When to Use Lookup Helper Versus Flows or Apex Code

Updated on 8-22-22 to compare Lookup Helper to Flows instead of Process Builder.

What is a Lookup?

Salesforce lookup fields are used to relate different records to each other. They're great for showing relevant data all in the same place, but lookup fields need to be manually set each time by your users, which might be time consuming for them to maintain. There are a few free and paid alternatives that can extend this functionality even further by allowing the admin to automatically configure the population of the Standard lookup fields.

Lookup Helper

Lookup Helper is on the AppExchange. Lookup Helper Free Edition provides the capability to have two lookup population settings for free. It can leverage the standard Salesforce related lists and lookup hover-over capabilities. 

Unique Strengths:

• Populates fields using a pre-defined setting so it doesn't have to be manually set every time.
• We offer email and live chat support, and strive to answer all questions within 48 business hours. Whereas you will need to debug and test your own custom development.
• Designed specifically to enhance standard lookup functionality

Weaknesses:

• This app only handles lookups. You will need to use other tools for other business processes, instead of doing multiple tasks from one app. 

Flows

Flows may be your first thought for lookups because it is free and included with Salesforce. While the settings are not too difficult to maintain individually, it is more complicated to maintain multiple processes in Flow than it is in Lookup Helper.

Unique Strengths:

• Flow is customizable.  Users who are good at using flows will be able to perform a variety of actions.
• Flow maintains a version history, so if there is an issue with the latest version it is easy to revert the flow to a previous iteration.   

Weaknesses:

• General flow limits and per-transaction flow limits.

Apex Code

This refers to any Apex code, such as triggers or classes. 

Unique Strengths:

• Custom code will likely be more specialized to your environment than an app would be. This allows for customizations such as unique business rules, or only running for certain record types that you would like the lookup populated on. 

Weaknesses:

• Bulkification and scalability are not likely to be considered when developing custom triggers and classes.  The dependability and effectiveness of these solutions will also vary depending on the competency of the person developing it. 
• With custom code, if any changes need to be made to the lookup, it will require updating the code. This will take longer than simply updating a declarative setting and may cost additional funds in order to make the change.

Comparisons

In short, Lookup Helper is "Best in Class" and will be the best way to utilize lookups for most common use cases. However, automating the population of lookup fields and the creation of category records are the primary function of the app. On the other hand, Flow and Apex Coding are more "jack-of-all-trades," so lookups are not as simple to maintain, but you can create more complex business processes at the same time.