Groove Automated Actions: Transfer to New User by Lookup Field

This feature allows owner reassignment based on any Salesforce user lookup field, not just the standard contact or lead owner fields. This allows organizations that use custom user reference fields for ownership tracking on standard Salesforce objects to leverage automated ownership transfers and align automation with their specific ownership structures.

Use Cases

• Organizations that utilize custom user lookup fields to indicate ownership or responsibility (besides OwnerId) can now automate transfer of responsibilities using AA when those fields change.

• When specific user lookup fields, such as territory manager or account executive, are updated on a contact, lead, or other standard object, the linked flow participants can be automatically reassigned to the new user.

• Automates critical workflow steps when ownership is indicated by custom fields, supporting more complex and varied enterprise requirements.

User Set Up Instructions

1. Navigate to Master Flows and select the Automated Action (AA) you want to reassign.

2. In the “on sfdc update” trigger configuration, select any field of type user lookup (contact or lead) (Make sure it's not the Account based OwnerID). If your org uses alternative ownership fields (e.g., Territory Manager, Account Executive), they should be configured to be available in the picker and trigger logic once the SFDC sync occurs.

3. Available user lookup fields:

   1. Contact: user lookup fields

      • OwnerId record owner

      • CreatedById : the user who created the record

      • LastModifiedById : the user who last modified the record

   2. Lead : user lookup fields

      • OwnerId : record owner

      • CreatedById : the user who created the record

      • LastModifiedById : the user who last modified the record

• Configure the AA to transfer qualifying flow participants when the selected user lookup field changes.

• Ensure that the intended assignee (the new value in the user lookup field) is already shared on the flow; otherwise, the AA will fail and this event will be logged in the Flow History table.

• Save and activate the AA configuration.

Once Enabled:

• The Salesforce sync process checks organizational Salesforce metadata for user reference fields, enabling selection of any user lookup field for the AA trigger.

• When a change to the selected user lookup field is detected (lead or contact), the AA attempts to transfer flow participants to the newly assigned user.

• If the new user does not already have shared access to the flow, then the AA fails; this failure is recorded in flow history.