Refresh Forecast Project Flow

The TaskRay Refresh Forecast Project Flow is a packaged flow that let's users Refresh a Forecast Project from an Opportunity. This flow works in conjunction with the TaskRay Create Project from Template Flow to recreate a Forecast Project based on the latest Opportunity details. You can think of these flows working together like this:

• TaskRay Refresh Forecast Project Flow - determines WHEN to refresh a Forecast Project
• TaskRay Create Project from Template Flow - determines HOW to rebuild the Forecast Project based on the new Opportunity details

This article provides details specific to the WHEN portion of the of the overall Forecast Project Refresh. It's important to note that this flow relies on Forecast Projects already setup and created in your org. Because of this, we recommend configuring and activating the Create Project from Template Flow and Create Project from Opportunity Flow prior to continuing with the configuration outlined in this article. 

For more information on all elements of forecasting, refer to the Forecasting: Overview & Configuration Guide.

Use Case Details

This automation is designed to refresh Forecast Projects as the details of Opportunities change through the sales cycle to provide more accurate representations of potential post-sale processes and resourcing needs. Some common use cases for a refresh are:

• A prospect decides to purchase another product, and the Forecast Project is no longer representative of all the work that will be required to onboard them.
• Negotiations take longer than expected and the Opportunity Close Date pushes out, therefore the Forecast Project schedule is no longer realistic for planning out resource needs. 

These are just a few examples of when a refresh may need to occur, but there may be more scenarios in your organization. The ensure the Forecast Project is accurate for Capacity Planning and Resource Management, the TaskRay Refresh Forecast Project Flow can be launched from an Opportunity, and it will delete the Forecast Project and create a new one based on the current details of the potential sale (e.g. based on related Opportunity Products). 

Flow Overview & Configuration [Admin]

To access the flow:

1. From Setup, navigate to Process Automation | Flows.
2. Click on the TaskRay Refresh Forecast Project flow to open it.

Below is the packaged Flow provided by TaskRay:

The Flow is designed as a screen flow that is launched from an action on the Opportunity page to support any scenario that may require a refresh. 

Flow Configuration

Luckily, this flow works out of the box! There's no need to modify any elements in this flow to start using Refresh functionality. Simply activate the flow by clicking the Activate button in the upper right corner of the flow canvas. 

Flow Testing

As a best practice, it is always a good idea to test automations to make sure that they meet requirements and follow expected behavior. Automations can be tested using the Debug options in Flow, using sample test records.

Add Refresh Action to Opportunity Page Layouts [Admin]

The last step to enable the refresh functionality is to add the action to your Opportunity Page Layouts. The action will allow users to launch the Refresh Forecast Project screen flow from the Opportunity page when needed. Follow the instructions below to complete the setup. 

1. From Setup, navigate to the Object Manager
2. Find and click on the Opportunity object
3. From the menu on the left, select the Page Layouts
4. Open the page layout you would like to add the action to
5. At the top of the page layout editor, find and click on to the Mobile & Lightning Actions section
6. In the Quick Find, search for the Refresh TaskRay Forecast Project action
7. Grab the action, and drag it onto your page layout under the Salesforce Mobile & Lightning Experience Actions section
8. In the upper left corner, click Save
9. Repeat steps 4-8 for all page layouts you would like to update

That's it!

Users can now Refresh TaskRay Forecast Projects when Opportunity details change. For more information on how to use Forecast Projects and refresh them, check out the Forecasting User Guide.