Guide: Updating Salesforce SMS Notification Flow – Appointiv

This guide outlines the process for updating the SMS notification system in Salesforce, including deactivating old flows, creating a new flow, and updating appointment records.

Step 1: Deactivate Old Flows

Deactivate the following flows:

Fire SMS Notifications If Appointment is Rescheduled
Confirmation SMS And Reschedule SMS
SMS Reminder 1
SMS Reminder 2

Step 2: Create a Copy of the New Flow

Locate the flow named "Send Appointiv SMS to Clients"
Create a copy of this flow
Name the copy "Local Copy Send Appointiv SMS to Clients" (This prevents the new flow from being changed when the app updates)
Activate the copied flow

Step 3: Modify the Active Flow

Open the active "Local Copy Send Appointiv SMS to Clients" flow
Navigate to the "Run Immediately" path
Edit the "Send Reschedule SMS now?" decision step
Change the condition:
- From: "{!$Record.Appointed__StartDateTime__c}" "is changed" = True
- To: "{!$Record.Appointed__StartDateTime__c}" "is changed" = False
Save and activate the flow

Step 4: Update Appointment Records

This step updates all future appointment records to trigger the new flow's time-based reminders.

4.1 Roll Time Forward

Run the following Apex code in the Developer Console:

// Get current datetime
DateTime now = DateTime.now();
// Query for Appointment Detail records where StartDateTime is in the future
// and Event Type is 'Appointment'
List<Appointed__Appointment_Detail__c> appointmentsToUpdate = [
    SELECT Id, Appointed__StartDateTime__c, Appointed__EndDateTime__c
    FROM Appointed__Appointment_Detail__c
    WHERE Appointed__StartDateTime__c > :now
    AND Appointed__Event_Type__c = 'Appointment'
];
// Iterate through the appointments and add 1 second to both start and end times
for (Appointed__Appointment_Detail__c appt : appointmentsToUpdate) {
    appt.Appointed__StartDateTime__c = appt.Appointed__StartDateTime__c.addSeconds(1);
    appt.Appointed__EndDateTime__c = appt.Appointed__EndDateTime__c.addSeconds(1);
}
// Update the records
if (!appointmentsToUpdate.isEmpty()) {
    try {
        update appointmentsToUpdate;
        System.debug('Successfully updated ' + appointmentsToUpdate.size() + ' appointment records.');
    } catch (DmlException e) {
        System.debug('An error occurred while updating appointment records: ' + e.getMessage());
        for (Integer i = 0; i < e.getNumDml(); i++) {
            System.debug('Error on record ' + e.getDmlId(i) + ': ' + e.getDmlMessage(i));
        }
    }
} else {
    System.debug('No appointment records found that meet the criteria for update.');
}

4.2 Roll Time Back

Next, roll back that change (note- this step is not strictly needed but cleans up the appointment start times just in case)

// Get current datetime
DateTime now = DateTime.now();
// Query for Appointment Detail records where StartDateTime is in the future
// and Event Type is 'Appointment'
List<Appointed__Appointment_Detail__c> appointmentsToUpdate = [
    SELECT Id, Appointed__StartDateTime__c, Appointed__EndDateTime__c
    FROM Appointed__Appointment_Detail__c
    WHERE Appointed__StartDateTime__c > :now
    AND Appointed__Event_Type__c = 'Appointment'
];
// Iterate through the appointments and subtract 1 second from both start and end times
for (Appointed__Appointment_Detail__c appt : appointmentsToUpdate) {
    appt.Appointed__StartDateTime__c = appt.Appointed__StartDateTime__c.addSeconds(-1);
    appt.Appointed__EndDateTime__c = appt.Appointed__EndDateTime__c.addSeconds(-1);
}
// Update the records
if (!appointmentsToUpdate.isEmpty()) {
    try {
        update appointmentsToUpdate;
        System.debug('Successfully rolled back ' + appointmentsToUpdate.size() + ' appointment records.');
    } catch (DmlException e) {
        System.debug('An error occurred while rolling back appointment records: ' + e.getMessage());
        for (Integer i = 0; i < e.getNumDml(); i++) {
            System.debug('Error on record ' + e.getDmlId(i) + ': ' + e.getDmlMessage(i));
        }
    }
} else {
    System.debug('No appointment records found that meet the criteria for rollback.');
}

Step 5: Revert Flow Changes

Open the active "Local Copy Send Appointiv SMS to Clients" flow
Navigate to the "Run Immediately" path
Edit the "Send Reschedule SMS now?" decision step
Change the condition back:
- From: "{!$Record.Appointed__StartDateTime__c}" "is changed" = False
- To: "{!$Record.Appointed__StartDateTime__c}" "is changed" = True
Save and activate the flow

After completing these steps, the new flow should be active and all future appointments should have their reminders set correctly.