Recipes for Automating Chatter Group Administration

Final Up to date on October 31, 2022 by Rakesh Gupta

Large Concept or Enduring Query:

• Tips on how to use record-triggered circulate to automate frequent chatter group administration works to enhance productiveness? 

Targets:

Chatter Group is likely one of the nice methods to spice up collaboration in your group. A Chatter group represents a bunch of customers – one can add limitless members to a Chatter Group, however a consumer can be a part of a most of 100 Teams. 

Under are a couple of duties associated to Chatter group membership that may be automated to boost productiveness.

• Ship electronic mail notifications to group house owners or managers when somebody joins a Chatter Group.
• Ship electronic mail notifications to group house owners or managers when somebody leaves a Chatter Group.
• Auto-update new member’s electronic mail frequency for a Chatter Group.
• Promote a consumer to the Chatter group supervisor in the event that they belong to a selected Position. 

It’s potential to handle these duties with the assistance of Move. Allow us to see the way to begin working smarter by tackling a enterprise use case.

Maria Coleman works as a System Administrator at Gurukul on Cloud (GoC). At GoC, they use Chatter extensively to collaborate internally. Maria has acquired three necessities from higher administration:

1. When somebody joins the ‘GoC Superior Folks’ Public Chatter group, set their electronic mail frequency to – Electronic mail on Every Put up. 
2. Notify the group proprietor when somebody joins the Group. 
3. When a consumer joins the GoC Superior Folks Group and belongs to the ’Buyer Help, Worldwide’ position, robotically promote them to the group supervisor.

Automation Champion Strategy (I-do):

There are a couple of potential options for the above enterprise state of affairs. We are going to use Report-Triggered Move to resolve the requirement.

Earlier than we proceed additional, allow us to perceive the traits of CollaborationGroupMember – It represents a member of a Chatter group.

Earlier than discussing the answer, let me present you a diagram of a Course of Move at a excessive degree. Please spend a couple of minutes going via the next Move diagram and understanding it.

Let’s start constructing this automation course of.

Guided Observe (We-do):

There are Three steps to resolve Maria’s enterprise requirement utilizing Earlier than-Save and After-Save Report-Triggered Move. We should:

1. Create a public group and chatter group 
2. Salesforce Move Steps:
   1. Outline Move properties for before-save record-triggered circulate
   2. Create a method to advertise the member to group supervisor
   3. Add an Project ingredient to the group member fields
3. Salesforce Move Steps:
   1. Outline Move properties for After-save record-triggered circulate
   2. Add a Textual content Template to assemble the e-mail physique
   3. Add a core motion ship electronic mail to ship out an electronic mail

Step 1: Create a Public Group and a Chatter Group

1. To begin with, create a public Chatter Group GoC Superior Folks.

Step 2.1: Outline Move Properties (Earlier than-Save Move)

1. Click on Setup.
2. Within the Fast Discover field, kind Flows.
3. Choose Flows, then click on on the New Move.
4. Choose the Report-Triggered Move possibility, click on on Create and configure the circulate as follows:
   1. Object: CollaborationGroupMember
   2. Set off the Move When: A report is created
   3. Set Entry Standards
      1. Situation Necessities: None
   4. Optimize the Move For Quick Area Updates 
5. Click on Executed.

Step 2.2: Create a Components to Promote the Member to Group Supervisor

1. Beneath Toolbox, choose Supervisor, then click on New Useful resource to find out the member position primarily based on their consumer position. 
2. Enter the next data:
   1. Useful resourceSort:Components
   2. API Title: forT_MemberRole
   3. Information Sort: Textual content
   4. Components: If( {!$UserRole.DeveloperName}=”CustomerSupportInternational”, “Admin”, “Customary”)
3. Click on Executed.

Step 2.3. Utilizing Project Factor to Replace the Alternative FIeld

The subsequent step is updating the collaborationGroupMember fields with new values. We are going to use the Project ingredient, as we’re utilizing the before-save circulate. 

1. On Move Designer, click on on the +icon and choose the Project ingredient.
2. Enter a reputation within the Label discipline; the API Title will auto-populate.
3. Set Variable Worth
   1. Row 1:
      1. Area: {!$Report.CollaborationRole}
         
      2. Operator: Equals
         
      3. Worth: {!forT_MemberRole}
   2. Click on Add Project
   3. Row 2:
      1. Area: {!$Report.NotificationFrequency}
         
      2. Operator: Equals
         
      3. Worth: P
4. Click on Executed.

Ultimately, Maria’s Move will seem like the next screenshot:

As soon as every part seems to be good, carry out the steps under: 

1. Click on Save.
2. Enter the Move Label the API Title will auto-populate.
3. Click on Present Superior.
4. API Model for Operating the Move: 56
5. Interview Label: Group Member – Earlier than Save Move {!$Move.CurrentDateTime}
6. Click on Save. 

Nearly there! As soon as every part seems to be good, click on the Activate button.  

Step 3.1: Outline Move Properties (After-Save Move)

1. Click on Setup.
2. Within the Fast Discover field, kind Flows.
3. Choose Flows, then click on on the New Move.
4. Choose the Report-Triggered Move possibility, click on on Create and configure the circulate as follows:
   1. Object: CollaborationGroupMember
   2. Set off the Move When: A report is created
   3. Set Entry Standards
      1. Situation Necessities: None
   4. Optimize the Move For Motion and Associated Data
5. Click on Executed.

Step 3.2: Add a Textual content Template to Assemble the Electronic mail Physique

 Now we’ll create an electronic mail template utilizing the Textual content Template. The textual content template permits you to specify the multi-line messages.  It additionally permits you to use HTML code.

1. Beneath Toolbox, choose Supervisor, then click on New Useful resource to create a textual content template. 
2. Enter the next data: 
   1. Useful resource Sort: Textual content Template
   2. API Title: textT_EmailBody
   3. Choose View as Wealthy Textual content
   4. Physique 
      1. {!$Consumer.FirstName}& ” ” &{!$Consumer.LastName} joins GoC Superior Folks Chatter Group.
3. Click on Executed.

Step 3.3: Add Ship Electronic mail Motion to Notify Group Proprietor

Now we are going to use the Ship Electronic mail static motion to ship an e-mail to the Chatter Group Proprietor. 

1. On Move Designer, click on on the +icon and choose the Motion ingredient.
2. Search and choose Ship Electronic mail from the dropdown menu
3. Label the brand new motion Notify Proprietor.
4. Set Enter Values
   1. Physique: {!textT_EmailBody}
   2. Topic: Somebody joins a Chatter Group
   3. Electronic mail Addresses (comma-separated): {!$Report.CollaborationGroup.Proprietor.Electronic mail}
   4. Wealthy-Textual content-Formatted Physique: {!$GlobalConstant.True}
5. Click on Executed.

Ultimately, Maria’s Move will seem like the next screenshot:

As soon as every part seems to be good, carry out the steps under: 

1. Click on Save.
2. Enter the Move Label the API Title will auto-populate.
3. Click on Present Superior.
4. API Model for Operating the Move: 56
5. Interview Label: Group Member – After Save Move {!$Move.CurrentDateTime}
6. Click on Save. 

Nearly there! As soon as every part seems to be good, click on the Activate button.  

Proof of Idea

The subsequent time a consumer joins a Chatter group, record-triggered flows will hearth and (1) replace electronic mail frequency; (2) set off an electronic mail notification to the group proprietor; and (3), primarily based on a consumer’s position, it’s going to additionally replace their Chatter group position.

1. Login as an energetic consumer with the Position – Buyer Help, International.  
2. Find the GoC Superior Folks group, and click on Be a part of Group.
3. The consumer will now change into a Supervisor and obtain electronic mail notifications on Each Put up.
4. An auto-generated electronic mail is distributed.

I hope you loved and located worth on this weblog submit about automating Chatter group membership-related duties. Mastering these abilities will improve your productiveness and propel you to attempt numerous permutations and combos to include automation into your day-to-day processes and procedures.

Formative Evaluation:

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