Workflow Rule: Flow_Error_Log__c - Error Alert Notifications¶

Last Updated: 2025-09-10 Source Code: Flow_Error_Log__c.workflow-meta.xml

API Name: Flow_Error_Log__c Status: Configured (Email Alert Defined - Workflow Rules Configured Separately) Type: Custom Primary Function: Defines email alert template and recipients for Flow error log notifications

⚠️ Technology Note: This workflow uses legacy Workflow Rules. For new automation, use Flows. This documentation is for maintenance of existing automation.

Business Purpose¶

This workflow configuration defines the email alert infrastructure for notifying the technical team when errors occur in Salesforce Flows. By centralizing error notifications to a designated group using a standardized email template, it ensures that Flow failures are quickly identified and addressed, minimizing business process disruptions and maintaining system reliability.

Workflow Configuration¶

Object¶

Object: Flow_Error_Log__c (Custom Object)

Workflow Rules¶

Note: This workflow file defines email alert actions only. The actual workflow rules (trigger conditions and evaluation criteria) are configured separately in Salesforce or may be triggered by Process Builder/Flow.

Email Alert Configuration¶

Error_Alert_Notification_Alert¶

Alert Details: - Full Name: Error_Alert_Notification_Alert - Description: Error Alert Notification Alert - Protected: false (can be modified/deleted)

Recipients: - Type: Public Group - Group Name: Error_Log_Notification - Purpose: Technical team members responsible for monitoring and resolving Flow errors

Email Settings: - Sender Type: Organization-Wide Email Address - Sender Address: noreply@aanp.org - Email Template: Error_Log_Notification_Template (located in unfiled$public folder)

Delivery: Emails are sent from the organization-wide address (noreply@aanp.org) to ensure consistent branding and to prevent delivery issues with personal email addresses.

Business Rules & Logic¶

Error Notification Process: 1. A Flow error is logged to the Flow_Error_Log__c object (via automated Flow error handling) 2. Workflow rule evaluates the error log record (rules defined separately) 3. When criteria is met, the Error_Alert_Notification_Alert email is triggered 4. Email is sent to all members of the Error_Log_Notification public group 5. Email uses the standardized Error_Log_Notification_Template for consistency

Purpose of Error Notifications: - Immediate Awareness: Technical team is alerted to Flow failures in real-time - Rapid Response: Reduces mean time to resolution for critical business process failures - Audit Trail: Creates email record of all Flow errors for compliance and troubleshooting - Centralized Monitoring: All Flow errors funnel to one notification group

Action Details¶

Email Alert: Error_Alert_Notification_Alert¶

What Gets Sent: - To: Members of Error_Log_Notification public group - From: noreply@aanp.org (organization-wide address) - Subject: (Defined in email template) - Body: (Defined in email template - typically includes error details, flow name, timestamp, user)

Template Location: unfiled$public/Error_Log_Notification_Template

Template Purpose: Provides standardized formatting for error notifications including: - Flow name that failed - Error message and details - Timestamp of failure - User context (if applicable) - Record ID where error occurred - Links to error log record for investigation

Dependencies¶

Custom Objects¶

Flow_Error_Log__c: Custom object that stores Flow error details
Must have fields for error message, flow name, timestamp, etc.
Workflow rules on this object trigger the email alert

Public Groups¶

Error_Log_Notification: Public group containing technical team members
CRITICAL: This group must exist and contain active users
Recommended members: Salesforce Administrators, Flow Developers, Technical Support Lead
Update group membership when team changes

Email Templates¶

Error_Log_Notification_Template: Located in unfiled$public folder
Must exist and have proper merge fields for Flow_Error_Log__c object
Should include all relevant error details for troubleshooting

Organization-Wide Email Address¶

noreply@aanp.org: Must be configured and verified in Salesforce
Must have proper SPF/DKIM email authentication
Users must have permission to send from this address

Integration Points¶

Flow Error Handling: Flows must be configured to create Flow_Error_Log__c records on failure
Workflow Rules: Actual workflow rules (not shown in this file) determine when alerts are sent
Email Deliverability: Relies on organization email settings and user email addresses being valid
Public Group Management: Group membership managed through Setup → Public Groups

User Impact¶

Technical Team/Administrators: Receive email notifications of Flow errors, enabling proactive troubleshooting
Business Process Owners: Indirect benefit - faster resolution of automated process failures
End Users: Improved reliability as errors are detected and fixed more quickly
Support Team: Reduced support tickets as technical team addresses issues before users report them

⚠️ Pre-Go-Live Concerns¶

CRITICAL - Fix Before Go-Live¶

Error_Log_Notification Group Must Exist: Create public group with appropriate technical team members
Email Template Must Exist: Verify Error_Log_Notification_Template exists in unfiled$public folder
Organization-Wide Address: Confirm noreply@aanp.org is configured and verified
Flow_Error_Log__c Object: Ensure custom object exists with necessary fields
Workflow Rules: Verify actual workflow rules exist to trigger this email alert

HIGH - Address Soon After Go-Live¶

Group Membership: Document process for adding/removing users from Error_Log_Notification group
Email Template Content: Review template to ensure it includes all necessary troubleshooting information
Notification Volume: Monitor email volume - too many alerts may cause alert fatigue
Response Process: Document team procedures for responding to error notifications

MEDIUM - Future Enhancement¶

Escalation Logic: Consider time-based escalation for unresolved errors
Error Categorization: Add filtering to separate critical vs. informational errors
Integration with Ticketing: Consider auto-creating support tickets for certain error types
Dashboard Integration: Link to Salesforce dashboard showing error trends

LOW - Monitor¶

Email Deliverability: Track email bounce rates and spam filtering
Group Size: Monitor if group becomes too large (notification overload) or too small (single point of failure)
Template Updates: Review template quarterly for relevance and completeness
Alert Frequency: Monitor daily error counts to identify systemic issues

Migration to Flow Considerations¶

⚠️ Legacy Technology Alert: Workflow rules are being phased out by Salesforce.

Migration Path: 1. Current State: Workflow rule sends email when Flow_Error_Log__c record meets criteria 2. Future State: Replace with Record-Triggered Flow on Flow_Error_Log__c 3. Migration Steps: - Create new Record-Triggered Flow on Flow_Error_Log__c object - Use "Send Email" action instead of email alert - Can use same email template or inline email composition - Test thoroughly in sandbox before production deployment 4. Timeline: Migrate before Salesforce deprecation deadline (monitor Salesforce release notes)

Benefits of Migration: - More flexibility in email content and recipient logic - Better debugging and error handling capabilities - Future-proof against Salesforce deprecation - Consistent with modern Salesforce automation best practices

Maintenance Notes¶

Complexity: Low Recommended Review Schedule: Quarterly

Key Maintainer Notes: - This file only defines the email alert - actual workflow rules are configured separately - Email template must be maintained separately from this workflow - Public group membership requires separate maintenance - Organization-wide email address must remain verified for email delivery - Changes to email template require separate deployment - Consider consolidating all error notifications to use this same infrastructure

Areas that need careful testing when modified: - Email Template Changes: Verify merge fields work with Flow_Error_Log__c object - Group Membership: Test that new members receive notifications - Email Address Changes: Verify new sender address is authenticated and users have permission - Object Field Changes: If Flow_Error_Log__c fields change, update email template - Workflow Rule Modifications: Ensure changes don't inadvertently disable notifications

Common Issues and Resolutions: - Issue: No error notifications received - Resolution: Check workflow rule is active, group has members, email template exists - Issue: Emails bouncing/not delivering - Resolution: Verify organization-wide address is authenticated, check user email addresses - Issue: Template merge fields showing as blank - Resolution: Verify merge fields match actual Flow_Error_Log__c field API names - Issue: Too many notification emails - Resolution: Review workflow rule criteria to filter out non-critical errors

Business Owner¶

IT Operations / Salesforce Administration Team