Flow Name: [I2C] Scheduled - Account Attestation Checkboxes Expiration Automation¶

Last Updated: 2025-10-08 Source Code: I2C_Scheduled_Account_Attestation_Checkboxes_Expiration_Automation.flow-meta.xml

API Name: I2C_Scheduled_Account_Attestation_Checkboxes_Expiration_Automation Status: Active Type: Custom Trigger: Daily scheduled run at midnight UTC (started 2025-10-08)

Business Purpose¶

Automatically expires faculty and preceptor attestations on member accounts after 365 days, ensuring compliance with annual attestation requirements and maintaining data accuracy for profile verification.

Process Flow¶

1. Runs daily at midnight UTC
2. Queries Accounts where attestation dates are 365+ days old (formula: TODAY() - 365)
3. Checks Faculty Attestation Date and/or Preceptor Attestation Date
4. For each expired attestation:
5. Clears the attestation checkbox (sets to false)
6. Clears the attestation date (sets to null)
7. Updates accounts using SafeUpdateService apex class for error handling
8. Logs any errors that occur during the update process

flowchart TD
    Start([Start: Scheduled Daily<br/>12:00 AM UTC]) --> GetAccounts[Get Accounts:<br/>• Faculty/Preceptor Attestation = true<br/>• Attestation Date <= Today - 365 days]

    GetAccounts --> CheckAccounts{Accounts Found?}
    CheckAccounts -->|No| End([End])
    CheckAccounts -->|Yes| Loop{For Each Account}

    Loop -->|Next| CheckDates{Check Attestation Dates}

    CheckDates -->|Both Dates <= Cutoff| ClearBoth[Assign Updates:<br/>• Faculty Attestation = false<br/>• Faculty Date = null<br/>• Preceptor Attestation = false<br/>• Preceptor Date = null<br/>Add to Update List]

    CheckDates -->|Only Faculty <= Cutoff| ClearFaculty[Assign Updates:<br/>• Faculty Attestation = false<br/>• Faculty Date = null<br/>Add to Update List]

    CheckDates -->|Only Preceptor <= Cutoff| ClearPreceptor[Assign Updates:<br/>• Preceptor Attestation = false<br/>• Preceptor Date = null<br/>Add to Update List]

    CheckDates -->|No Match| Loop

    ClearBoth --> Loop
    ClearFaculty --> Loop
    ClearPreceptor --> Loop

    Loop -->|Done| CheckList{Accounts<br/>Need Update?}
    CheckList -->|Yes| SafeUpdate[Safe Update Attestation Fields:<br/>Using SafeUpdateService]
    CheckList -->|No| End

    SafeUpdate --> End

    style Start fill:#e1f5ff
    style GetAccounts fill:#f0e1ff
    style CheckAccounts fill:#fff4e1
    style Loop fill:#fff4e1
    style CheckDates fill:#fff4e1
    style CheckList fill:#fff4e1
    style ClearBoth fill:#e1ffe1
    style ClearFaculty fill:#e1ffe1
    style ClearPreceptor fill:#e1ffe1
    style SafeUpdate fill:#ffe1e1
    style End fill:#e1f5ff

Key Business Rules¶

• Attestations expire after exactly 365 days
• Searches for accounts with Faculty AND/OR Preceptor attestations enabled
• Only processes accounts where attestation dates exist and are not null
• Can clear one or both attestation types per account
• Uses SafeUpdateService to handle update errors gracefully
• Filter logic: (1 AND 3 AND 5) OR (2 AND 4 AND 6)
• Faculty: checkbox = true, date not null, date <= 365 days ago
• Preceptor: checkbox = true, date not null, date <= 365 days ago

Dependencies¶

• Objects: Account (standard with custom fields)
• Fields:
• Profile_Faculty_Attestation__c
• Profile_Faculty_Attestation_Date__c
• Profile_Preceptor_Attestation__c
• Profile_Preceptor_Attestation_Date__c
• Apex Classes: SafeUpdateService (error handling)
• Related Flows: I2C_Update_Account_Attestation_Dates (handles checkbox changes)

Changes¶

No Pull Request references found in metadata.

⚠️ Pre-Go-Live Concerns¶

CRITICAL - Fix Before Go-Live¶

• No Notification: Users are not notified when attestations expire - could cause confusion
• Hardcoded Date: 365-day expiration is hardcoded in formula - should be configurable via Custom Metadata
• Start Date: Scheduled to start 2025-10-08 but current date is 2025-10-21 - verify schedule is running

HIGH - Address Soon After Go-Live¶

• Audit Trail: No tracking of when attestations are auto-expired for compliance reporting
• Grace Period: No warning period before expiration - consider 30-day warning
• Bulk Operations: Large volume of expirations could cause governor limit issues

MEDIUM - Future Enhancement¶

• Email Notifications: Send reminder emails 30 days before expiration and notification on expiration
• Reporting: Create dashboard to track attestation expiration trends
• Different Expiration Periods: Faculty and Preceptor might need different expiration timeframes

LOW - Monitor¶

• Performance: Daily execution time should be monitored
• Error Logs: Review SafeUpdateService error logs regularly
• False Positives: Verify no valid attestations are being cleared incorrectly

Maintenance Notes¶

Complexity: Medium - Scheduled flow with loop iteration and conditional logic Review Schedule: Quarterly review to verify expiration period aligns with business policy Critical Dependencies: Changes to attestation fields or expiration policy require flow update Timezone Consideration: Runs at midnight UTC - may not align with business hours in all regions