-functional business processes into visual, manageable workflows that scale across your organization.