Metadata Mapping - What We Handle

This document provides a comprehensive overview of all Salesforce metadata and data that Stood Flows accesses. All operations are read-only - we never modify your Salesforce org.

Overview

Stood Flows accesses metadata and data from your Salesforce org to build visual flow graphs and provide analytics. We use standard Salesforce APIs to retrieve this information.

Data Access Methods

SOQL Queries - Standard and Tooling API queries for metadata and aggregate data
REST API Endpoints - Describe endpoints and metadata APIs for field and relationship information
Field History Tracking - Historical data for lifecycle analysis (requires Field History Tracking to be enabled)

Standard Objects (Data Access)

Lead Object

Lead Status Definitions

We retrieve all available Lead status values including:

Status labels and API names
Conversion indicators
Sort order for display

Lead Record Counts

We retrieve aggregate counts of Lead records:

Counts grouped by Status and Record Type (when record types exist)
Counts grouped by Status only (when no record types exist)
Counts for records without Record Types
Per-record-type counts for detailed analysis

Lead Status History

For lifecycle analytics, we access Lead Status field change history:

Status transitions (old value → new value)
Timestamps of changes
User information (who made the change)
Profile information (profile of user who made the change)
Limited to most recent 25,000 records per analysis

Note: Requires Field History Tracking enabled on Lead Status field.

Opportunity Object

Opportunity Stage Definitions

We retrieve all available Opportunity stage values including:

Stage labels and API names
Active/inactive status
Closed and won indicators
Probability and forecast category information
Sort order for display

Opportunity Record Counts

We retrieve aggregate counts of Opportunity records:

Counts grouped by Stage and Record Type (when record types exist)
Counts grouped by Stage only (when no record types exist)
Counts for records without Record Types
Per-record-type counts for detailed analysis

Opportunity Stage History

For lifecycle analytics, we access Opportunity StageName field change history:

Stage transitions (old value → new value)
Timestamps of changes
User information (who made the change)
Profile information (profile of user who made the change)
Limited to most recent 25,000 records per analysis

Note: Requires Field History Tracking enabled on Opportunity StageName field.

Case Object

Case Status Definitions

We retrieve all available Case status values including:

Status labels and API names
Closed status indicators
Sort order for display

Case Record Counts

Note: Case count queries follow the same pattern as Lead/Opportunity but are not currently implemented in the platform.

Case Status History

Note: Case history queries follow the same pattern as Lead/Opportunity but are not currently implemented in the platform.

Metadata Objects (Tooling API)

Business Processes

Business Process Definitions

We retrieve business process metadata for Lead, Opportunity, and Case objects:

Process names and descriptions
Active/inactive status
Associated object types

Business Process Metadata

For each business process, we retrieve detailed metadata including:

Stage/status definitions within the process
Process configuration
Metadata JSON structure

Record Types

We retrieve all active Record Types for Lead, Opportunity, and Case objects:

Record type names and developer names
Associated business processes
Active status
Object type associations

Flow Definitions

We retrieve active Flow definitions:

Flow names and descriptions
Active version information
Flow metadata for record-triggered flows
Limited to active flows with active versions

Apex Triggers

We retrieve active Apex triggers for Lead and Opportunity objects:

Trigger names and events
Associated object types
Trigger code (for review)
Usage indicators (Before Insert, After Update, etc.)

Note: Case triggers are not currently included in the query scope.

Layouts

Layout Definitions

We retrieve page layout definitions for Lead and Opportunity objects:

Layout names and types
Associated object types
Entity definitions

Layout Metadata

For each layout, we retrieve detailed metadata including:

Field configurations
Related list configurations
Layout structure
Custom object references

Note: Case layouts are not currently included in the query scope.

Profile Layouts

We retrieve profile-layout associations:

Which layouts are assigned to which profiles
Record type associations
Object type associations

Note: Case profile layouts are not currently included in the query scope.

Profiles

We retrieve profile definitions:

Profile names
Profile metadata (via REST API)
Record type visibility settings
Default record type assignments

Validation Rules

We retrieve active validation rules for Lead, Opportunity, and Case objects:

Validation rule names and IDs
Active status
Error condition formulas
Error messages
Descriptions
Error display field information

Note: Only active validation rules are retrieved. Validation rules are queried via Tooling API and full metadata is retrieved for each rule.

REST API Endpoints

Describe Endpoints

We use Salesforce Describe API to retrieve field and relationship metadata:

Lead Describe

Retrieves comprehensive metadata about the Lead object:

All field definitions
Field types and properties
Picklist values
Lookup and master-detail relationships
Child relationships (related lists)

Opportunity Describe

Retrieves comprehensive metadata about the Opportunity object:

All field definitions
Field types and properties
Picklist values
Lookup and master-detail relationships
Child relationships (related lists)

Case Describe

Retrieves comprehensive metadata about the Case object:

All field definitions
Field types and properties
Picklist values
Lookup and master-detail relationships
Child relationships (related lists)

Custom Object Describe

For custom objects discovered through relationships:

Field definitions
Relationship information
Object metadata

Metadata Endpoints

Flow Metadata

For each active flow, we retrieve complete flow metadata:

Flow elements and structure
Variables and constants
Decision logic
Action configurations

Profile Metadata

For each profile, we retrieve complete profile metadata:

Record type visibility settings
Field-level permissions
Object permissions
Layout assignments

Limits API

We access organization limits information:

API call limits and usage
Data storage limits and usage
File storage limits and usage
Other organization limits

License Management Data

User Licenses

We retrieve user license information:

License types and names
Total licenses available
Used licenses count
License status

Note: UserLicense data may not be available in Developer/Sandbox editions.

Permission Set Licenses

We retrieve permission set license information:

License labels
Total licenses available
Used licenses count

User Data

For license analysis, we retrieve user information:

User names and emails
Profile associations
License associations
Last login dates
Active/inactive status
Limited to 10,000 users per query

Custom Object Discovery

Discovery Process

We discover custom objects through relationships with standard objects:

Field Analysis:
- Analyze Lead, Opportunity, and Case field definitions
- Identify lookup and master-detail fields pointing to custom objects
- Identify custom object relationships
Related List Analysis:
- Analyze child relationships on Lead, Opportunity, and Case
- Identify custom objects with related lists
- Track relationship names and labels
Layout Verification:
- Check if discovered custom objects appear in layouts
- Verify custom object usage in page layouts
Metadata Retrieval:
- Retrieve field and relationship metadata for discovered custom objects
- Understand custom object structure

Limitations

Performance: Heavy custom object querying is optimized for performance
Scope: Only custom objects related to Lead/Opportunity/Case are discovered
Layout Checking: Custom objects are verified against standard object layouts

Data Storage & Versioning

Versioned Snapshots

All metadata is stored in versioned snapshots in our database:

Purpose: Minimize Salesforce API calls and improve performance
Process: When you refresh, a new version is created with latest data
Usage: Application uses stored versions for display
Benefits:
- Reduced API usage
- Faster response times
- Historical tracking
- Offline capability

Data Retention

Versions: Stored indefinitely (per organization)
Field History: Limited by Salesforce retention (typically 18-24 months)
User Data: Stored for license analysis (refreshed on demand)

Objects Summary

Objects Accessed via SOQL

Object	Purpose	API Type
LeadStatus	Lead status definitions	Standard
OpportunityStage	Opportunity stage definitions	Standard
CaseStatus	Case status definitions	Standard
BusinessProcess	Business process definitions	Tooling
RecordType	Record type definitions	Tooling
Opportunity	Opportunity records (for counts)	Standard
Lead	Lead records (for counts)	Standard
FlowDefinition	Flow definitions	Tooling
ApexTrigger	Apex trigger definitions	Tooling
Layout	Layout definitions	Tooling
ProfileLayout	Profile-layout associations	Tooling
Profile	Profile definitions	Tooling
ValidationRule	Validation rule definitions	Tooling
User	User records (for counts and licenses)	Standard
LeadStatusHistory	Lead status change history	Standard
OpportunityFieldHistory	Opportunity stage change history	Standard
UserLicense	User license information	Standard
PermissionSetLicense	Permission set license information	Standard

Objects Accessed via REST API (Describe)

Object	Purpose
Lead	Field and relationship metadata
Opportunity	Field and relationship metadata
Case	Field and relationship metadata
Custom Objects	Field and relationship metadata (as discovered)
Flow	Flow metadata
Profile	Profile metadata
Limits	Organization limits

Data Access Patterns

Read-Only Operations

All data access is read-only:

No modifications to your Salesforce org
No data writes to Salesforce
Safe for production environments
No impact on your org's data or configuration

Query Optimization

We optimize data access to minimize API usage:

Aggregate Queries: Use GROUP BY for counts instead of retrieving individual records
Selective Queries: Only query active records and relevant objects
Versioned Caching: Store results to avoid repeated queries
Incremental Refresh: Only fetch new data when refreshing

Rate Limit Management

We respect Salesforce API rate limits:

Standard API: 15,000 calls per 24 hours (default)
Tooling API: 5,000 calls per 24 hours (default)
Progress Tracking: Show API usage during refresh operations
Error Handling: Gracefully handle rate limit errors

Data Privacy & Security

Data Isolation

Organization-Based: All data is isolated by organization
Security Rules: Organization-based security rules enforce data privacy
Multi-Tenant: Secure multi-tenant architecture

Token Security

OAuth Tokens: Stored securely with organization-based access control
Automatic Refresh: Automatic token refresh when tokens expire
Secure Storage: Tokens encrypted and protected

Compliance

Read-Only: No modifications to your Salesforce org
Audit Trail: All data access is logged
Data Retention: Clear data retention policies
GDPR Compliant: Follows data protection best practices

Field History Tracking Requirements

Required Setup

For lifecycle analytics to work, Field History Tracking must be enabled on:

Lead Object: Status field
Opportunity Object: StageName field

Setup Steps

Navigate to Object Manager → Lead (or Opportunity)
Click Fields & Relationships
Find the Status (Lead) or StageName (Opportunity) field
Click Set History Tracking
Enable history tracking
Save

Data Retention

Retention Period: Typically 18-24 months (varies by Salesforce edition)
Limitations: Historical data beyond retention period is not available
Query Limits: Limited to most recent 25,000 records per analysis

API Usage Summary

Standard API Usage

Used for:

Lead/Opportunity/Case status and stage queries
Record count queries (aggregate data)
Field history queries
User and license queries
Describe endpoints

Tooling API Usage

Used for:

Business process metadata
Record type definitions
Flow definitions and metadata
Apex trigger definitions
Layout definitions
Profile metadata
Validation rule definitions and metadata

Rate Limits

Standard API: 15,000 calls per 24 hours (default)
Tooling API: 5,000 calls per 24 hours (default)