Groove Flow FAQs
What is a Groove Flow?
A Groove Flow is an automated multi-step, multi-channel sales campaign enabling personalized interactions with customers and prospects at scale.
Can I use an email alias when sending Flow emails?
This feature is only available for Gmail customers.
To configure this, you would need to do the following:
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Go to Settings
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Add an email alias:
How do I delete or archive a Flow?
- To archive a Flow, click the 3 vertical dots at the top right of the Flow that you want to archive. To delete a Flow, you'll need to click on the name of the Flow that you want to delete first. Then, you can click the 3 vertical dots in the top right (you can also archive a Flow here).
| In Flows Table | In a Specific Flow |
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4. Select Archive Flow or Delete Flow according to your wishes.
3. If you delete a Flow you will not be able to recover it and it will be gone forever.
4. If you archive a Flow you can access it by selecting the following option on the Flow Page:
What happens when a Flow is archived?
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The Flow status changes from Active → Archived.
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All active Flow participants are removed from the Flow with an exit reason “Flow is Archived.”
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Archived Flows can no longer have new people added to them.
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Archived Flows can no longer be edited.
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A Flow History record is added to the History tab. This will show the date/time that the Flow was archived.
Note: If you reactivate an archived Flow, it will be active with all previous settings and configurations. However, if the previously active people will not be reactivated.
How do I add an unsubscribe link to my Flow emails?
To add an unsubscribe link to your Flow emails, all you need to do is add the merge field {!Unsubscribe.Text you want to appear on the link}
Then, when customers click this link, the Email Opt-out field in Salesforce will be automatically checked.
You can also add the Default Unsubscribe Footer from the Settings Tab on the Flow Page:
How do I use custom phone fields in Call Steps?
If your Salesforce org has fields other than Phone, Mobile Phone, etc. and you would like to have access to those other numbers in your Groove Flow call steps, you can do the following:
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Create a Call template with those additional phone fields added as merge fields. For example, if you had the custom formula field Account_Phone__c on the Contact object, you would add {!Contact.Account_Phone__c} to your call template.
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Use this newly created call template in all of the Call steps where you want to use these additional numbers.
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Do the following to add the numbers to the call step table:
How do I know if an email was sent from a Flow in Salesforce?
Groove creates Task records in Salesforce for each email that is synced from your Inbox or sent from Flow. If you'd like to know if an email was sent from a Flow, you'd need to create a new activity custom field in SFDC by doing the following:
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Go to Setup | Activity Custom Fields in SFDC
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Click 'New' to create a new field
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Select 'Checkbox' as the type
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Set the Field Label to 'Groove sent from flow'
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Ensure the Field Name is 'groove_sent_from_flow'
Once you have created this custom checkbox field, Groove will indicate Task records to represent a sent Flow email by checking that box. All other emails won't have that box checked.
How can I be notified when Flow tasks are due?
If you would like to receive a daily digest letting you know which Flows have due tasks, you can do that by making sure” Send me a Daily Digest Emails” is turned on from this page:
Once the above is turned on, you'll receive an email every morning from Groove letting you know which Flows have tasks due!
Note: If you aren't seeing those emails in your inbox, you may want to check your spam filter or make sure it's not going to a different folder. You should add grooveengine@grooveapp.com to the allowlist if you want to ensure these emails are delivered to your inbox.
How do I cancel a scheduled email from sending?
If you would like to cancel an email you previously scheduled to send from a Flow, you'll need to do the following (Note: any customizations you made to this email will be lost once you cancel it):
1. From Flows, click the Flow you scheduled the email from
2. Click the People Tab and go to the Outbox
3. Select the people you want to cancel the scheduled send for
4. Click Cancel at the top:
5. Click Confirm in the pop up.
6. Then, the people will be put back in the flow in the Due Tab:
How do I create LinkedIn Sales Navigator steps?
Note: The below requires you to have a LinkedIn Sales Navigator team or individual license.
Here's how you can add LinkedIn Sales Navigator steps to your Flows:
1. From Flows, open one of your Flows
2. Click 'New Step'
3. Choose the day you want the step to be on
4. Change the type to one of the following:
Can I CC people on Flow emails?
Yes, you can CC (or BCC) someone by clicking CC from within an Action:
Once someone is CC'd they will also automatically be CC'd on any other manual emails within that same Flow.
Note: Currently the people you CC in email steps will not be included on any auto email steps. We do not recommend using auto email steps if you need CCs to persist across your Flow emails.
