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Create two custom fields inside each object you desire to sync owners to:
Navigate to Setup > Object Manager > Leads AND/OR Contacts and create the following fields:
- A text field, to hold the name of the person who captured the record in Captello. A recommended name for the field is ‘Captello Captured By’.
- A checkbox field, to store a value indicating that the lead/contact has gone through the flow. This guarantees that the owner will not be changed if the same record was captured again by another record. The field is 'Owner Assigned Using Flow’.
Make sure that your user profile has access to the fields in Field Accessibility settings, so you can use them inside Flows. You can access Field Accessibility by navigating to a field’s page and clicking View Field Accessibility.
Building the Flow
Navigate to Setup > use Quick Fearch to find Flows.
Click on New to create a new flow.
Select Start From Scratch.
Select Recrod-Triggered Flow.
On Configure Start, select the Lead or Contact Object.
Select ‘When a record is created’. This is to guarantee that existing records don’t get their owners changed when they get updated.
On Set Entry Conditions, set the following 2 conditions:
- Captello_Captured_By__C [is Null] > {!$GlobalConstant.False}. This is to detect if the field has a value.
- Owner_Assigned_Using_Flow__c [Not Equal] > {!$GlobalConstant.True}. This is to make sure records who already ran through the flow do not get into it again.
The ‘Configure Start’ should look like the following:
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- Owner_Assigned_Using_Flow: Set to {!$GlobalConstant.True}. This guarantees the same record does not go into the flow again.
The update record actions should look like the following:
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Map the field as follows:
- [Prospect] Last Event Submission Captured by > Captello _ Captured _ By (The Salesforce custom field). The mentioned Captello field automatically captures the name of the user whenever a prospect is captured through the Captello mobile app. It does not need to be mapped to any form fields.
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