Recipes for Automating Chatter Group Administration

Final Up to date on October 18, 2022 by Rakesh Gupta

Huge Thought or Enduring Query:

• use record-triggered circulation to automate widespread chatter group administration works to enhance productiveness? 

Goals:

Chatter Group is among 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. 

Beneath are just a few duties associated to Chatter group membership that may be automated to boost productiveness.

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

It’s potential to handle these duties with the assistance of Move. Allow us to see how one can 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 Individuals’ Public Chatter group, set their e-mail frequency to – E-mail on Every Publish. 
2. Notify the group proprietor when somebody joins the Group. 
3. When a consumer joins the GoC Superior Individuals Group and belongs to the ’Buyer Help, Worldwide’ function, robotically promote them to the group supervisor.

Automation Champion Strategy (I-do):

There are just a few potential options for the above enterprise state of affairs. We are going to use Document-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 stage. Please spend a couple of minutes going by the next Move diagram and understanding it.

Let’s start constructing this automation course of.

Guided Apply (We-do):

There are Three steps to resolve Maria’s enterprise requirement utilizing Earlier than-Save and After-Save Document-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 circulation
   2. Create a method to advertise the member to group supervisor
   3. Add an Project component to the group member fields
3. Salesforce Move Steps:
   1. Outline Move properties for After-save record-triggered circulation
   2. Add a Textual content Template to assemble the e-mail physique
   3. Add a core motion ship e-mail to ship out an e-mail

Step 1: Create a Public Group and a Chatter Group

1. To start with, create a public Chatter Group GoC Superior Individuals.

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

1. Click on Setup.
2. Within the Fast Discover field, sort Flows.
3. Choose Flows, then click on on the New Move.
4. Choose the Document-Triggered Movechoice, click on on Create and configure the circulation 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 Subject Updates 
5. Click on Performed.

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

1. Below Toolbox, choose Supervisor, then click on New Useful resource to find out the member function primarily based on their consumer function. 
2. Enter the next info:
   1. Useful resourceKind:Formulation
   2. API Identify: forT_MemberRole
   3. Information Kind: Textual content
   4. Formulation: If( {!$UserRole.DeveloperName}=”CustomerSupportInternational”, “Admin”, “Commonplace”)
3. Click on Performed.

Step 2.3. Utilizing Project Ingredient to Replace the Alternative FIeld

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

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

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

As soon as all the things appears to be like good, carry out the steps under: 

1. Click on Save.
2. Enter the Move Label the API Identify 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 all the things appears to be like 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, sort Flows.
3. Choose Flows, then click on on the New Move.
4. Choose the Document-Triggered Movechoice, click on on Create and configure the circulation 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 Performed.

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

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

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

Step 3.3: Add Ship E-mail Motion to Notify Group Proprietor

Now we are going to use the Ship E-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 component.
2. Search and choose Ship E-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. E-mail Addresses (comma-separated): {!$Document.CollaborationGroup.Proprietor.E-mail}
   4. Wealthy-Textual content-Formatted Physique: {!$GlobalConstant.True}
5. Click on Performed.

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

As soon as all the things appears to be like good, carry out the steps under: 

1. Click on Save.
2. Enter the Move Label the API Identify 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 all the things appears to be like 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 e-mail frequency; (2) set off an e-mail notification to the group proprietor; and (3), primarily based on a consumer’s function, it can additionally replace their Chatter group function.

1. Login as an lively consumer with the Position – Buyer Help, International.  
2. Find the GoC Superior Individuals group, and click on Be a part of Group.
3. The consumer will now grow to be a Supervisor and obtain e-mail notifications on Each Publish.
4. An auto-generated e-mail is distributed.

I hope you loved and located worth on this weblog publish 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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