Manage Groove Licenses Directly in Salesforce

Groove provides the ability to manage licenses within Salesforce. This means that Salesforce admins can define the type of access or license the Salesforce users may have to Groove systems and applications.

Contents of this document:

Adding Groove Assigned License Salesforce Field
Setting up the Salesforce Flow
Hourly Sync Job Details
Things To Note (Important)

Adding Groove Assigned License Salesforce Field

Groove will use the user object field to identify what type of licenses to assign the user. As the Salesforce admin, follow the steps below to create the new field:

Go to Setup
In the Quick Find search box, search of Object Manager
In the Object Manager page, search for User in the Quick Find search box
Go to Fields & Relationships tab
Click on New button
Create the following field:

Field Info	Field Type	Description	Help Text
field label: Groove Assigned Licenses field name: Groove_Assigned_Licenses__c	Picklist (Multi-Select)	This field is used by Groove to provide the appropriate Groove license and access to this user	Specifies the type of Groove licenses assigned to this user

Provide the following Values:

Select Enter values, with each value separated by a new line
Enter the following values (each value should be in a "new line")
- core
- flow_unlimited
- dialer
- sms
- conversation_intelligence

Create the following Validation Rules:

In the User page in Object Manager, go to Validation Rules tab
Click New button
Provide the following values:

Rule Name: Groove_License_Must_Include_Core

Description: Groove License Must Include Core

Error Condition Formula:

NOT(
  OR(
    INCLUDES(Groove_Assigned_Licenses__c, 'core'),
    ISNULL(Groove_Assigned_Licenses__c)
  )
)

Error Message: Groove License Must Include Core

* If your organization uses Groove Dialer and Groove SMS, add the following validation rule:

Rule Name: Groove_SMS_License_Must_Include_Dialer

Description: Groove SMS License Must Include Dialer

Error Condition Formula:

AND(
  INCLUDES(Groove_Assigned_Licenses__c, 'sms'), 
  NOT(INCLUDES(Groove_Assigned_Licenses__c, 'dialer'))
)

Error Message: Groove SMS License Must Include Dialer

Setting up the Salesforce Flow

The licenses can be automatically assigned to users based on certain criteria.

The following document specifies how to create the Salesforce Flow to assign the Groove licenses within Salesforce:

Automatically Assigning and Unassigning Groove Licenses Using Flow

Modification to the Salesforce Flow

These steps need slight modification. After the Apex Action (ie: Assign Core License, Assign Flow License, etc), add a New Element with the following details:

Type: Update Triggering Record

	Label	API Name	Description	Field	Value
Assign Core License	Assign Core	Assign_Core	Assign user a Groove Core license	Groove_Assigned_Licenses__c	core
Assign Flow Unlimited License	Assign Flow Unlimited	Assign_Flow_Unlimited	Assign user a Groove Core and Flow Unlimited License	Groove_Assigned_Licenses__c	core; flow_unlimited
Assign Dialer License	Assign Dialer	Assign_Dialer	Assign user a Groove Dialer license	Groove_Assigned_Licenses__c	core; dialer
Assign SMS License	Assign SMS	Assign_SMS	Assign user a Groove SMS license	Groove_Assigned_Licenses__c	core; dialer; sms
Assign Conversation Intelligence License	Assign CI	Assign_CI	Assign user a Groove Conversation Intelligence license	Groove_Assigned_Licenses__c	core; conversation_intelligence

Note: flow unlimited, dialer, sms and conversation intelligence require a core license. SMS also requires a dialer licenses

Note: the apex action/call to Groove becomes optional when the new field is added. For real-time update to Groove system, we suggest keeping the apex action. However, if your organization is fine with waiting for at most 1 hour to update the license information in Groove (this is when the license information is reflected in Groove), then the apex actions can be removed.

Hourly Sync Job Details

IMPORTANT:

Once you have (1) added the new Salesforce user object field (Groove_Assigned_Licenses__c), (2) completed setting up the Salesforce Flow, you would need to (3) backfill the new Salesforce user object field (Groove_Assigned_Licenses__c) with the correct license assignments for EACH users.

Once all three (3) tasks have been completed, please contact your CSM to enable the sync job.

What happens: Groove will run a job that reads the field Groove_Assigned_Licenses__c. Groove will use the values assigned to this field to update the type of license assigned to the user

How often: Hourly. Groove will run the sync job every "beginning of the hour" (12pm, 1pm, 2pm, etc). This means that changes made to the field Groove_Assigned_Licenses__c (either through the Salesforce Flow or updating it manually) will be reflected in Groove in the next "beginning of the hour".

Things To Note

IMPORTANT:

Once the hourly sync job has been enabled for your organization, Salesforce becomes the source of truth for Groove licenses.

You must not modify the license information via Managed My Org (MMO) in Groove. All license related changes must be managed in Salesforce. If changes are made via the Groove MMO, the hourly sync job will overwrite the changes made in Groove to reflect the values specified in Salesforce.

Please ensure that team members who manage the licenses on Salesforce have the appropriate write/modify access to the new field Groove_Assigned_Licenses__c.