Convert Forecast Project on Opportunity Close

The TaskRay Convert Forecast Project on Opportunity Close Flow determines what happens with a Forecast Project at the end of the sales cycle. Simply put, if the Opportunity is Closed Won, the Forecast Project will be converted to a live Project to manage the onboarding process for the products sold. If the Opportunity is Closed Lost, the Forecast Project will be archived as there is no longer a possibility the project might happen. This is a necessary step in the forecasting workflow to ensure that unrealized Forecast projects do not exist in perpetuity. 

It's important to note that this flow relies on Forecast Projects to already be set up 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 & Configuration Details

The default configurations of this flow assume the use case where the Forecast Project is converted once the related Opportunity reaches the end of its sales cycle and is marked as Closed. The flow is configured with a Decision path for two key outcomes: what happens when the Opportunity is Closed Won (Forecast Project is transformed to an actual Project) and what happens when it is Closed Lost. (Forecast Project is archived).

This decision criteria is incorporated into the default Flow configurations. However, it is possible to adjust the criteria if it is necessary for your process.

Flow Overview

To access the flow:

1. From Setup, navigate to Process Automation | Flows.
2. Click on the TaskRay Convert Flow on Opportunity Close flow to open it.

Below is the packaged Flow provided by TaskRay:

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. 

Optional Configuration

If you would like to adjust the Decision criteria that checks for the Opportunity Closed Stage, you can do so within the Closed Status Decision element in the flow.

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.