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Automatically Import People to Your Flows

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Automatically Import People to Your Flows

Groove can automatically add new contacts and leads to your flows for you based on some criteria that you choose. This way, you don't need to keep looking for the right folks to add; they'll simply keep getting added so that you can get right to work!

Note: By default, Groove scans your Salesforce org for new leads or contacts every 3 hours and triggers an auto-import if matches are found.

This import can be setup by your Salesforce admin to take place instantaneously as described here.

 


 

Option A: Auto-import via Saved Search

  1. Save the Search, and close the 'Add People' screen.
  2. Navigate to the Settings section of your flow, and click '+ Auto-Import People'.
  3. Choose 'Import via Saved Search' and select the Saved Search from Step 1.
  4. Click 'Save'

Now Groove will automatically import the people who meet the Saved Search criteria to your flow. 3 hours later (or instantaneously if you have Real-Time Auto Import set up), Groove will automatically import any new people who meet the Saved Search criteria.

 

Option B: Auto-import via SFDC Report

  1. In SFDC, create a report including your desired filters to find the people you'd like to import to your flow.
  2. In Groove, navigate to the Settings section of your flow, and click '+ Auto-Import People'.
  3. Choose 'Import via SFDC Report', select the folder your report is in, and select the report you'd like Groove to scan.
  4. Click 'Save'.

Now Groove will automatically import the people who are on the report to your flow 3 hours later (or instantaneously if you have Real-Time Auto Import set up), Groove will automatically import any new people who are on the report.

 


Auto-Assign Owner (Master Flows Only)

These options look at the designated owner or field from your Salesforce report and assigns the imported person to the corresponding user.

 


Real-Time Auto Import with Salesforce Flows

Required Managed Package: Managed Package version 9.136 or higher is required to use Salesforce Flows for real-time auto import.

If you have Managed Package version 9.135 or lower, please use the legacy Workflow Rules for real-time auto import.

By default, Groove scans your Salesforce org for new leads or contacts every 3 hours and triggers an auto-import if matches are found. However, your Salesforce admin can configure Groove to auto-import leads in real-time via the “Salesforce Flow”. The “Salesforce Flow” triggers Groove to run an import in all auto-import enabled flows. This means as soon as a lead or contact in Salesforce matches your auto-import criteria, it will be added to the Flow(s) instantly. It is critical to ensure that the contact/lead records are present in the reports/saved searches powering these imports. In order to set up the “Salesforce Flow,” follow the directions below.

NOTE: Salesforce is deprecating Workflow Rules and Process Builder in favor of Salesforce Flows by the end of 2022. While existing Workflow Rules can still be used, Salesforce recommends switching to Salesforce Flows for "a more robust and sustainable future." Go here for more details.

Real-Time Auto Import with Salesforce Flows (For Newly Created Leads/Contacts)

IMPORTANT: Workflow Rules MUST be disabled before enabling the automation Flows. 

  1. Follow the steps above in order to set up an auto import rule to your Flow
  2. In Salesforce click Setup | Platform Tools | Process Automation | Flows
  3. For auto-import of contacts find the “Salesforce Flow” named "Notify Groove on Contact Created Flow" or for leads find "Notify Groove on Lead Created Flow".
  4. Click the appropriate “Salesforce Flow”
  5. Once inside the “Salesforce Flow”, click the "Activate" button

 

 

 

Notice that these build in “Salesforce Flow” will trigger a potential auto-import each time a new contact or lead is created; the configuration above does not apply to existing leads or contacts. In case the lead/contact record does not match any of your auto-import criteria upon creation but it is later updated to meet the auto-import criteria, the lead/contact will still be auto imported - but up to 3 hours after it was updated.

Real-Time Auto Import with Salesforce Flows (For Existing Leads/Contacts)

In order to use Real-Time Auto Import for existing leads or contacts, you'd need to have a very similar “Salesforce Flow” to the one above trigger based off of a field update in SFDC. The “Salesforce Flow” triggers Groove to run an import in all auto-import enabled flows. It is critical to ensure that the contact/lead records are present in the reports/saved searches powering these imports. In order to set up the “Salesforce Flow”, follow the directions below.

  1. Follow the steps above in order to set up an auto import rule to your Flow
  2. In Salesforce click Setup | Platform Tools | Process Automation | Flows
  3. Click into the “Salesforce Flow” called 'Notify Groove on Contact Created Flow' (or 'Notify Groove on Lead Created Flow' for leads)
  4. Click Save As

 

5. Provide the "Flow Label" and "Flow API Name"

6. Click Save

7. Click on Start to expand it

8. Click Edit

 

Formula: set to criteria that would add the Contact/Lead to Grove Flows

The example below will make the Salesforce Rule trigger when a Salutation is changed to 'Mr.'; you can set the Conditional Requirements to fire based off of a different field that your team finds more relevant.

 

 

9. Click on "Check Syntax" button to make sure that the formula is written correctly

10. Click "Done" button when done

11. Click on Activate button

 


Deactivating Workflow Rules

To avoid unexpected importing behavior when switching over to use "Salesforce Flows", the corresponding Workflow Rules must be deactivated before activating the "Salesforce Flows". The directions below will show you how to deactivate Workflow Rules:

  1. In Salesforce click Setup | Process Automation | Workflow Rules

  2. Find the Workflow Rule(s) that need to be deactivated

    • If you want to activate the "Salesforce Flow" for auto-importing contacts, the Workflow Rule that needs to be deactivated is Notify Groove on Contact Created (Managed)

    • If you want to activate the "Salesforce Flow" for auto-importing leads, the Workflow Rule that needs to be deactivated is Notify Groove on Lead Created (Managed)

       

       

       

  3. Click on Deactivate for the selected Workflow Rule


 

Real-Time Auto Import using Legacy Workflow Rules (For Newly Created Leads/Contacts)

NOTE: Salesforce is deprecating Workflow Rules and Process Builder in favor of Salesforce Flows by the end of 2022. While existing Workflow Rules can still be used, Salesforce recommends switching to Salesforce Flows for "a more robust and sustainable future." Go here for more details.

 

For instructions on how to use the Salesforce Flows for Real-Time Auto Import, please go to here.

 

By default, Groove scans your Salesforce org for new leads or contacts every 3 hours and triggers an auto-import if matches are found. However, your Salesforce admin can configure Groove to auto-import leads in real-time via a workflow rule. The workflow rule triggers Groove to run an import in all auto-import enabled flows. This means as soon as a lead or contact in Salesforce matches your auto-import criteria, it will be added to the Flow(s) instantly. It is critical to ensure that the contact/lead records are present in the reports/saved searches powering these imports. In order to set up the workflow rule, follow the directions below.

 

  1. Follow the steps above in order to set up an auto import rule to your Flow

  2. In Salesforce click Setup | Workflow & Approval | Workflow Rules

  3. For an auto-import of contacts find the workflow rule named "Notify Groove on Contact Created (Managed)" or for leads find "Notify Groove on Lead Created (Managed)".

  4. Click the button "Activate"

     

     

  5. Click on the outbound message item "Notify Groove (Managed)

     

     

  6. In the details view of the outbound message click Edit

     

  7. IMPORTANT: The user lookup field "User to send as" will probably contain the pseudo user "Groove". Find a real user - ideally a user that will never be disabled and click Save.

 
 
 

 

Notice that these build in workflow rules will trigger a potential auto-import each time a new contact or lead is created; the configuration above does not apply to existing leads or contacts. In case the lead/contact record is does not match any of your auto-import criteria upon creation but it is later updated to meet the auto-import criteria, the lead/contact will still be auto imported - but up to 3 hours after it was updated.

 

Real-Time Auto Import using Legacy Workflow Rules (For Existing Leads/Contacts)

In order to use Real-Time Auto Import for existing leads or contacts, you'd need to have a very similar Workflow Rule to the one above trigger based off of a field update in SFDC. The workflow rule triggers Groove to run an import in all auto-import enabled flows. It is critical to ensure that the contact/lead records are present in the reports/saved searches powering these imports. In order to set up the workflow rule, follow the directions below.

 

  1. Follow the steps above in order to set up an auto import rule to your Flow

  2. In Salesforce click Setup | Workflow & Approval | Workflow Rules

  3. Click into the Workflow Rule called 'Notify Groove on Contact Created (Managed)'

  4. Click on the Workflow Action 'Notify Groove (Managed)'

 

5. Clone the Workflow Action, and name it 'Notify Groove (clone)'; ensure that the 'User to send as' field is set to a real SFDC user on your team. We'll need this cloned Workflow Action a bit later in the process.

 

 

 

6. Go back to All Workflow Rules, and create a new one (for the Contact object and/or the Lead object).

 

  • Evaluation Criteria: Evaluate the rule when a record is created, and every time it's edited

  • Rule Criteria: when the formula evaluates to true. The example below will make the Workflow Rule trigger when a Lead Status is changed to 'Working'; you can set the Rule Criteria to fire based off of a different field that your team finds more relevant.

  • Immediate Workflow Actions: add in the cloned Workflow Action from step 5

     

 

 

7. Activate the Workflow Rule

 
 

 

And that's it! 

TitleAutomatically Import People to Your Flows
URL NameAutomatically-Import-People-to-Your-Flows

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