Groove Flow Import Rules: Activation and Block

1. What is the Activation Queue (and What It's NOT)

At its heart, the Activation Queue is like a smart holding area for your contacts. When you import a large list, instead of all of them flooding your Flow at once, they wait in this queue. You can then set a daily limit for how many contacts move from the queue into the first step of your Flow.

The Updated Behavior: The Activation Queue has been updated to be more reliable and predictable. The Activation Queue now behaves as follows:

• Auto-Activation on Schedule: For Flows with Automatic Activation enabled, contacts will now only be activated at the scheduled cadence (daily, weekly, or monthly). This prevents unexpected over-sending.

• User Capacity-Based Activation: The Activation Queue will determine how many contacts to activate for each user by checking their current capacity. It calculates this by checking the number of people already in the first step from the queue's activation limit. For example, if your limit is 100 contacts and you already have 20 in the first step, the Activation Queue will only activate 80 new contacts.

2. The "Auto-Send" and “Constant Import” Issues (now resolved)

Previously, some users run into unintended over-sending because the Activation Queue would immediately activate new contacts whenever a new import (auto import or other type of import) occurred. This became an issue when paired with auto-send first steps, which would continuously create space in the first step, causing it to act like a “leaky bucket” which was constantly draining.

Resolution: The queue will only auto-activate on the cadence the user sets in the Activation Queue settings page (daily/ monthly/weekly). Users no longer need to worry about frequent imports or auto-send steps causing the activation queue to over-activate contacts.

3. Best Practices for a Smooth Activation Queue

While the Activation Queue is now more predictable, following these best practices will help you get the most out of the Activation Queue:

• Rule #1: Manual First Steps are Highly Recommended!

  • Why: While not necessary to prevent over-sending, using a manual first step gives you better control. Contacts will "wait" in that step until you act, allowing you to review them before they proceed. This gives you a better sense of control over your outreach.

  • Examples of Manual First Steps: A manual email step, a task assignment step, or any step that requires you to click "complete" or "send."

• Rule #2: Import Once, Then Let It Flow.

  • Advise: The queue is designed to manage a large, one-time import over a set period. Import your entire contact list in one go.

  • Benefit: The Activation Queue will take it from there, automatically activating the correct number of contacts on the specified cadence until the entire list has been processed.

• Rule #3: Understand the Activation Cadence.

  • How it Works: The primary activation from the queue now happens strictly once on your set schedule. You can set this to be daily, weekly, or monthly.

  • Your Action: Come in on the day of the activation, process the contacts that have been activated, and then wait for the next scheduled activation. This also applies to any auto imports like CSV imports. If you import people into the flow AND you have the activation queue with Auto Activation, the people will NOT get imported into the queue immediately, and will only get imported at the NEXT activation cycle that you have set.

• Rule #4: Activation Queue is NOT Email Throttling.

  • Email Throttling: This is a separate safety feature that slows down email sending to prevent you from hitting limits set by email providers (like Microsoft or Google). It makes your sending look more "human."

  • Clarification: Email throttling is not designed to be the primary way you limit contacts entering your Flow. The Activation Queue is the dedicated tool for this.

Block Import of Records into Flows 

Applying Flow Block Import Rules at the flow level can help you be more specific and granular in how you block contacts from entering a flow. For example, if you have a flow that is only for unworked leads, you can set a rule at the flow level to block any leads where the Lead > Status = Working.   

To apply Flow Level Flow Block Import rules 

1. Go to Flows and open the Flow you want to apply Flow Block Import rules to. 

2. Go to Flow Settings tab at the top, then click Add A Rule (see screenshot above). 

3. Set up your rule, and click Save.

Note: The result of every rule will be to block import into the Flow.

Global Block Import Rules

Note: Only admin can create Global Block Import Rules. Only block rules are available globally. You will not find Activation settings available in Manage My Org.   

Global rules will apply to every flow created in your organization. To apply rules more granularly please see how to set Flow Block Import Rules at the flow level.  

To set Global Block Import Rules:  

1. Go to Manage My Org > Flow Settings
2. Click the ">" next to "global block import rules enabled/disabled"

 

 3. Click "Add A Rule"

Note: If this button doesn't allow you to click, refresh your page and try again!

4. Then complete the required information to create a rule: 

Note: The result of every rule will be to block import into the Flow.  

Name: This name will be used to display to users why a particular lead or contact cannot be added to a flow. Please use a Name that is descriptive, but concise.

Match Criteria: Choose whether or not the rule should match all of the criteria set or any.

All: Every criterion needs to be met in order to block a record from being imported

Any: Only one of the criteria needs to be met in order to block a record from being imported. 

Select Criteria: All criteria are set using fields on Standard Objects in Salesforce. 

1. First Select the field that you want to use 

2. Then select the operator 

3. Finally set the value of that field.   

5. Click Save.  

6. The Rule is not active until it is enabled

Import Blocked - This person cannot be added due to the following rule: Exclude Contacted Leads