This guide will show you how to track your Orum-generated follow up tasks AND create a follow-up call task in Salesforce with a specific date to reach back out

🚨 Before starting this guide:

You will need to be a Salesforce Admin to complete this guide

You will need basic knowledge of Salesforce’s Object Manager

You will need basic knowledge of Salesforce’s Process Builder

Create a ‘Call Me Back’ custom object for leads or contacts

1. In Salesforce, access ‘Settings’ by clicking on the gearwheel icon in the top-right of your dashboard. Then, select ‘Setup’
2. In the search bar, search for ‘Object Manager’ and navigate to it
3. In the Object Manager, select either leads or contact object
4. Under ‘Fields and Relationships’, add a new one
5. Then, select ‘Date and time’ data type
6. Name the data type ex. ‘Call Me Back Date’
   1. Add a description and some help text if needed
   2. Checkmark ‘Add this field to existing custom report types that contain this entity’ to be on
   3. Leave default value empty
7. Click ‘Next’ and then ‘Save’ the new data type

Now you should see a new custom object or field for leads or contacts

Create a new flow automation

1. In Salesforce, access ‘Settings’ by clicking on the gearwheel icon in the top-right of your dashboard. Then, select ‘Setup’
2. In the search bar, search for ‘Process Automation’ and navigate to it
3. Select ‘New Flow’
   1. Select ‘Record-Triggered Flow’ then ‘Create’
   2. Select object either Lead or Contact
   3. Trigger the flow when: ‘A record is updated’
   4. Set Entry Conditions when ‘All Conditions are Met (AND)’
   5. Search for the previous field we setup ‘Call Me Back Date’, Operator should be ‘is null’, and set the value to False or ‘$GlobalConstant_False’
   6. Add another condition with the same field ‘Call Me Back Date’, Operator should ‘is Changed’, set value to True or ‘$GlobalConstant_True’
   7. Make sure ‘When to Run the Flow for Updated Records’ is set to the default ‘Every time a record is updated…’
   8. Make sure ‘Optimize the Flow for:’ is set to the default, ‘Actions and Related Records’
   9. Then select ‘Done’
4. In the Flow Builder, click the ‘Plus’ icon to ‘Add Element’
5. Now, we can decide what action will happen. We will ‘Create New Records’
   1. For the label, choose what works for your team ex. ‘Create Follow Up Call Task’
   2. For ‘How Many Records to Create’, select ‘One’
   3. For ‘How to Set the Record Fields', select ‘Use separate resources, and literal values’
   4. For ‘Create a Record of this Object’, set to ‘Task’ and set these fields and values:
      1. ActivityDate → Value: Call Back Date
      2. Description → Add any text you’d like ex. Call this prospect back
      3. Ownerid ← Record > Owner ID {!$Record.OwnerID}
         • This assigns the call task you’ve created to the owner of the specific lead
      4. Priority ← High
      5. Status ← Not Started
      6. Subject ← Follow Up Call
      7. TaskSubtype ← Call
      8. WhoID ← Value: Record > Lead ID {!$Record.LeadID}
      9. Click ‘Done’
6. Then select ‘Activate’ in the top-right

Test the follow up task automation

1. In Salesforce, go to ‘Leads’ and select any lead in your system
2. Go to ‘Details’
3. You should see a new ‘Call Me Back Date’ object or field
4. Set it to a specific date in the future and choose ‘Save’
   1. If you get an error message here, please go back to the previous step and make sure you’ve inputted the steps correctly
5. Go to ‘Activity’ and you should see the new follow up task