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Flow Name: [Before Save] Populate Profile Name On User Create/Update

Last Updated: 2025-08-18 Source Code: Before_Save_Populate_Profile_Name_On_User_Create_Update.flow-meta.xml

API Name: Before_Save_Populate_Profile_Name_On_User_Create_Update Status: Active Type: Custom Trigger: Before Save - User Record Create/Update when ProfileId changes

Business Purpose

This flow automatically maintains data consistency by populating a custom ProfileName__c field on User records whenever the ProfileId changes during user creation or updates. This ensures profile name information is readily available without requiring additional lookups.

Process Flow

  1. Trigger: Flow executes when a User record is created or updated AND the ProfileId field has changed
  2. Profile Lookup: Query the Profile object using the User's ProfileId to retrieve profile details
  3. Record Found Check: Verify if a matching Profile record was found
  4. Profile Name Update: If profile found, populate the ProfileName__c custom field with the profile's Name
  5. Process Complete: User record is saved with updated profile name information
📊 Click to view Process Flow Diagram 
flowchart TD
    Start([Start: User Create/Update<br/>Before Save Trigger]) --> ProfileChanged{ProfileId<br/>Changed?}

    ProfileChanged -->|No| End([End])
    ProfileChanged -->|Yes| GetProfile[Get Profile Record<br/>using ProfileId]

    GetProfile --> Found{Profile<br/>Found?}

    Found -->|No| End
    Found -->|Yes| Update[Set ProfileName__c<br/>= Profile.Name]

    Update --> End

    style Start fill:#e1f5ff
    style ProfileChanged fill:#fff4e1
    style GetProfile fill:#f0e1ff
    style Found fill:#fff4e1
    style Update fill:#ffe1e1
    style End fill:#e1f5ff

Key Business Rules

  • Only executes when ProfileId field is changed (not on every User save)
  • Requires existing Profile record to update the ProfileName__c field
  • Updates occur before the User record is saved (before-save trigger)
  • Custom field ProfileName__c must exist on User object

Dependencies

  • User object with custom field ProfileName__c
  • Profile object (standard Salesforce object)
  • User.ProfileId field relationship to Profile.Id

Changes

No specific pull request or change notes documented in the flow metadata.

⚠️ Pre-Go-Live Concerns

CRITICAL - Fix Before Go-Live

  • Missing Error Handling: No fault paths or error handling if Profile lookup fails or returns unexpected results
  • Missing Null Check: No validation that ProfileName__c field exists or is accessible before assignment

HIGH - Address Soon After Go-Live

  • Performance Impact: Every ProfileId change triggers a SOQL query which could impact performance with bulk operations
  • Limited Fault Tolerance: Flow will fail silently if Profile record is deleted but User still references it

MEDIUM - Future Enhancement

  • Hardcoded Field Reference: ProfileName__c field is hardcoded - consider making this configurable
  • No Audit Trail: No logging of when/why profile name changes occur

LOW - Monitor

  • Edge Case Handling: Behavior with inactive or locked profiles not explicitly defined
  • Bulk Operation Scaling: Monitor performance during large user imports or mass profile changes

Maintenance Notes

This is a relatively simple flow with low complexity. However, it operates on the critical User object and should be reviewed whenever: - User object custom fields are modified - Profile management processes change
- Bulk user operations are planned - Performance issues are reported with user saves

Recommended Review Schedule: Quarterly or before major user management system changes