Groove Flow Collections

Flow Collections allows you to group related Flows into a Collection. Collections apply common settings like automated actions and sharing rules. This reduces the time and effort required to manage individual Flows.

Key capabilities of Flow Collections include:

• Efficient Content Management: Organize related Flows into a single collection, enabling centralized management of settings and actions.

• Inherited Settings: When a new Flow is added to a Collection, it automatically inherits the Collection’s predefined settings, including sharing permissions and automated actions. This ensures consistency and reduces the need for manual configuration.

• Automated Actions: Apply pre-configured automated actions to all Flows within the Collection, ensuring that workflows follow consistent rules and trigger the necessary actions without additional setup.

• Flexible Sharing: Easily share Collections with specific users or entire teams, granting access to the relevant flows and enabling collaboration across departments or workgroups.

Use Cases

Sales User

1. Sharing Lead Follow-up Sequences with Peers: A Sales User can create a collection of Flows for lead follow-up, which include automated email actions and call reminders. By grouping them into a collection, they can easily share the collection with other sales reps to ensure everyone is following the same communication process. Any updates to the content in the Collection will be reflected across all Flows in the Collection, keeping the team aligned.

2. Organizing their Flows into different use cases: Collections has an added benefit of aiding in organization, individual users if granted permission can create their own Collections to stay organized.

Sales Manager

1. Distributing Standardized Sales Processes: A Sales Manager can create a collection of standardized sales process Flows (e.g., deal qualification, closing Workflows) that include specific automated actions like deal stage updates or reporting triggers. They can then share this collection with the entire sales team, ensuring that all sales reps follow the same process. Any new sales-related Flows added will automatically use the same settings, maintaining consistency across the team.

2. Sharing Training & Onboarding Workflows with New Hires: For onboarding new sales reps, a Sales Manager can create a collection of training Flows that include product knowledge checks and CRM tool setup steps. This collection can be shared with all new hires, ensuring they receive the same set of onboarding tasks. Any updates to training materials are automatically applied across the collection for future hires.

Operations Manager/Admin

1. Managing Cross-Departmental Workflow Automations: The Operations Manager can create a collection of cross-departmental Workflow automations (e.g., hand-offs from sales to customer success or operations). By grouping these Workflows in a collection, they can ensure consistency in the hand-off process, applying automated actions like updates to Salesforce. Sharing this collection with various teams ensures that updates apply across all departments.

2. Applying Compliance & Approval Flows Across Teams: The Operations Admin can create a collection of compliant Flows used across different teams. Any new Flow created by a team can inherit the same compliance rules, ensuring adherence to company-wide standards and simplifying oversight of approvals across multiple departments.

Admin Set Up Instructions

Here's how Admin can enable this feature.

In Manage My Org Admins can manage viewing and editing rights for Flows and Template related functionality. In order to create collections a user must be granted permission to do so in the Flows and Actions > Flow Permissions section. The viewing of Collections will be determined explicitly by the sharing of that collection.

How To Use Collections

A couple of definitions relevant to these instructions: 

• Flow: A sequence of steps designed to streamline customer or prospect touches ensuring consistent execution of tasks and workflows.
• Collection: A group of related Flows that share common settings and automated actions, allowing for easier management, sharing, and application of rules across multiple Flows. A Flow can only be a part of a single collection, but is not required to belong to a Collection and can standalone on its own.

The Flows Module shows Flows and Collections (below). The Flows tab lists all of Flows that a user has access to and can be filtered down as needed — this tab shows both Flows that belong to a Collection and those that do not. The Collections tab lists only the Collections a user can access.

Flows that have a Collection name above the Flow name belong to a Collection:

How To Create a Collection

Note: Only roles granted permission to create Collections will be allowed to do so. Please see the admin set up instructions above.

1. Go to Flows Page. Click New > Collection (top right).
2. Name your Collection and click Create. 
3. Under the Name textbox, you can display additional Collection settings and configure those during creation, or come back and configure settings once the Collection is already created. Once expanded the user can input a description, add labels, and automated actions.

You can share a Collection from the Collection Tab (shown below). Or, you can share directly from a Collection by clicking into the Collection and clicking Share at the top right.

After you click Share, you'll decide which users to share with. You can choose entire teams on the left side or narrow down to specific teammates in the center: 

To Add a Flow to a Collection

1. Go to Flows and click the menu > Move

2. Then, choose the collection you want to add to

You can also add Flows directly from the Collection page. Just click Add (top right) or Add Flow (center). After that, you'll choose whether you want to add an existing Flow or create a new one. Check out this article for more on creating a Flow.

About Collection View/Edit Permissions

• A user can only add Flows to a Collection if they have edit rights to the Collection and the Flow they are trying to add.
• Visibility to a Collection means that the user can see the Collection in the Collection tab and the flows within it.
• Edit rights to a Collection means that the user can edit sharing and relevant settings for the Collection.
• Visibility for the Flows in a Collection means that the user will be able to view but not edit unless granted edit access.
• Edit access will allow the user to add steps, adjust settings, and make overall changes to any Flow within the Collection.More granular sharing and edit access can be granted at the individual Flow level if the Collection owner doesn’t want to grant edit access to all Flows
• Any new Flow added to the Collection will automatically be shared with the same users/teams outlined in the Collection.