This guide is designed to help you transition your Payments2Us automation from legacy Workflow Rules to the modern Salesforce Flow engine. Salesforce is retiring Workflow Rules, and the latest Payments2Us releases provide optimized Flows to ensure your payment processing remains scalable and performant.
Before you begin, evaluate your current setup:
Go to Part 1 if: you are using standard Payments2Us Workflow Rules without any modifications.
Go to Part 2 if: you have modified a standard Workflow Rule (e.g., added a custom field update, changed the evaluation criteria, or added a custom email alert).
Part 1: Deactivating Workflows and Activating Flows
Before starting, ensure you have upgraded to the latest version of Payments2Us. This process ensures that you don't have "double automation" running, which can cause record locking or duplicate receipts.
Step 1: Identify the Target Workflows
Navigate to Setup > Process Automation > Workflow Rules.
Look for rules associated with objects such as Payment Txn, Recurring Donation, or Merchant Facility, etc. (You can refer to Appendix: Workflow to Flow Mapping Reference)
Step 2: Deactivate the Legacy Workflow Rules
Click the Deactivate button.
Step 3: Activate the Corresponding Flows
Navigate to Setup > Process Automation > Flows.
Find the flow (usually labeled with "Payments2Us" in the name) with the same name as the workflow.
Open the Flow
and click Activate.
Part 2: Transitioning Custom Logic to Flows
If you have modified a Workflow Rule, you cannot simply activate the managed Flow, as it will not include your custom changes. Instead, you will need to replicate those changes in a new version of the Flow.
Please note that for any modified Workflow Rules, the original Payments2Us Workflow Rule will appear as deactivated in your org.
Step 1: Clone the Managed Flow
Since Managed Flows are "locked" for editing, you must create an editable copy:
Open the Payments2Us Managed Flow that matches your Workflow (refer to the mapping table below).
Navigate to Setup > Flows
Open the Payments2Us Managed Flow that corresponds to your needs.
Click Save As New Flow.
Give it a clear name (e.g., Custom: Payments2Us Payment Txn After Save). This ensures your version is not overwritten during future package upgrades.
Step 2: Replicate Your Custom Logic
If your old Workflow had a "Field Update," you must add an Update Records element to your new Flow.
On the Flow canvas, click the (+) icon where you want the update to happen (usually after the start element).
Select Update Records.
Label: Name it (e.g., Update Donor Level on Contact).
How to Find Records: Select Use the payment txn record that triggered the flow.
Set Field Values: Choose the Field you want to update and the Value it should receive.
Step 3: Finalise Custom Flow
Click Save
Step 4: Go to Workflow Rules and Deactivate the old custom Workflow
Running both will cause duplicate record updates or errors.
Navigate to Setup > Process Automation > Workflow Rules. Click the Deactivate button.
and then Activate your new Custom Flow immediately .
Please note: If you would like Payments2Us to assist with migrating your custom Workflow Rules to Flows, this service is available under our Premium or Advantage support packages. This work sits outside of standard support. For more information, please refer to the support package page.
Appendix: Workflow to Flow Mapping Reference
Use the table below to identify which legacy Workflow Rule corresponds to the new Payments2us Flow.
Workflow Rule |
Object |
Flow |
| Payments2Us Account Subscription Flow: 1st Account Subscription Renewal Reminder | ||
| Payments2Us Subscription Flow: 1st Renewal Reminder | ||
| Payments2Us Account Subscription Flow: 2nd Account Renewal Reminder | ||
| Payments2Us Subscription Flow: 2nd Renewal Reminder | ||
| Payments2Us Account Subscription Flow: Account Membership Confirmation | ||
| Payments2Us Account Subscription Flow: Account Subscription Cancelled | ||
| Payments2Us Batch Entry Flow: Reset Authorise Cards | ||
| Payments2Us Merchant Facility Flow: Batch Payment Processor Not Running | ||
| Payments2Us Merchant Facility Flow: Batch Payments Process Restart Reminder | ||
| Payments2Us Campaign Flow: Statement Generation/Email out processing complete notification | ||
| Payments2Us Account Flow: Create Account URL Token | ||
| Payments2Us Campaign Flow: Create Campaign URL Token | ||
| Payments2Us Campaign Member Flow: Create Campaign Member URL Token | ||
| Payments2Us Create Case URL Token | ||
| Payments2Us Contact Flow: Create URL Token | ||
| Payments2Us Opportunity Flow: Create URL Token | ||
| Payments2Us Recurring Payment Flow: Create URL Token | ||
| Payments2Us Direct Debit Batch Flow: Notification of Bulk Update Complete | ||
| Payments2Us Direct Debit Batch Flow: Notification of Extract Complete | ||
| Payments2Us Error Log - Payments2Us Flow: Error Log Notification | ||
| Payments2Us Import File Flow: Import File BPAY Auto process | ||
| Payments2Us Payment Txn Flow: Import File Errors Credit Cards Recurring | ||
| Payments2Us Import Files Flow: Notification of Processing Complete | ||
| Payments2Us Import Files Flow: Reset Authorise Cards | ||
| Payments2Us IP Address Access Flow: IP Address Set Name | ||
| Large Donation/Payment Alert | Payments2Us Payment Txn Flow: Large Donation/Payment Alert | |
| Payments2Us Recurring Payment Flow: Last Payment Date Check for Monthly | ||
| Payments2Us Payment Txn Flow: mark Refunds as Receipted for Matching | ||
| Payments2Us Campaign Flow: Mass Address Processing Complete | ||
| Payments2Us Subscription Flow: Membership Confirmation | ||
| Payments2Us Payment Txn Flow: New Online Membership Payment Notification | ||
| Payments2Us Payment Txn Flow: New Online Payment Notification | ||
| Payments2Us Recurring Payment Flow: Service Agreement Sent | ||
| Payments2Us Merchant Facility Flow: Payments - Recurring Process | ||
| Payments2Us Team Member Flow: Peer-to-Peer Contact - Individual | ||
| Payments2Us Team Member Flow: Peer-to-Peer Contact - Team Member | ||
| Payments2Us Team Member Flow: Peer-to-Peer Primary Contact - Team | ||
| Payments2Us Recurring Payment Flow: Recurring Payment Card Expiry | ||
| Payments2Us Recurring Payment Flow: Recurring Payment Card Expiry | ||
| Payments2Us Payment Txn Flow: Recurring Payment Error | ||
| Payments2Us Merchant Facility Flow: Recurring Payments Restart Reminder | ||
| Payments2Us Payment Txn Flow: Refund Approval | ||
| Payments2Us Recurring Payment Flow: Resend Card Expiring Email | ||
| Payments2Us Recurring Payment Flow: Resend Card Failure Email | ||
| Payments2Us Campaign Member Flow: Send Annual Statement | ||
| Payments2Us Recurring Payment Flow: Send Client Direct Debit Signup forms | ||
| Payments2Us Account Subscription Flow: Send from Button - Confirmation Letter | ||
| Payments2Us Subscription Flow: Send from Button - Confirmation Letter | ||
| Payments2Us Account Subscription Flow: Send from Button - Renewal | ||
| Payments2Us Subscription Flow: Send from Button - Renewal | ||
| Payments2Us Payment Txn Flow: Send from Button - Resend receipt | ||
| Payments2Us Payment Txn Flow: Send Interim Refund Notification | ||
| Payments2Us Payment Txn Flow: Send Interum Receipt | ||
| Payments2Us Payment Txn Flow: Send Pay Later Instructions | ||
| Payments2Us Payment Txn Flow: Send Pay Later Instructions BPAY | ||
| Payments2Us Payment Txn Flow: Send Payment Schedule Invoice | ||
| Payments2Us Payment Txn Flow: Send Receipt Automatic | ||
| Payments2Us Payment Txn Flow: Send Receipt Manual | ||
| Payments2Us Recurring Payment Flow: Send Recurring Payment Suspended Alert | ||
| Payments2Us Recurring Payment Flow: Send Recurring Payment Suspended Alert to Payer | ||
| Payments2Us Recurring Payment Flow: Send Regular Payment Welcome | ||
| Payments2Us Subscription: set 1st Reminder Due | ||
| Payments2Us Account Flow: Set Account Update Geocode | ||
| Payments2Us Contact Flow: Set Contact Update Geocode | ||
| Payments2Us Lead Flow: Set Lead Update Geocode | ||
| Payments2Us Payment Txn Flow: set Matching Start | ||
| Payments2Us Payment Txn: set Matching Start - NPC | ||
| Payments2Us Payment Txn Flow: skip Receipt Automatic | ||
| Payments2Us Subscription Flow: Subscription Cancelled | ||
| Payments2Us Subscription Issue Flow: Mailout Generation Notification of Completion | ||
| Payments2Us Subscription Issue Flow: Payment Generation Notification of Completion | ||
| Payments2Us URL Token Flow: Form Process - Amount and Payment Info Update | ||
| Payments2Us URL Token Flow: Form Process - Amount, Contact and Payment Info Update | ||
| Payments2Us URL Token Flow: Form Process - Contact and Credit Card Update | ||
| Payments2Us URL Token Flow: Form Process - Credit Card Update | ||
| Payments2Us URL Token Flow: URL Token Amount | ||
| Payments2Us URL Token Flow: Default Amount |