Automating Salesforce Record Updates with Scheduled Flows: A Step-by-Step Guide for Admins

Scheduled Flows are one of the most powerful tools Salesforce has given Admins in recent years. They let you run automations at specific times without code, making them ideal for everything from daily data updates to time-based business logic.

In this guide, we’ll walk through everything you need to know to master Scheduled Flows, including real-world use cases, best practices, and setup instructions—without touching Apex.

What Are Scheduled Flows?

A Scheduled Flow is a type of Autolaunched Flow that runs automatically at specified intervals (daily, weekly, or a custom schedule).

Unlike record-triggered flows, these don’t wait for data changes—they proactively scan and act on records matching your criteria.

Benefits of Using Scheduled Flows

• No need for Apex code or scheduled batch classes
• Fully declarative and admin-friendly
• Run flows on a schedule (e.g., every night at 2am)
• Great for maintenance tasks, time-based actions, and periodic updates

When to Use Scheduled Flows

How to Create a Scheduled Flow

Step-by-Step:

1. Go to Setup > Flows → Click New Flow
2. Select Scheduled-Triggered Flow
3. Set schedule (start date, frequency, and time)
4. Define Entry Conditions (optional)
   • Example: Status = Open AND LastModifiedDate < TODAY() - 5
5. Use Get Records to pull data
6. Apply logic: Assignments, Decisions, Create/Update/Delete
7. Save and Activate

Real-World Example: Auto-Close Stale Opportunities

Objective:

Automatically close Opportunities that haven’t been updated in 60 days and are still Open.

Steps:

1. Schedule: Run nightly at 1am
2. Get Records:
   • Object: Opportunity
   • Filter: StageName != 'Closed Won' AND LastModifiedDate < TODAY() - 60
3. Loop: For each Opportunity, set StageName = 'Closed Lost'
4. Update Records: Save the changes

You’ve now automated a common sales hygiene task—without any code.

Best Practices for Scheduled Flows

1. Test in Sandbox First

Run test versions using narrow filters and confirm updates with debug logs or test reports.

2. Use Fault Paths

Always connect flow elements to Fault connectors to catch errors and log them appropriately.

3. Keep Limits in Mind

Salesforce limits the number of records a flow can process. Use filters to stay below thresholds or break up jobs.

• 50K records per execution
• Scheduled flows run in batch context

4. Use Email Alerts or Logging

Send notifications on success/failure, or write outcomes to a custom Log object for tracking.

Tools to Pair with Scheduled Flows

• Custom Metadata Types – Drive dynamic logic like thresholds or trigger windows
• Queues – Assign records to a queue after updates
• Reports – Monitor flow effectiveness via dashboards
• Permission Sets – Secure flow access for admins only

Monitoring Flow Execution

Use Setup > Scheduled Jobs to confirm scheduled flow runs and inspect any failures.

Also:

• Use Debug Logs during testing
• Build Flow Error Reports for non-admin monitoring

Common Mistakes to Avoid

Bonus: Dynamic Scheduling Using Custom Metadata

Advanced Admins can control schedule logic using CMDTs. Example:

• CMDT record stores “SLA Days = 3”
• Flow calculates if Case last touched date > SLA Days
• Automatically flags or escalates

This makes your Scheduled Flows configurable without editing the Flow itself.

Conclusion

Scheduled Flows allow Salesforce Admins to automate repetitive tasks, enforce time-based processes, and manage data proactively—without ever touching Apex. Mastering them gives you powerful control over your org’s business processes.

Need help designing your first Scheduled Flow? Drop your use case in the comments and we’ll help you architect the solution!