Walkthrough Guide: Create a Salesforce Opportunity when a lead goes Hot

This guide outlines the steps to build a Record-Triggered Flow in Salesforce that creates an Opportunity when Conversica marks a Lead or a Contact as a Hot Lead. When Conversica flags a record as a Hot Lead, it checks the Salesforce field AVA__AVAAI_hot_lead__c (label: Conversica Hot Lead), and this flow uses that field as its trigger.

Flow Type: Record-Triggered Flow Status: Inactive (requires manual activation after setup)

Note: Classic Workflow Rules cannot create records — they are limited to field updates, tasks, emails, and outbound messages. To create an Opportunity, use a Record-Triggered Flow, which is Salesforce's recommended automation tool. Process Builder also works, but it is being retired and should not be used for new automation.

Table of Contents

Before You Begin
Step 1: Create the Flow
Step 2: Create the Close Date Formula
Step 3: Configure the Start Element
Step 4: Add a Create Records Element
Step 5: Save and Activate
Tip: Prevent Duplicate Opportunities
Resource Summary Table

Flow Logic Summary

The flow runs when a Lead or Contact is created or updated, and the Conversica Hot Lead checkbox becomes checked. For each qualifying record, it creates one Opportunity and maps the Name, Stage, Close Date, and Owner from the triggering record. Records that do not meet the entry conditions do not start the flow at all.

Before You Begin

• Confirm the AVA__AVAAI_hot_lead__c checkbox is on the object you want to use. The Conversica package installs it on both Lead and Contact.
• Choose one object — Lead or Contact. A Record-Triggered Flow runs on a single object, so if you want this on both, build the same flow twice.
• Build and test in a Sandbox before deploying to Production.

Note: Opportunities are normally tied to an Account. The Contact object has an Account lookup you can map, but the Lead object does not have one until the Lead is converted. On a Lead-based flow, leave Account ID blank or map a custom Account field your org populates.

Step 1: Create the Flow

1. Navigate to Setup → Process Automation → Flows and click New Flow.
2. Select Record-Triggered Flow as the flow type and click Create.
3. Once in Flow Builder, click the flow title and name it. For this guide, we'll use: Conversica Flow | Create Opportunity From Hot Lead
4. Set the API Name to auto-populate or set it manually as appropriate.

Step 2: Create the Close Date Formula

Purpose: Opportunity requires a Close Date. This formula sets it to 30 days from the day the flow runs.

1. In Flow Builder, click Toggle Toolbox to open the Manager panel, then click New Resource.
2. Set Resource Type to Formula.
3. Enter the API Name: CloseDateThirtyDays.
4. Set Data Type to Date.
5. In the Formula field, enter: TODAY() + 30
6. Click Done. Adjust the number of days to match your sales cycle.

Step 3: Configure the Start Element

Click the Start element and configure the following:

• Object: Lead or Contact
• Trigger the Flow When: A record is created or updated
• Condition Requirements: All Conditions Are Met (AND)
• Filter Condition:

○ Field: AVA__AVAAI_hot_lead__c | Operator: Equals | Value: True (Checked)

• When to Run the Flow for Updated Records: Only when a record is updated to meet the condition requirements
• Optimize the Flow For: Actions and Related Records

The last two settings matter. Only when a record is updated to meet the condition requirements makes the flow fire on the transition from unchecked to checked, so it does not create another Opportunity every time the record is saved afterward. Actions and Related Records is required because the flow creates a record — a fast field update flow cannot.

Step 4: Add a Create Records Element

After the Start element, add a Create Records element.

• Label: Create Hot Lead Opportunity
• API Name: Create_Hot_Lead_Opportunity
• How to Set Record Field Values: Manually
• Object: Opportunity

Set Field Values for the Opportunity:

Leave Check for Matching Records toggled off, then connect this element to an End element.

Note for Contact flows: Mapping Account ID relates the Opportunity to the Account, but not to the Contact. To have the Contact appear in the Opportunity's Contact Roles list, add a second Create Records element on the Opportunity Contact Role object, mapping Opportunity ID from the element above and Contact ID from the triggering record.

Step 5: Save and Activate

1. Click Save and confirm the version details.
2. Check the flow for errors using the Debug button.
3. Test in your Sandbox by checking the Conversica Hot Lead box on a test record and confirming an Opportunity is created.
4. When ready to go live, deploy to Production and click Activate.

Tip: Prevent Duplicate Opportunities

The entry condition in Step 3 already stops the most common cause of duplicates. If a record can go Hot more than once — for example if the checkbox is cleared and Conversica re-flags the record later — add a simple guard:

1. Create a checkbox field on your object, for example Opportunity_Created__c.
2. Add a Decision element after the Start element with one outcome, No Existing Opportunity, whose condition is Opportunity_Created__c Equals False. Connect that outcome to your Create Records element and the default outcome to an End element.
3. After the Create Records element, add an Update Records element that sets Opportunity_Created__c to True on the record that triggered the flow.

Step 3 is what makes the guard work — without it the checkbox is never set, and the Decision element always allows a new Opportunity through.

Resource Summary Table