Flow Name: Count the Staff and Member Representation¶

Last Updated: 2025-04-29 Source Code: Count_the_Staff_and_Member_Representation.flow-meta.xml

API Name: Count_the_Staff_and_Member_Representation Status: Active Type: Custom Trigger: Invoked as a subflow from other Partnership flows

Business Purpose¶

Maintains accurate counts of Member Representatives and Staff Liaisons on Partnership records by counting related AANP_Representation records. Acts as a reusable calculation engine triggered by create, update, and delete events.

Process Flow¶

1. Receives Partnership ID, AANP Representation ID, and event action (Create/Update or Delete) as input parameters
2. Retrieves Partnership and AANP Representation records
3. Checks the Role field to determine if it's a Member Representative or Staff Liaison
4. For Member Representatives:
5. If Create/Update: Counts all Member Representative roles for the Partnership
6. If Delete: Decrements current count by 1
7. For Staff Liaisons:
8. If Create/Update: Counts all Staff Liaison roles for the Partnership
9. If Delete: Decrements current count by 1
10. Updates Member_Representation_Count__c or Staff_Representation_Count__c on Partnership

flowchart TD
    Start([Start: Invoked as Subflow<br/>Inputs: aanPRepresentationId, partnershipId, eventAction]) --> GetPartnership[Get Partnership Record]

    GetPartnership --> GetRepresentation[Get AANP Representation Record]

    GetRepresentation --> CheckRecords{Records Found?}
    CheckRecords -->|No| End([End])
    CheckRecords -->|Member Representative| CheckAction1{Event Action?}
    CheckRecords -->|Staff Liaisons| CheckAction2{Event Action?}

    CheckAction1 -->|Create/Update| GetMemberReps[Get All Member Representatives:<br/>For this Partnership]
    CheckAction1 -->|Delete| DecrementMR[Decrement Count:<br/>Member_Representation_Count - 1]

    CheckAction2 -->|Create/Update| GetStaffLiaisons[Get All Staff Liaisons:<br/>For this Partnership]
    CheckAction2 -->|Delete| DecrementSL[Decrement Count:<br/>Staff_Representation_Count - 1]

    GetMemberReps --> CountMR[Count Records:<br/>MembershipRep_Count = record count]
    GetStaffLiaisons --> CountSL[Count Records:<br/>staffLiaisonsCount = record count]

    CountMR --> ValidateMR{Count Different<br/>from Current?}
    CountSL --> ValidateSL{Count Different<br/>from Current?}

    ValidateMR -->|Yes| AssignMR[Assign Partnership:<br/>Member_Representation_Count__c = new count]
    ValidateMR -->|No| End

    ValidateSL -->|Yes| AssignSL[Assign Partnership:<br/>Staff_Representation_Count__c = new count]
    ValidateSL -->|No| End

    DecrementMR --> UpdateMR[Update Partnership:<br/>Member_Representation_Count__c]
    DecrementSL --> UpdateSL[Update Partnership:<br/>Staff_Representation_Count__c]

    AssignMR --> UpdateMR
    AssignSL --> UpdateSL

    UpdateMR --> End
    UpdateSL --> End

    style Start fill:#e1f5ff
    style GetPartnership fill:#f0e1ff
    style GetRepresentation fill:#f0e1ff
    style GetMemberReps fill:#f0e1ff
    style GetStaffLiaisons fill:#f0e1ff
    style CheckRecords fill:#fff4e1
    style CheckAction1 fill:#fff4e1
    style CheckAction2 fill:#fff4e1
    style ValidateMR fill:#fff4e1
    style ValidateSL fill:#fff4e1
    style CountMR fill:#e1ffe1
    style CountSL fill:#e1ffe1
    style DecrementMR fill:#e1ffe1
    style DecrementSL fill:#e1ffe1
    style AssignMR fill:#e1ffe1
    style AssignSL fill:#e1ffe1
    style UpdateMR fill:#ffe1e1
    style UpdateSL fill:#ffe1e1
    style End fill:#e1f5ff

Key Business Rules¶

• Operates on two role types: "Member Representative" and "Staff Liaisons"
• Create/Update actions perform full recounts from database
• Delete actions decrement existing counts by 1
• Validates records exist before processing
• Only updates counts when values have changed

Dependencies¶

• Objects: Partnership__c, AANP_Representation__c (custom objects)
• Fields: Role__c, Partnership__c, Member_Representation_Count__c, Staff_Representation_Count__c
• Calling Flows: Update_Partnership_on_Create_Update, Update_Partnership_on_Delete
• Input Variables: partnershipId, aanPRepresentationId, eventAction

Changes¶

No Pull Request references found in flow description.

⚠️ Pre-Go-Live Concerns¶

CRITICAL - Fix Before Go-Live¶

• Missing Error Handling: No fault connectors configured - failures will be silent
• Null Check Missing: Does not verify Partnership or AANP Representation records exist before processing
• Race Condition Risk: Multiple simultaneous creates/deletes could cause inaccurate counts

HIGH - Address Soon After Go-Live¶

• Performance: Full recounts on every Create/Update could impact performance with large datasets
• Inconsistent Logic: Delete uses decrement while Create/Update uses full recount - could lead to drift
• No Validation: Doesn't validate that Role field contains expected values

MEDIUM - Future Enhancement¶

• Consistency Check: Add scheduled job to verify counts match actual records
• Bulkification: Optimize for bulk operations rather than individual record processing
• Logging: Add error logging for troubleshooting count discrepancies

LOW - Monitor¶

• Count Accuracy: Monitor for scenarios where counts don't match actual related records
• Performance: Watch for slow performance when Partnerships have many representations

Maintenance Notes¶

Complexity: Medium - Complex logic with multiple decision points and loops Review Schedule: Monthly review of count accuracy recommended Dependencies: Core calculation engine for Partnership representation tracking - changes affect multiple flows