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Mass Update records from a list view to trigger bulk faxing

Example use case: A sales rep needs to fax a specific attachment to multiple leads at a time based on the Opportunity stage.

Solution: Use a Lightning Actions to mass update records from a list view as a way to trigger fax automation based on the creation of a Sent Fax record.

Configuration steps:

  1. Create a Lightning Action
  2. Create a List View
  3. Create a Flow to Send the Fax

Create a Lightning Action

  1. Go to Setup>Object Manager. Select the base object for your Lightning action.
    1. For our example use case, select Opportunity as the base object.
  2. Select Buttons, Links, and Actions from the Object menu.
  3. Click the New Action button.
  4. Action Detail
    • Label: Set a name for the button, e.g., Update Opportunity
    • Action Type: Update a Record
    • Standard Label Type: Update [Record]
    • Name: API name for your lightning action
    • Select fields to update: Drag and drop the field(s) that you want to update with your Lightning Action. For this example we will add “Stage” field to our lightning action.
  5. Once the lightning action is configured, when you go to a list view on your base object (e.g. Opportunity) you will see this button on the upper right corner of the screen.

Create a List View

  1. Create a filtered list view based on specific criteria related to your business process. For example, a list view on the Opportunity object called “Brochure Requested” that shows all Opportunity records where Opportunity stage equals “Brochure Requested”.
  2. Select up to 200 records at a time on the list view, then click your new lightning action button, e.g. “Update Opportunity”. When you click it, a window will pop up with the field (s) that you added to your lightning update action. In this case we will update the Opportunity Stage to “Fax Prospect Brochure”.

Create a Flow to Send the Fax

  1. Configure an after-save record triggered flow (base object would be the same as the list view, e.g. Opportunity) to fire when a record is updated to meet specific criteria, e.g. Opportunity Stage equals “Fax Prospect Brochure”.
  2. Add Create Record element to the Flow. The object type will be Sent Fax. See our Fax Automation article for the field settings on the Sent Fax record.
  3. In this use case the PDF being faxed will be the same (static) document. In the sent fax record, the attachment ID would be hardcoded to equal the record Id of the corresponding File you plan to fax, e.g. the file Id of the brochure document. This can also be a merge field or variable with a formula. The flow could contain a decision element to fax a specific attachment based on the opportunity stage, with a different static attachment to be faxed for each stage.
  4. If you need to generate a document with dynamic fields to be populated from your Salesforce data, see this article: Mass update records from a list view to trigger bulk document generation and faxing.