Within the Scheduled Screening section, select Enable Scheduled Screening to create a Scheduled Job that will execute each day, screening Not Screened and Overdue numbers.
To manage or delete the scheduled jobs, select Click here to view or delete scheduled jobs using the Salesforce Scheduled Jobs viewer.
PhoneTools will now have a daily job to execute a batch job to screen all configured records that have not yet been screened or are overdue. This is calculated from the Next Screen Due date field on the records.
Automated phone screening functionality covered so far in this installation walkthrough will screen records nightly that have not yet been screened or have their Next Screen Due Date in the past. Whilst practical, this leaves a space of time between the record being inserted/updated where the numbers won’t be screened until the next nightly batch job or user interaction.
That’s where flows come in to fill the gap.
Create a flow to screen the record
Go to Salesforce Setup | Flow.
Select New Flow.
Choose Record-Triggered Flow.
Search and select the object that you are configuring the process for.
Set Trigger the Flow When to A record is created or updated.
Select Done.
The flow will now be ready to start adding elements to.
Select the Decision Logic and drag it under the Start element.
Label: Is NULL or Overdue
API Name: IsNULLorOverdue
Under New Outcome:
Label: True
Outcome API Name: True
Condition Requirements to Execute Outcome: Any Condition Is Met (OR)
Resource: {!$Record.pw_pss__NextPhoneScreenDue__c}Note: this field will be the Next Screen Due Date field which may be custom dependant on your configuration.
The decision element will now be shown in the flow and needs connecting to the start element.
Select and hold the connecter point on the Start block and drag it to the Decision element. This will create a connection between the two elements.
Now we need to add the Phone Screening element to the flow.
Select the Action Interaction and drag it under the Decision element.
In Action, search for Phone Screening and select the suggested item.
Label: Screen Phone Numbers
API Name: ScreenPhoneNumbers
ID of Record to Screen: {!$Record.Id}
Select Done.
The Screen Phone Numbers element will now be shown in the flow and needs connecting to the Decision element where the outcome is True.
Select and hold the connecter point on the Decision block and drag it to the Screen Phone Numbers element.
A modal will appear with an Outcome option. Choose True.
Select Done.
The flow is now configured and ready to Save and Activate. Repeat this process for each object that needs the functionality enabling for.
Summary of the functionality
When inserting or updating a configured record in Salesforce, this flow will now queue a task to screen the record immediately. This functionality relies on Salesforce Future Methods. Due to this dependency the results may not always appear visible immediately after record insert or update and the page may need to be refreshed before the statuses update. It is still advised to rely on the automated batch job to pick up all overdue records on its nightly run.
PhoneTools is one of the quickest ways to begin screening your Salesforce records against the UK-TPS and UK-CTPS databases to check whether the numbers are safe to call. This installation walkthrough will get you set up with a basic configuration in no time so you can rest easy and know you have a solution in place.
For versions prior to 2.4, review documentation here.
PhoneTools relies on three custom fields to store a records’ TPS and CTPS status, we call these the “functional fields”.
The three functional fields are:
Phone Status Field
Next Screen Due Field
Screening Results Field
We will use these fields later in the configuration.
If you are implementing PhoneTools on one of the out of the box object, the functional fields have already been created for these object and you can move onto the next article.
If you plan to use PhoneTools on another object, continue reading.
Creating the functional fields for an object
When you know which object you need to create the three fields for, follow the steps below.
We’ll start by creating the Phone Screen Status field:
Go to Object Manager, locate the Object, and go to Fields & Relationships.
Select New.
Choose the data type: Picklist.
Select Next.
Add a Field Label (we suggest ‘Phone Screen Status’)
Select Enter values, with each value separated by a new line.
Add the following values to the text area:
Not screened
Error
Safe to Call (not listed)
Caution (partially listed)
Do Not call (listed)
Select Next.
Provide visibility to all the users who will be screening records, this can also be handled in a permission set afterward if preferred.
Select Next and Save.
Now for the Next Screen Due field:
Select New.
Choose the data type: Date/Time.
Select Next.
Add a Field Label (we suggest ‘Next Screen Due’)
Select Next.
Provide visibility to all the users who will be screening record, this can also be handled in a permission set afterward if preferred.
Select Next and Save.
And finally for the Phone Screening Results field:
Select New.
Choose the data type: Text Area (Long).
Select Next.
Add a Field Label (we suggest ‘Phone Screening Results).
Leave the Length and #Visible Lines at their default values.
Select Next.
Provide visibility to all the users who will be screening record, this can also be handled in a permission set afterward if preferred.
Select Next and Save.
Now your fields are created, you’re ready to start configuring the “Fields to Screen”!
If you’ve completed Adding the PhoneTools (v2.4 onwards) lightning component to a record app page then it’s good news! You have instant access to interactive record screening. As a system administrator, you can sample this functionality immediately by navigating to a record where the component is configured and click the Screen Phone Numbers button.
…But the interactive record screening feature is rarely just for use by a system administrator so permissions need to be granted to your users.
Granting permissions to use interactive record screening
Users wanting to use interactive screening must have the editable permissions to each of the phone status fields required by PhoneTools.
Phone Status Field
Next Screen Due Field
Screening Results Field
The users must also have at least read access to all the configured phone fields on the object. For example:
Phone
Mobile
These permissions can be granted on the profile itself or via a permission set.
PhoneTools comes packaged with triggers for the following objects:
Account
Contact
Lead
This means that if you’re only screening fields on the above objects, there is no requirement to add a custom trigger to your organization and you’re ready to move on to the next step.
If you plan to use PhoneTools on another object, continue reading.
Creating a trigger
We’ve made it as straightforward as possible to add a custom trigger to any object in Salesforce allowing you to start screening any phone field against the TPS and CTPS databases.
Go to Setup.
Navigate to Object Manager.
Locate the Object you want to create the trigger for.
Select Triggers and New.
Paste the following code snippet into the box provided.
Replace OBJECTLABEL with the label name of the object you’re creating the trigger for.
Replace OBJECTAPI with the API name of the object you’re creating the trigger for.
Select Save.
Note: to deploy a custom trigger to production, you may be required to provide code coverage to the trigger. To do this, you will need to create an apex test to insert a record to the object you created a trigger on.
Fields to screen is the heart of the application. It tells PhoneTools which fields in your organization need screening. PhoneTools will only screen phone fields that are configured and have the Enabled Screening checkbox enabled. We will cover this more in the article.
What’s available out the box?
Out of the box, PhoneTools comes configured with the following fields but by default, will NOT have Enabled Screening checked:
Account.Phone
Account.Fax
Contact.Phone
Contact.HomePhone
Contact.MobilePhone
Contact.AssistantPhone
Contact.OtherPhone
Lead.Phone
Lead.MobilePhone
Adding additional phone fields
You can add additional phone fields to the configuration.
Go to App Launcher | PhoneTools Administration.
Navigate to the Configuration tab.
Select Add Field.
Select the Object.
Select the Phone Field.
Choose the appropriate fields discussed in in the picklists.
Press Save.
Enabling screening on phone fields
With the phone fields now configured with PhoneTools, we can enable them for screening.
Go to App Launcher | PhoneTools Administration.
Navigate to the Configuration tab.
Select edit next to the field that you would like to enable screening for.
Select Enable Screening and four picklists will appear.
Choose the appropriate fields in the Phone Status Field, Next Screen Due Field and Screening results Field picklists (as discussed in the previous article).
Select Save.
Repeat this step for each field that is to be enabled for screening.
In the upper right corner, click your image (avatar) and then click Settings.
In the “Quick Find” search field, enter “Grant” and click Grant Account Login Access.
Set an Access Duration option for ProvenWorks Support. We recommend 1 Week.
Click Save.
Share your Organization ID with your Support contact. (This is available via Salesforce Setup | Company Information)
Provide clear replication steps explaining how to replicate the issue. Attaching relevant screenshots can assist with resolving the case faster.
Why might we ask you to provide support access?
We may ask you to provide support access to your Org to allow our technical team to take a closer look at the issue. It is preferable for the access to be in a Sandbox environment where the issue is replicable.
Why is providing replication steps and an Organization ID so important?
Replication steps are essential for our Support team to be able to directly replicate the issue in your environment. We will ask for the Organization ID to locate the Org you are referring to.
Before getting in contact, we recommend taking a look through our support articles available at www.provenworks.com/support where you will find step-by-step guides for installation and articles answering frequently asked questions.
Before getting in contact, take a look through our support articles available at www.provenworks.com/support where you will find step-by-step guides for installation and articles answering frequently asked questions.
If you still can’t find what you’re looking for, get in contact using the information below.
Getting in contact
Email is the fastest way to get in contact with our ProvenWorks Support team and to ensure a thread of information is made available. Follow the steps below to get in contact:
