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Groove Flow Import Rules - Activation and Block

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12/17/2024, 12:05 AM
12/17/2024, 12:05 AM
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Groove Flow Import Rules: Activation and Block

 

Flow Import Rules allows you to create rules that determine which records can't be imported into a Flow. These parameters can be set at the Flow or global levels using Salesforce Fields.

 

Flow Level Import Rules

Import Activation Rules

Enabling the activation queue on a Flow can help manage the amount of work that becomes active in a Flow in a given time period. This can either be set up to automatically activate on a specific time cadence, or you can have the user activate specific records manually.

 

To enable Activation Queue:

 

  1. Go to Flows and open the Flow you want to enable activation for
  2. Go to the Settings Tab at the top of the Flow
  3. In the left nav, go to Activation Queue
  4. Set your Activation settings. The queue will be off by default on any existing or new flows created but can be turned on as needed.

 

 

 

If you select Manual Activation

The people added to a Flow will always go to the Queue section (see below) when added. To activate a Flow for a given user, you must manually move them to step one. 

 

 

If you select Automatic Activation

People automatically move to the first step of a Flow. Users won't be able to decide which records get moved from the Queue into the first step of a Flow. This will be determined on a first-in, first-out basis.

 

When Automatic activation is set, the Flow owner can choose whether or not to limit the number of records on an account or domain basis:

 

  • Account Basis: Use the account ID from Salesforce to determine the uniqueness.
  • Domain Basis: Uses the domain from the contact/lead records from salesforce to determine uniqueness. This means that someone could be a part of different accounts (parent/child) but have the same domain, and be limited by this rule.
 

Block Import of Records into Flows

 Applying Flow 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 Import rules

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

 

 

Here's what each setting means:  

 

  • 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: Please choose whether or not the rule should match all of the criteria or any of the criteria.
  • 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
  • Select Criteria: All criteria are set using fields on Standard Objects in Salesforce.

 


After you save your rule, you must enable it to make it active:

 

 

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 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 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. 

  • First Select the field that you want to use

  • Then select the operator

  • Finally set the value of that field.

 

5. Click Save.

 

6. The Rule is not active until it is enabled

 

 

What happens when users try to import something that's been blocked?

When users break an import rule, they won't be able to import into the Flow and they'll see a message like this: 

 

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

 
Groove Flow Import Rules - Activation and Block
Flow-Import-Rules-Activation-and-Block-Beta
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