topic assignment object salesforce

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TopicsForObjects

File suffix and directory location.

TopicsForObjects components have the suffix .topicsForObjects and are stored in the topicsForObjects folder of the corresponding package directory.

TopicsForObjects components are available in API version 41.0 and later.

Declarative Metadata Sample Definition

The following is an example of a TopicsForObjects component.

The following is an example package.xml that references the previous definition.

Wildcard Support in the Manifest File

This metadata type supports the wildcard character * (asterisk) in the package.xml manifest file. For information about using the manifest file, see Deploying and Retrieving Metadata with the Zip File .

• Automation Champion

Automating Salesforce One Click at a Time

Email Notification on Topic Assignment

Last Updated on April 5, 2022 by Rakesh Gupta

Big Idea or Enduring Question:

• How can you notify the topic owner of the Topic Assignment? 

Objectives:

After reading this blog, you’ll be able to: 

• Create a record-triggered Flow to send custom email notifications for the topic assignment 
• Create an email template in Flow
• Use Flow to send a custom email alert
• and much more

Business Use case

Pamela Kline is working as a System Administrator at Gurukul on Cloud (GoC) . She has received a requirement from the management that whenever a Topic KeyAccount gets associated with a record, post, or anywhere then send out an email notification to Topic Owner.

Automation Champion Approach (I-do):

Topics for Objects , allow us to organize the records by using topics the same as Chatter . Topics help to organize records in a better way and make the search easier for you . For example , if you post that you’re working on a presentation for Dreamforce20 , you might want to add the hashtag topic #Dreamforce22   or # DF22   in your updates .

Anyone can click on these topics to find out more information about Dreamforce22 and see what people and groups are talking about Dreamforce22 . You can also find all records tagged with the topic Dreamforce22 . Salesforce allowed you to follow the topic similar to the record, but the glitch is – that you will not get an email notification when a Topic is assigned to a particular post.

To solve this requirement, we will use the After-save Record-Triggered Flow . Check out this article to understand why we are using after-save record-triggered flow for this scenario.  One reason for using Flow is EntityId  is not accessible in the email template, which me ans you can not get the record Id where the topic is get associated. 

Let’s take a pause here, and familiarize ourselves with the TopicAssignment and Topic Objects in Salesforce. 

Before discussing the solution, let me show you a diagram of a Process Flow at a high level. Please spend a few minutes going through the following Flow diagram and understand it.

Let’s begin building this automation process.

Guided Practice (We-do):

There are 4 steps to solve Pamela’s business requirement using Record-Triggered Flow . We must:

• Define flow properties for record-triggered flow
• Add a Text Template to construct the email body
• Add a decision element to check the topic keyAccount is associated
• Add send email action  – to notify the topic owner  

Step 1: Define Flow Properties

• Click Setup .
• In the Quick Find box, type Flows .
• Select Flows then click on the New Flow .
• Object : Topic Assignment
• Trigger the Flow When : A record is created or updated
• Condition Requirements: None
• Optimize the Flow For Action and Related Records
• Click Done .

Step 2: Add a Text Template to Construct Email Body 

 Now we’ll create an email template using the Text Template . The text template allowed you to specify the multi-line messages.  It also allows you to use HTML code.

• Under Toolbox , select Manager,  then click New Resource  to create a text template. 
• Resource Type : Text Template
• API Name : textT_EmailBody
• Select View as Rich Text
• Hi {!$Record.Topic.CreatedBy.FirstName}, 
• Topic #KeyAccount just added to this record https://myautomationchampion-dev-ed.my.salesforce.com/ {!$Record.EntityId} by {!$Record.CreatedBy.FirstName}

Step 3: Using Decision Element to Check if the KeyAccount Topic is Associated 

Now we will use the Decision element to check the keyAccount topic is associated with the current TopicAssignment. 

• On Flow Designer, click on the  +  icon  and select the  Decision  element. 
• Enter a name in the Label field; the API Name will auto-populate.
• Under Outcome Details , enter the Label the API Name will auto-populate.
• Resource : {!$Record.Topic.Name}
• Operator : Equals
• Value : KeyAccount
• When to Execute Outcome : Only if the record that triggered the flow to run is updated to meet the condition requirements.
• Click  Done .

Step 4: Add Send Email Action to Notify Topic Owner

Now we will use the Send Email static action to send out an e-mail to the topic owner .

• On Flow Designer, below the Yes node, click on the +icon and select the Action element.
• Search and select the Send Email from the dropdown menu
• Label the new action Notify Topic Owner
• Body: {!textT_EmailBody}
• Subject: Topic Assignment Notification – {!$Record.Topic.Name}
• Email Addresses (comma-separated): {!$Record.Topic.CreatedBy.Email}
• Rich-Text-Formatted Body: {!$GlobalConstant.True}

In the end, Pamela’s  Flow   will look like the following screenshot:

Once everything looks good, perform the steps below: 

• Click Save .
• Enter  Flow  Label  the   API Name  will auto-populate.
• Click Show Advanced .
• API Version for Running the Flow : 50
• Interview Label : Notify Topic Owner {!$Flow.CurrentDateTime}
• Click Save . 

Almost there! Once everything looks good, click the Activate button.

Proof of Concept

Now onwards if a user associates Topic (KeyAccount) to record, post, or anywhere, then the record-triggered flow will fire and notify the topic owner.

Formative Assessment:

I want to hear from you!

What is one thing you learned from this post? How do you envision applying this new knowledge in the real world? Feel free to share in the comments below.

Submit Query!

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4 thoughts on “ email notification on topic assignment ”.

• Pingback: Getting Started with Salesforce Flow – Part 56 (Merge Chatter Topics with the Help of Salesforce Flow) - Automation Champion
• Pingback: Getting Started with Salesforce Flow – Part 48 (Add a Topic to Multiple Records)

This is great, thanks Rakesh! This might be a silly question – how do I assign an Owner to a Topic?

Topic doesn’t have owner field, you can use created by field to send out an email.

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Enable topics for objects so that users can add topics to records and organize them by common themes. This powerful feature is available with or without Chatter.

Required Editions

Administrators can enable topics for accounts, assets, campaigns, cases, contacts, contracts, files, leads, opportunities, orders, solutions, custom objects, and English articles. For each object type, administrators specify which fields to use for topic suggestions.

• From Setup, enter Topics for Objects in the Quick Find box, then select Topics for Objects .
• Select an object.
• At the right, select Enable Topics .
• Select the text fields that you want to use for topic suggestions. (From a combination of the selected fields, up to three suggestions are made from the first 2,000 characters. Suggestions depend on the text values processed by the NLP library. In certain cases, suggestions don’t appear.) Encrypted fields don’t appear in the list of selectable fields because you can't use encrypted fields for topic suggestions.
• Click Save .

Now, users with access to the enabled objects and appropriate topics permissions can:

• See topic assignments and suggestions on records of that object type
• Add and remove topics from records of that object type
• To filter their list views, use topics on records of that object type

If your organization uses Chatter, users can click any topic that is assigned to a record to go directly to a topic page. On a topic page, users can see other records on the topic, people who are knowledgeable about the topic, and other related information.

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