BAEZ TECH SOLUTIONS

🎯 Goal:

Reduce “Complete with Errors” when offboarding users from Salesforce.
During offboarding, if a user no longer exists in Salesforce, the workflow currently fails with a “Complete with Errors” status. Our goal is to eliminate this by verifying user status beforehand.

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🔄 Updated Workflow Overview

To ensure accuracy and reduce errors, we’ve enhanced both the offboarding and onboarding processes for Salesforce users:

✅ Onboarding Enhancement:

When a new user is created:

• User details are automatically sent to Zapier.
• Zapier logs the user as an active Salesforce user in an audit log (Google Sheet).
• This ensures we maintain an up-to-date list of all active Salesforce users.

🚪 Offboarding Workflow:

1. User Suspension in OneLogin
   → Triggers the “ULM Offboarding Users” workflow in BetterCloud.
2. Webhook Sent to Zapier
   → Zapier checks the audit log (Google Sheet) for the user’s presence.
3. Zapier Looks for User in Salesforce Audit Log
   • If found:
     • Status changes from Active to Suspended.
     • Zapier sends confirmation back to BetterCloud.
     • Triggers the “ULM – Offboard Salesforce” action.
   • If not found:
     • Zapier filters out the user.
     • No response sent to BetterCloud, avoiding the “Complete with Errors” status.

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📈 Impact:

• ✔️ Eliminates failed workflow errors during offboarding.
• 🔒 Improves audit reliability with accurate, real-time Bettercloud / Salesforce user tracking.
• 🛠️ Simplifies troubleshooting, reducing manual intervention and IT overhead.

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FAQ:

Why not check validation through Bettercloud? The native integration between Bettercloud & Salesforce does not allow for account validation before offboarding.

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Swimlane:

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Zapier Workflow