Deploying Groove at Scale

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Deploying Groove at Scale


Groove's integration with Salesforce helps you manage your entire organization very efficiently by helping you automatically set up existing members or new reps joining your team.


Through our managed package, you're able to automatically assign each type of Groove license, automatically add users to Groove

 teams, and more.


Automatically Assigning Groove Licenses to Your Users


Using some of the tools in Salesforce allows you to assign Groove licenses to your users quickly and automatically. Groove's managed package contains an Apex class that can be called to assign Groove licenses to your users automatically.


Follow the instructions here to automatically assign licenses to your users by creating a flow automation.


If not, please follow the instructions to assign licenses automatically using a process builder. Reminder: Salesforce will maintain support for existing process builders but will not allow new ones to be created starting in Winter 2023.


Batch Assigning Groove Licenses


The same apex class can also batch-assign Groove licenses from the developer console on a one-off basis. Here is an example SOQL script you can run:


The SOQL query can be adjusted to whichever group of users you want to assign licenses to.


Automatically Unassigning Groove Licenses


Similar to how we can automatically assign Groove licenses, we can set up an automation to remove Groove licenses automatically when specific user criteria are met.


Follow the instructions here to remove user licenses automatically using flow automation.


If not, please follow the instructions to remove licenses automatically using a process builder. Reminder: Salesforce will maintain support for existing process builders but will not allow new ones to be created starting in Winter 2023.



Extracting a List of All Users with a Groove License


Even though Salesforce currently doesn't support reports on license assignments to managed packages, you can query such data using SOQL. This query will return a list of all users in your org that have a Groove license assigned to:


SELECT Id, Name, Email
    SELECT UserId FROM UserPackageLicense
    WHERE (PackageLicense.NamespacePrefix = 'DaScoopComposer')


Automatically Assigning a Groove Team


You can also add your users to Groove Teams. This is useful for reporting, sharing templates and flows, collaboration, and permissions in Groove.

You can have Groove automatically assign users to a team based on signals in Salesforce. To do so, you will first need to create a Groove team on this page if you do not have teams set up yet.


You may want to assign users to a specific Groove team based on their Salesforce profile or Salesforce role. All you have to do is populate the field "Default Groove Team" on the user object in Salesforce with the name of a Groove team you want the user to belong to. You could do so using a Workflow/Field Update, a Trigger, or a Process Builder Flow - implementing any assignment logic. 


The API name of that field is User.DaScoopComposer__Default_Groove_Team__c .

Groove checks these fields every 24 hours. If your Groove org contains a team with the same name as what it finds in that field for a specific user, it assigns that user to that Groove team. 




  • You should also ensure that your user profile(s) have Visible access to the DaScoopComposer__Default_Groove_Team__c field in 'Field Level Security': 

  • If you add a team name for a user on one day, Groove will add that person to the team over the following 24 hours. After that, you can replace this field value with another team for Groove to add that user to another team; Groove does not override their team assignment from this field but instead adds them to a team based on that field.

Screenshot 2024-01-17 at 2.07.04 PM.png

Deploying the Groove Outlook Add-in to Your Users


Microsoft 365 admins can automatically deploy the Groove Outlook Add-in to users from the Admin Portal so that it's easier to manage onboarding for a large set of users or new users coming onboard:


  1. Click into the Integrated Apps section of the Admin Portal

  2. Click 'Get apps.'

  3. Search for Groove, and select the following item


    Screenshot 2024-01-17 at 2.08.35 PM.png


    4. Choose 'Entire organization' or 'Specific users/groups' depending on who you would like to deploy Groove for:


    Screenshot 2024-01-17 at 2.09.38 PM.png

5. Accept the permissions, then click 'Finish Deployment.'


Pre-Installing the Groove Chrome Extension for Gmail for Your Users


Google Apps admins can automatically deploy Chrome extensions to their users. Note: this only works if a user "Log in to Chrome." Follow the instructions in the Google Help Center.


In a Windows environment, Chrome can also enforce the installation of the Groove Chrome extension. Follow these instructions.


When a user first signs up to Groove, a distinct meeting scheduler link is assigned to the user.

E.g., where sean-829 is an automatically assigned meeting scheduler user ID.


There are use cases where you would want to know a user's meeting scheduler link in advance. So, instead of using the meeting scheduler user ID, you can also use the user's Salesforce ID.

E.g., where 0050V000006iYER is the user's 15-digit Salesforce user ID.


You could create a formula field "meeting_scheduler__c" on the user object containing this formula

"" & Id


That way, you can later create a template with a signature like this.


Book a meeting with me: {!user.meeting_scheduler__c}


Groove will merge these fields with the user's name and the meeting scheduler link.

TitleDeploying Groove at Scale
URL NameDeploying-Groove-at-Scale

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