Why We Use Custom Metadata to Simplify Flows

June 18, 2025

If you’ve ever had to update a flow because a picklist value changed or a rule shifted, you already know the pain of hardcoded logic.

Example:

• Sales adds a new Lead Source value.
• A flow breaks because a Decision element was checking for exact text.
• You spend the afternoon updating multiple branches just to keep the automation running.

That’s the hidden cost of hardcoding.

The Case for Custom Metadata Types

One of our favorite ways to reduce that friction is using Custom Metadata Types (CMDT) to drive logic in flows.

Instead of multiple Decision elements tied to static values, we set up metadata records that map inputs to outcomes — things like categories, priorities, or assignment rules.

Then in the flow, we simply Get Records from that metadata type to determine the right path forward.

Example: Assignment by Priority

Let’s say you want Cases with different priorities to route differently.
The hardcoded version might look like this:

// In a flow Decision element
IF Priority = "High" → Assign to Escalation Queue
IF Priority = "Medium" → Assign to Support Queue
IF Priority = "Low" → Assign to Triage Queue

The CMDT-driven version replaces all that branching with a single lookup:

1. Custom Metadata Type: Case_Routing__mdt
   • Fields: Priority__c, Queue__c
   • Records:
     • High → Escalation Queue
     • Medium → Support Queue
     • Low → Triage Queue
2. Flow:
   • Get Records: Case_Routing__mdt where Priority__c = {!Case.Priority}
   • Assignment: Route to the Queue__c returned

Now, when business changes? You just add or update a metadata record — no flow edit required.

Benefits

• Admins can change behavior without modifying the flow
  No need to open Flow Builder for every new picklist value or rule.
• Logic stays readable, reusable, and scalable
  A single Get Records replaces a tangle of Decision branches.
• No more chasing down every branch when something changes
  All the logic lives in one metadata table, not scattered across flows.

Pro Tips

• Pair with Permission Sets so only admins can update metadata.
• Document your metadata model — if someone adds a record later, they should understand how it impacts flows.
• Think reusability — the same metadata type can be referenced in multiple flows or even Apex.

Key Takeaway

Metadata-driven automation doesn’t just simplify updates — it helps you build smarter, more resilient flows from the start.
The next time you’re tempted to hardcode a value in a Decision element, pause and ask: Should this live in Custom Metadata instead?