Overview
You can delay the sync between Calendly and Salesforce, to focus on other tasks that must take place before the flow runs.
Example use case
Your team uses Salesforce, but you also have a workflow set up in another sales tool. Once someone books, you want the workflow in that tool to run before the flow in Salesforce runs. You can delay your flow in Salesforce, so that the flow only runs when you want it to.
Editing the flow vs. the process
Your setup will differ slightly depending on your package version. For version 2, you'll edit the flow directly. For version 1.11, you'll use the Process Builder. Your Salesforce Integration page will tell you what version you're using.
How to delay the sync between Calendly and Salesforce
To delay the sync between Calendly and Salesforce, modify the start of CreateEventTemplate flow.
- In Salesforce Setup, search for Flows. Select Flows.
- If you haven't customized the CreateEventTemplate before, you'll need to create a new flow based on the template. To do so, you can open the CreateEventTemplate, customize it directly, then Save as. Saving it will create a new flow. You can call the new flow something like "CreateEvent."
- If you've already customized the CreateEventTemplate flow, then open your customized flow.
- In the beginning part of the flow, select + Add Scheduled Paths (Optional).
- Under New Scheduled Path, configure your path based on when you'd like it to run. For example, you can set the flow to run 5 hours after someone schedules.
- Select Done.
- To save your customized flow, select Save.
- To activate your customized flow, select Activate. Note: you will also need to deactivate the CreateEventTemplate, so you don’t have duplicate events in Salesforce.
To delay the sync between Calendly and Salesforce, modify the OnCalendlyActionCreated process via Process Builder.
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From your setup page locate the Quick Find / Search box in the top left-hand corner, then enter process.
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At Create>Workflows & Approvals, select Process Builder.
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Select the OnCalendlyActionCreated process. See the page refresh, then select Invitee.Created.
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NOTE: You may have to clone the process if it's already active and modify the duplicate process.
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At Immediate Actions, delete the Run Create Event Flow.
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At Scheduled Actions, select + Add Action, then set the time based condition as desired. Once finished, select Save.
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At Scheduled Actions, select + Add Action, then set:
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Action Type to Flows.
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Action Name to Run Create Event Flow
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Flow to CreateEvent
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At Set Flow Variables, select + Add Row, then set:
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Flow Variable to NewCalendlyAction
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Type to Field Reference
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Value to [CalendlyAction__c] / Select the CalendlyAction__c record that started your process
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Once finished, select Save.
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