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I am new to Salesforce and I am unsure when I should use a formula, versus when I should use a Flow.

We just started using a new external HR system that assigns values to each of our employees, and we need to track these numbers in our system, so on the User object we created a field called:

ExternalHrEmployeeNumber

On our Opportunities, I also created a field called:

ExternalHrEmployeeNumber

I think maybe I can create a formula that looks like this:

 $User.ExternalHrEmployeeNumber__c

And set the "Function" to be "TEXT" so that this is copied over as a text value?

Would the value copy over automatically?

Or I could create a Flow that triggers whenever an Opportunity is created?

One more question:

On the Opportunity, if I create a custom field, I see I can create a formula that allows me to set the value to $User.ExternalHrEmployeeNumber__c , but in this case does $User refer to whoever created the record, or to the current user, who might be modifying it?

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  • Do you want to populate the field from User object?
    – SaiPraveen Kakkirala
    Mar 6 at 11:20
  • Assuming you don't have too many unique relationship paths, and you have a relationship from the one object to another, cross-object formula fields can simplify your implementation. Read more here.
    – Phil W
    Mar 6 at 11:20
  • Yes, I want to copy the value from the User object to the Opportunity.
    – JeffGallant
    Mar 6 at 11:43
  • One more question, on the Opportunity, if I create a customer field, I see I can create a forumla that allows me to set the value to $User.ExternalHrEmployeeNumber__c , but in this case does $User refer to whoever created the record, or to the current user, who might be modifying it?
    – JeffGallant
    Mar 6 at 11:51
  • Do you want to show the current user's ExternalHrEmployeeNumber field?
    – SaiPraveen Kakkirala
    Mar 6 at 12:01

1 Answer 1

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If you want the current user's ExternalHrEmployeeNumber who is viewing the record you can use formula field and use $User.ExternalHrEmployeeNumber__c. Only issue is formula fields are not editable .

If you want Created user's ExternalHrEmployeeNumber you can use CreatedBy.ExternalHrEmployeeNumber__c in formula.

If you want that field to be editable in UI then you may have to use Flow to populate the value.

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