Flow Name: Order - On Create - Before Save¶

Last Updated: 2025-10-22 Source Code: Order_On_Create_On_Update_Before_Save.flow-meta.xml

API Name: Order_On_Create_On_Update_Before_Save Status: Active Type: Custom Trigger: Record-Triggered Flow - Before Save on Order (Create only)

Business Purpose¶

This flow performs critical order setup tasks for manual orders before they are saved to the database. It handles billing contact assignment, address population, sales store association, and price book configuration to ensure orders are properly configured for processing.

Process Flow¶

1. Manual Order Validation¶

Retrieves "Manual_Order" record type
Validates if current order uses Manual_Order record type
Retrieves B2C type WebStore for manual orders
Exits if not a manual order

2. Account Type Determination¶

Determines if account is a person account (IsPersonAccount)
Person Account Path: Uses PersonContactId directly for contact assignment
Business Account Path: Implements complex contact selection logic

3. Business Account Contact Assignment (Sequential Search Strategy)¶

Implements three-stage contact search for business accounts: - Stage 1: Search for contacts with "Billing Contact" role - Stage 2: Search for contacts with "Company Administrator" role - Stage 3: Search for any active AccountContactRelation

For contacts with dates (StartDate/EndDate): - Prioritizes most recent relationship based on date comparisons - Compares start and end dates to find current relationship

For contacts without dates: - Falls back to first available active relationship

4. Buyer Group and Price Book Setup¶

Retrieves buyer group members for the account
Gets associated price book from buyer group
Assigns existing or buyer group price book to order

5. Order Field Population¶

Updates order fields before save: - Contact Information: BillToContactId, ShipToContactId, Bill_To__c, Ship_To__c - Address Information: Billing and shipping addresses using formula-based logic - Person accounts: Uses PersonMailing fields - Business accounts: Uses Business_Address__ fields - Order Configuration: EffectiveDate, Manual_Order__c, Pricebook2Id, SalesStoreId, Status

📊 Click to view Process Flow Diagram

flowchart TD
    Start([Start: Order Created<br/>AccountId populated]) --> GetRT[Get Manual_Order<br/>Record Type]

    GetRT --> CheckRT{Is Manual<br/>Order?}
    CheckRT -->|No| End([End])
    CheckRT -->|Yes| GetStore[Get B2C<br/>Sales Store]

    GetStore --> CheckAcctType{Is Person<br/>Account?}
    CheckAcctType -->|Yes| UsePersonContact[Use PersonContactId<br/>for Contact Assignment]
    CheckAcctType -->|No| SearchBilling[Search for<br/>Billing Contact Role]

    SearchBilling --> FoundBilling{Billing Contact<br/>Found?}
    FoundBilling -->|Yes| SelectBilling[Select Most Recent<br/>by Date]
    FoundBilling -->|No| SearchAdmin[Search for<br/>Company Administrator]

    SearchAdmin --> FoundAdmin{Admin<br/>Found?}
    FoundAdmin -->|Yes| SelectAdmin[Select Most Recent<br/>by Date]
    FoundAdmin -->|No| SearchAny[Search Any Active<br/>Relationship]

    SearchAny --> SelectAny[Select First<br/>Available Contact]

    UsePersonContact --> GetBuyer[Get Buyer Group<br/>and Pricebook]
    SelectBilling --> GetBuyer
    SelectAdmin --> GetBuyer
    SelectAny --> GetBuyer

    GetBuyer --> PopulateFields[Populate Order Fields:<br/>Contact, Address, Status,<br/>Pricebook, Store]
    PopulateFields --> End

    style Start fill:#e1f5ff
    style GetRT fill:#f0e1ff
    style CheckRT fill:#fff4e1
    style GetStore fill:#f0e1ff
    style CheckAcctType fill:#fff4e1
    style UsePersonContact fill:#e1ffe1
    style SearchBilling fill:#f0e1ff
    style FoundBilling fill:#fff4e1
    style SelectBilling fill:#e1ffe1
    style SearchAdmin fill:#f0e1ff
    style FoundAdmin fill:#fff4e1
    style SelectAdmin fill:#e1ffe1
    style SearchAny fill:#f0e1ff
    style SelectAny fill:#e1ffe1
    style GetBuyer fill:#f0e1ff
    style PopulateFields fill:#ffe1e1
    style End fill:#e1f5ff

Key Business Rules¶

Only processes orders with Manual_Order record type during creation
Requires AccountId to be populated
Person accounts use PersonContactId directly for contact assignment
Business accounts implement three-stage contact search: Billing Contact → Company Administrator → Any Active Relationship
Contact selection prioritizes most recent relationships when start/end dates exist
Address population uses formula-based logic to handle person vs business accounts
Sets Order Status to "Draft" initially
Associates order with B2C sales store
Populates EffectiveDate with current date
Sets Manual_Order__c flag to true

Dependencies¶

Order object with custom fields
Record Type: Manual_Order
Account object with IsPersonAccount, PersonContactId, PersonMailing fields, Business_Address__ fields
AccountContactRelation object with Roles field and date tracking
BuyerGroupMember and BuyerGroup objects
BuyerGroupPricebook object for price book association
WebStore object with Type field

Changes¶

No specific pull requests or changes noted in the flow metadata.

Pre-Go-Live Concerns¶

CRITICAL - Fix Before Go-Live¶

Simplify complex three-stage contact selection logic to reduce edge case failures
Add comprehensive null checking for all formula-based address population
Implement validation that B2C WebStore exists before order creation
Add error handling for missing required contact relationships

HIGH - Address Soon After Go-Live¶

Add fault handling for all record type and store lookups
Implement clear error messages for each failure scenario (missing contacts, missing stores, etc.)
Add logging for contact selection decisions to aid troubleshooting
Validate that buyer group pricebook associations are properly configured

MEDIUM - Future Enhancement¶

Make record type name and store type configurable via Custom Metadata
Reduce SOQL queries through more efficient contact selection logic
Consider moving complex formula logic to Apex for better error handling
Cache frequently accessed data (record types, sales stores)
Add business rule documentation for contact priority logic

LOW - Monitor¶

Track orders failing due to missing contact relationships
Monitor for orders with incomplete address data
Verify buyer group and pricebook associations are working correctly
Track performance impact of before-save processing

Maintenance Notes¶

Complexity: Very High - complex contact selection with three fallback stages and date comparisons
Before-save trigger means flow must complete quickly to avoid transaction timeouts
Heavy reliance on formula fields for address population creates tight coupling
Contact selection logic includes multiple queries and complex date comparisons
Variables used for contact tracking and relationship date comparisons
Review quarterly to ensure contact role names remain consistent
Test thoroughly when making changes to account structures or contact relationships
Document any changes to contact selection priority clearly