There are times you want the user to fill out certain fields based on things that have changed on a record. You can always use business rules to make fields required based on conditions. But sometimes its easier to prompt the user for the fields you want to collect without seeing everything on the page. It’s pretty easy doing this by using a process and a Pre-configured page element. In this article I’m going to outline a scenario where when you close a opportunity as lost, it will prompt you with certain fields that you have to fill out about the reason why it was lost. Using this method removes the distraction of the rest of the page and helps the user focus on just the fields you want them to fill out.
The first step is to create a process with a start signal. The signal will trigger when the selected field(will explain later) has been modified. The object will be searching for opportunity. Make sure in the “Changes expected” you choose “In any of the selected fields” and the field you will select is “stage”. Then you’ll have one filter condition and it will be where stage equals close lost.
Next the only thing you’re going to add to your process is a Pre-configured page. When you add it the first thing you’ll want to do is click the little plus sign to create your new page.
When you click Add new page it will bring you to another screen, this is where you can customize your new page. At first it will have you choose a layout for the page, there is a variety of layouts you can choose but we’ll just be picking the grid page for this example.
After choosing the layout the next thing you’ll want to do is at the bottom left side of the page there is a button that says “Add data source”. This is where you will connect the page with the opportunity page.
When you click this button you’ll get this dialog
With this pop up you’re going to connect whatever object you chose with your signal. In my case I want to connect it with opportunity. What that means is I’ll have all the opportunity fields available to put on this page. When I do this it’s like my page is a mini opportunity page that’s bound to a opportunity record. The important part is the last field on that dialog, this will create a parameter on the pre-configured page element in your process. You’ll use that parameter to give the page an opportunity Id for the record you want the page bound to, I’ll explain this more later. For now, you’ll notice that you now have all of the opportunity fields available to add to the page. Any of these fields will be bound to an opportunity record and the data entered will get saved automatically to the bound opportunity.
After you’re done setting your page up your going to go back to your pre-configured page element in your process and there are a few more fields you need to fill out. Below are the properties of the pre-configured page:
As you can see in the image above on the very bottom there is a section titled “Page parameters”, that is where you will connect your parameter that was created in the page designer. This is a very important step. This is where you give it the Id of an opportunity that you want the page bound to. In my scenario, I’ll just bind this parameter to the Opportunity Id from the signal start, which is the opportunity the user just changed the stage on to closed lost.
Now, with all this together every time I set a opportunity stage to closed lost it’ll pop up a page where I’ll explain why it was closed lost. As soon as I click save it’ll save all the data to the bound opportunity.