Send an email with an invoice in Salesforce Flow – Office File Creator Advanced –

This article will show you how to create an invoice and to send an email with an attachment in the flow. Office File Creator can be integrated into the Screen Flow. Sending an email attachment calls the Apex class created in Apex class to send an email with attachments callable in Salesforce flow in the flow.

Completed Flow

Clicking the "Send Email with Invoice" button on the Opportunity record page displays a pop-up screen, and the following process is performed by executing the flow.

The invoice PDF is saved as a file.
The email with an attachment will be sent to the Contact. The Contact is that the primary is checked in the Contact Role.
The date of execution will be set to the "Invoice Email Send Date" of the Opportunity.
The email is saved as an activity of the Opportunity and the Contact record.

Demo

Key Points for Flow Creation

The parameter that receives the record Id from the records screen in the flow is "recordId". Create a text type variable "recordId" in the flow. No other variable name can receive the record Id.
To output a file in Office File Creator, place the officeFileCreatorForFlow component in the screen flow. It returns the result of creating the files (success or failure) and returns an error message in case of failure.
Sending an email attachment calls the Apex class created in Apex class to send an email with attachments callable in Salesforce flow.

Flow Process Overview

This is the overall picture of the flow.

1. Get Opportunity

Retrieve the Opportunity record. Gets the Invoice Email Send Date, Amount, and Name. The Invoice Email Send Date and Amount are used to check the email sending conditions. The Name is used for the subject of the email.

2. Get OpportunityContactRole

Retrieve the contact whose primary is checked on from the Opportunity Contact Role record related to the Opportunity.

3. Email Sending Conditions Decision

Decide the OK or NG of the email sending conditions. It is NG if the Invoice Email Send Date is not blank, or the Amount is less than 0, or the Email of the contact is blank. In case of OK, got to process 4. In case of NG got to process 3e.

3e. Error Screen (Email Sending Conditions)

Display an error message and end the flow.

4. Top Screen

Display the confirmation message.

5. OFC File Save

Place the officeFileCreatorForFlow component in the screen flow. Office File Creator will create a PDF file and save it to File.

6. OFC Error Decision

Decide the success or error of the output result. In case of success, process 7 is executed. In case of error, process 6e is executed.

6e. Error Screen (OFC)

Display an error message and end the flow.

7. Assign Email Parameters

Assign the file Id saved by OFC to the collection variable.

8. Send Email with Invoice

Send an email with an invoice to the Contact by calling SendEmailWithAttachment Apex class.

9. Send Email Error Decision

Decide the success or error of sending an email. In case of success, go to process 10. In case of error, go to process 9e.

9e. Error Screen (Send Email)

Displays an error message and end the flow.

10. Update Opportunity

Update the Invoice Send Email Data in Opportunity. In case of success, go to process 11. In case of error, go to process 10e.

10e. Error Screen (Update Opportunity)

Display an error message and end the flow.

11. Completion Screen

Display the completion message.

Create the Flow

Let's create the flow. Open Flows from Setup and click the "New Flow" button.

Select "Screen Flow" and click the "Create" button.

Create variables

First, the variables to be used in the flow are created first. Here is a list of variables.

API Name	Description
recordId	Record Id received from the record screen
varFileIds	File Ids
txtTmplEmailBody	Email body

Click the "Toggle Toolbox" button in the upper left corner of the screen, then click the "New Resource" button.

recordId variable

Resource Type: Variable

API Name: recordId

Description: Record Id received from the record screen

Data Type: Text

Available for input: check on

Note: recordId is a variable that receives the record Id from the record screen. Be sure to use "recordId" (only "I" is capitalized). Other variable names cannot receive the record Id.

varFileIds collection variable

Resource Type: Variable

API Name: varFileIds

Description: File Ids

Data Type: Text

Allow multiple values (collection): check on

txtTmplEmailBody text template

Resource Type: Text Template

API Name: txtTmplEmailBody

Description: Email body

Body: Select "View as Plain Text"

TBD

The text will be set later, so we will leave it as "TBD" for now.

First, save the flow. Click the "Save" button.

Save the Flow under any name.

Flow Label: Send Email with Invoice

Flow API Name: SendEmailWithInvoiceScreenFlow

Description: Create an invoice from the Opportunity record screen and send an email with the invoice to the primary contact.

If a warning message appears, close it with an "X".

1. Get Opporutnity

Click the "+" mark under "Screen Flow" and select "Get Records".

Set the properties.

Label: Get Opportunity

API Name: Get_Opportunity

----------------------------------------------------------------------

Object: Opportunity

----------------------------------------------------------------------

Condition Requirements: All Conditions Are Met (AND)

Field: Id

Operator: Equals

Value: {!recordId}

----------------------------------------------------------------------

Sort Order: Not Sorted

How Many Records to Store: Only the first record

How to Store Record Data: Choose fields and let Salesforce do the rest

Field: ID

Field: Amount

Field: InvoiceEmailSendDate__c

Field: Name

2. Get Opportunity Contact Role

Click the "+" mark under "Get Opportunity" and select "Get Records".

Set the properties.

Label: Get OpportunityContactRole

API Name: Get_OpportunityContactRole

----------------------------------------------------------------------

Object: Opportunity Contact Role

----------------------------------------------------------------------

Condition Requirements: All Conditions Are Met (AND)

Field: OpportunityId

Operator: Equals

Value: {!recordId}

AND

Field: IsPrimary

Operator: Equals

Value: {!$GlobalConstant.True}

----------------------------------------------------------------------

Sort Order: Not Sorted

How Many Records to Store: Only the first record

How to Store Record Data: Automatically store all fields

3. Email Send Conditions Decision

Click the "+" mark under "Get OpportunityContactRole" and select "Decision".

Set the properties.

Label: Email Sending Conditions Decision

API Name: Email_Sending_Conditions_Decision

Label: NG

Outcome API Name: decEmailSendingConditions_NG

Condition Requirements to Execute Outcome: Any Condition Is Met (OR)

Resource: {!Get_Opportunity.Amount}

Operator: Less Than or Equal

Value: 0

Resource: {!Get_Opportunity.Amount}

Operator: Is Null

Value: {!$GlobalConstant.True}

Resource: {!Get_Opportunity.InvoiceEmailSendDate__c}

Operator: Is Null

Value: {!$GlobalConstant.False}

Resource: {!Get_OpportunityContactRole.Contact.Email}

Operator: Is Null

Value: {!$GlobalConstant.True}

Click "Default Outcome" in the left sidebar.

Set the properties.

Label: OK

3e. Error Screen(Email Send Conditions)

Click the "+" mark under "NG" and select "Screen".

Set the properties.

Label: Error Screen (Email Sending Conditions)

API Name: Error_Screen_Email_Sending_Conditions

Drag and drop "Display Text" from Components and set the properties.

API Name: dispErrorMessage_Amount

Text: The Amount is less than 0.

When to Display Component: Any Conditions Is Met (OR)

Resource: {!Get_Opportunity.Amount}

Operator: Less Than or Equal

Value: 0

Resource: {!Get_Opportunity.Amount}

Operator: Is Null

Value: {!$GlobalConstant.True}

Drag and drop "Display Text" from Components and set the properties.

API Name: dispErrorMessage_DuplicateEmail

Text: The invoice email has already been sent.

When to Display Component: All Conditions Are Met (AND)

Resource: {!Get_Opportunity.InvoiceEmailSendDate__c}

Operator: Is Null

Value: {!$GlobalConstant.False}

Drag and drop "Display Text" from Components and set the properties.

API Name: dispErrorMessage_NoContactRoles

Text: The contact to whom the email is sent does not exist.

When to Display Component: All Conditions Are Met (AND)

Resource: {!Get_OpportunityContactRole.Contact.Email}

Operator: Is Null

Value: {!$GlobalConstant.True}

Click the "+" mark under "Error Screen (Email Sending Conditions)" and select "End".

4. Top Screen

Click the "+" mark under "OK" and select "Screen".

Set the properties.

Label: Top Screen

API Name: Top_Screen

Drag and drop "Display Text" from Components and set the properties.

API Name: dispConfirmMessage

Text:

Are you sure you want to email the invoice to the following address?

{!Get_OpportunityContactRole.Contact.FirstName} {!Get_OpportunityContactRole.Contact.LastName}

{!Get_OpportunityContactRole.Contact.Email}

5. OFC File Save

Click the "+" mark under "Top Screen" and select "Screen".

Set the properties.

Label: OFC File Save

API Name: OFC_File_Save

Show Footer: check off

Note: The footer is hidden so that users do not click the "Next" or "Previous" button while officeFileCreatorForFlow is running.

Drag and drop "officeFileCreatorForFlow" from Components and set the properties.

API Name: OFCComp

recordId: {!recordId}

save: file

template: OpportunityInvoicePdf *Enter the Template Api Name of the OFC_Template.

6. OFC Error Decision

Click the "+" mark under "OFC File Save" and select "Decision".

Set the properties.

Label: OFC Error Decision

API Name: OFC_Error_Decision

Label: Error

Outcome API Name: decOFCError_Yes

Condition Requirements to Execute Outcome: All Conditions Are Met (AND)

Resource: {!OFCComp.isSuccess}

Operator: Equals

Value: {!$GlobalConstant.False}

Click "Default Outcome" in the left sidebar.

Set the properties.

Label: Success

6e. Error Screen (OFC)

Click the "+" mark under "Error" and select "Screen".

Set the properties.

Label: Error Screen (OFC)

API Name: Error_Screen_OFC

Previous Button: Hide Previous

*To prevent duplicate emails from being sent and duplicate forms from being created in OFC, the Previous Button in the footer will be hidden on all screens from now on.

Drag and drop "Display Text" from Components and set the properties.

API Name: dispErrorMessage_OFC

Text: {!OFCComp.errorMessage}

Click the "+" mark under "Error Screen (OFC)" and select "End".

7. Assign Email Parameters

Click the "+" mark under "Success" and select "Assign".

Set the properties.

Label: Assign Email Parameters

API Name: Assign_Email_Parameters

Variable: {!varFileIds}

Operator: Add

Value: {!OFCComp.contentVersionId}

8. Send Email with Invoice

Click the "+" mark under "Assign Email Parameters" and select "Action".

Select "All" for the category, enter "apex" for the action, and select "Send Email (Send single email with attachments)".

Set the properties.

Label: Send Email with Invoice

API Name: Send_Email_with_Invoice

[Input Values]

File Ids *ContentVersionId, AttchmentId or DocumentId: {!varFileIds}

Related Record Id: {!recordId}

Subject: Invoice_{!Get_Opportunity.Name}

Target Object Id(Contact, Lead, User) *Required if template Id is set: {!Get_OpportunityContactRole.Contact.Id}

Text Body: {!txtTmplEmailBody}

Use the sender email signature *Default is true: {!$GlobalConstant.False}

[Advanced]

Transaction Control: Let the flow decide (recommended)

Click the "Toggle Toolbox" button in the upper left corner of the screen, enter "body" in the search box, and select "txtTmplEmailBody".

Set the Body.

Body:

Dear {!Get_OpportunityContactRole.Contact.FirstName} {!Get_OpportunityContactRole.Contact.LastName},

I hope you’re well. Please see attached invoice.

Don’t hesitate to reach out if you have any questions.

Kind regards,

--------------------------------------------------------------------

{!$User.FirstName} {!$User.LastName}

{!$User.Email}

AppExchange Inc.

--------------------------------------------------------------------

9. Send Email Error Decision

Click the "+" mark under "Send Email with Invoice" and select "Decision".

Set the properties.

Label: Send Email Error Decision

API Name: Send_Email_Error_Decision

Label: Error

Outcome API Name: decSendEmailError_Yes

Condition Requirements to Execute Outcome: All Conditions Are Met (AND)

Resource: {!Send_Email_with_Invoice.isSuccess}

Operator: Equals

Value: {!$GlobalConstant.False}

Click "Default Outcome" in the left sidebar.

Set the properties.

Label: Success

9e. Error Screen (Send Email)

Click the "+" mark under "Error" and select "Screen".

Set the properties.

Label: Error Screen (Send Email)

API Name: Error_Screen_Send_Email

Previous Button: Hide Previous

Drag and drop "Display Text" from Components and set the properties.

API Name: dispErrorMessage_SendEmail

Text: {!SendEmailWithAttachment.errorMessage}

Click the "+" mark under "Error Screen (Send Email)" and select "End".

10. Update Opportunity

Click the "+" mark under "Success" and select "Update Records".

Set the properties.

Label: Update Opportunity

API Name: Update_Opportunity

How to Find Records to Update and Set Their Values: Specify conditions to identify records, and set fields individually

Object: Opportunity

Condition Requirements to Update Records: All Conditions Are Met (AND)

Field: Id

Operator: Equals

Value: {!recordId}

Field: InvoiceEmailSendDate__c

Value: {!$Flow.CurrentDate}

*Create a custom field (date type) for the Invoice Email Send Date (API name: InvoiceEmailDate__c) in the Opportunity.

10e. Error Screen (Update Opportunity)

Click "Update Opportunity".

Click "Add Fault Path".

Click "+" mark under "Fault" and select "Screen".

Set the properties.

Label: Error Screen (Update Opportunity)

API Name: Error_Screen_Update_Opportunity

Previous Button: Hide Previous

Drag and drop "Display Text" from Components and set the properties.

API Name: dispErrorMessage_UpdateOpportunity

Text:

Due to an error, the Invoice Email Send Date of Opportunity could not be updated.

{!$Flow.FaultMessage}

11.Completion Screen

Click the "+" mark under "Update Opportunity" and select "Screen".

Set the properties.

Label: Completion Screen

API Name: Completion_Screen

Previous Button: Hide Previous

Drag and drop "Display Text" from Components and set the properties.

API Name: dispCompletionMessage

Text:

You have been sent an invoice email.

File: {!OFCComp.fileName}

The flow is complete. Good job.

Click the "Save" button.

Debug the Flow

Click the "Debug" button.

Enter the Opportunity record Id and click the "Run" button.

The debug screen will be displayed. Click the "Next" button.

Running the flow will ensure that the invoice file is saved, the attached email is sent, and the Invoice Email Send Date is updated in Opportunity.

If you click the "Run again" button, an error message will appear. To re-run, set the Invoice Email Send Date in Opportunity blank.

After the test is complete, click the "Activate" button on the flow and close the flow screen.

Create Custom Button

Create a custom button for outputting files to be placed on the record screen.

Open the target object from the Object Manager in Settings. Click "Buttons, Links, and Actions" in the left sidebar, then click the "New Action" button.