Flow Name: AKA Name Update¶

Last Updated: 2024-09-27 Source Code: AKA_Name_Update.flow-meta.xml

API Name: AKA_Name_Update Status: Active Type: Custom Trigger: Account record update (before save) when First Name, Last Name, or Middle Name changes

Business Purpose¶

Automatically preserves previous name values in AKA (Also Known As) fields when a person's name is updated, ensuring historical name data is retained for audit and reference purposes.

Process Flow¶

1. Trigger activates when First Name, Last Name, or Middle Name changes on Account records
2. Checks if account is not anonymized (Anonymized__c != true)
3. Evaluates each name field (First, Last, Middle) to determine if it changed
4. For changed fields: saves previous value to corresponding AKA field
5. For unchanged fields: preserves existing AKA value
6. Updates all AKA fields in a single operation

flowchart TD
    Start([Start: Account Update<br/>Before Save Trigger]) --> EntryCheck{Name Field Changed?<br/>First Name OR<br/>Last Name OR<br/>Middle Name}

    EntryCheck -->|No| End([End])
    EntryCheck -->|Yes| AnonymousCheck{Account<br/>Anonymized?}

    AnonymousCheck -->|Yes| End
    AnonymousCheck -->|No| Update[Update AKA Fields:<br/>• If First Name changed → AKA_First_Name__c = Prior First Name<br/>• If Last Name changed → AKA_Last_Name__c = Prior Last Name<br/>• If Middle Name changed → AKA_Middle_Name__c = Prior Middle Name<br/>• Preserve unchanged AKA values]

    Update --> End

    style Start fill:#e1f5ff
    style EntryCheck fill:#fff4e1
    style AnonymousCheck fill:#fff4e1
    style Update fill:#ffe1e1
    style End fill:#e1f5ff

Key Business Rules¶

• Only processes non-anonymized accounts
• Preserves previous name when any name field changes
• Uses conditional logic to maintain existing AKA values when names don't change
• Triggers only on name field changes (First Name, Last Name, Middle Name)

Dependencies¶

• Account object with custom fields: AKA_First_Name__c, AKA_Last_Name__c, AKA_Middle_Name__c
• Anonymized__c field on Account object

⚠️ Pre-Go-Live Concerns¶

CRITICAL - Fix Before Go-Live¶

• No critical issues identified

HIGH - Address Soon After Go-Live¶

• No error handling for field update failures
• No validation that AKA fields have sufficient length for name data

MEDIUM - Future Enhancement¶

• Consider adding audit logging for name changes
• Add notification to relevant stakeholders when names change

LOW - Monitor¶

• Performance impact with high volume of name changes
• Field length limits for long names

Maintenance Notes¶

Simple flow with minimal complexity. Review quarterly to ensure AKA field usage aligns with business needs.