Automated Actions in Groove Flows
Automated Actions in Groove allow you to create triggers for certain actions, which automates your Flows. You can define triggers that have multiple Salesforce Conditions that will cause multiple actions.
Note: Only Groove Admin can manage Automated Actions. If you are unable to edit Automated Actions on a Flow you have edit access to, please reach out to your Groove Admin.
Available Triggers
On Import: Execute an action on everyone who is imported into a Flow
On Reply: Execute an action whenever someone replies to an email in your Flow
On Bounce: Execute an action whenever an email bounces from your Flow
On Complete: Execute an action whenever someone completes your entire Flow
On Opened [x] times: Execute an action when a person in your Flow opens the emails in your Flow [x] times
On Clicked [x] times: Execute an action when a person in your Flow clicks a link in the emails in your Flow [x] times
On Attachment Opened [x] times: Execute an action when a person in your Flow opens an attachment in the emails in your Flow [x] times
On Meeting Booked: Execute an action when a meeting is detected in Salesforce for this lead/contact
On Conversation Outcome: Execute an action on the outcome of a conversation, these outcomes can be customized in Manage My Org (These are customized by your Groove Admin)
On Conversation Result: Execute an action on the result of a conversation, these results are standardized. (Conversation, No Answer, Line Busy, Bad Number, Left Voicemail)
On Signal: Each Conversation Outcome is tied to a signal (Positive, Negative, Neutral), execute an action on the signal of a conversation
On Salesforce Update: Execute an action when any custom or standard fields in Salesforce change. The fields in the Automated Action must be on standard objects. Note: This can take up to 2 hours.
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Supported field types: address, boolean, currency, email, number, picklist, percent, phone, reference, string, textarea
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Not supported field types: Date fields, formula fields, encrypted text
On Days Overdue (Beta): Execute an action when a due date in a flow is missed by a specific number of overdue days. Overdue days are calculated based on working days of a person set in thier own settings in conjunction with the due date set by the flow intervals. (Note: this is the only automated action that will still trigger from deactivated users).
Note: Automated Actions will only occur while a person is Active in a Flow. Once a person completes a flow or is removed, the triggers won’t affect them..
How To Set Up Automated Actions
To access and set up Automated Actions settings:
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Go to Flows
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At the top right, click New > Flow
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Once you open or create your new Flow, click the Settings Tab at the top
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Scroll to the Automated Actions section
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Click '+ Add an Action'
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Choose a trigger based on when you want your action to take place, specify your action, and include any related details.
Available Actions
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Update a Salesforce field
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Add a Salesforce Task
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Remove from Flow
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Remove from current Flow and Add Them to a New Flow
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Remove Everyone in the Account From the Flow
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Add Them to a Flow
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Reassign to Salesforce Owner (only applies to Master Flows)
How Multiple Actions Work
For each trigger or trigger set, you can now have all the associated actions you would like with that trigger. Note: the limit for actions under a single trigger is 10.
How Multiple Trigger Conditions Work
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Add additional Salesforce Field triggers to any existing trigger. These additional triggers will act as field checks.
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You can bring in any standard or custom field that exists in your Salesforce.
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The limit for multiple conditions is 5, meaning you can have 1 trigger + 5 field conditions.
The multiple triggers will all exist with AND conditions, so in the example below you can see my trigger is:
On Reply AND Salesforce Field: Lead Source AND Salesforce Field: Groove Notes
Note: The Salesforce Field triggers rely on synced data that is updated with our hourly Salesforce sync. That means fields may be out of sync for up to an hour and this can affect the way your Automated Actions run.
Things to Consider With Automated Actions
The sections below describe a few use cases for Automated Actions and how to configure and run them correctly.
'On Meeting Booked' Requires Calendar Sync
The 'On meeting booked' Automated Action scans Salesforce for new meetings with the lead/contact in your Flow.
This means the automated action will work with meetings you book via Groove scheduler or directly from Google Calendar, so long as your calendar sync is on, and the meeting is logged in Salesforce to the same lead/contact you have in your Flow.
Note: This functionality is fully dependent on the meeting/event on being synced to the correct lead/contact in Salesforce, and it may not always work. Here are some scenarios that would prevent the 'On meeting booked' automated action from triggering:
- You don't have Groove calendar sync on, and the meeting/event on your Google calendar was never synced back to Salesforce. Solution: Turn on your Groove calendar sync by following the instructions here.
- The person who booked the meeting with you used a different email address than the one you have in Salesforce.
Auto-Move Contacts/Leads Based on Salesforce Ownership Change (Master Flows Only)
You might want to have leads/contacts re-assigned based on ownership changes in Salesforce— you can do that with the above Automated Action.
When the owner changes in Salesforce, Groove detects the change, reassigns the contact or lead to the new owner's Flow, and preserves their place in the Flow so that the new rep can pick up right where the communication left off. For example: They would stay in Day 3 of the new owner's Flow if they were in Day 3 of the original owner's Flow,
Note: For this action to work, both users need to have this master Flow shared with them.
Updating Opportunity Fields Via Automated Actions
To use Automated Actions to update fields on your Opportunities, you must import the contacts via an Advanced Search on Opportunities + Contacts, or a Salesforce report on Opportunities.
Otherwise, Groove won't know which specific opportunities you're looking to update, since contacts can be related to multiple opportunities. Also, because these actions cause automatic updates to opportunities, Groove won’t assume which opportunity you're trying to update.
Global Automated Actions and Individual Automated Actions
Global Automated Actions are actions set up by your Groove Admins and will apply to every Flow in the organization. If you have a Global Automated Action and individual Automated Action defined in your Flows that have the same trigger, the Global Automated Action will take precedence.