Groove can automatically add new contacts and leads to your flows for you based on some criteria that you choose. This way, you don't need to keep looking for the right folks to add; they'll simply keep getting added so that you can get right to work!

Note: By default, Groove scans your Salesforce org for new leads or contacts every 3 hours and triggers an auto-import if matches are found. This import can be setup by your Salesforce admin to take place instantaneously as described here.

Option A: Auto-import via Saved Search

  1. From the 'Add People' screen of your flow, create an Advanced Search to find the people who match the criteria that you'd like imported.
  2. Save the Search, and close the 'Add People' screen.
  3. Navigate to the Automated Actions section of your flow, and click '+ Auto-Import People'.
  4. Choose 'Import via Saved Search' and select the Saved Search from Step 2.
  5. Click 'Save'. Now Groove will automatically import the people who meet the Saved Search criteria to your flow. 3 hours later (or instantaneously if you have Real-Time Auto Import set up), Groove will automatically import any new people who meet the Saved Search criteria.

Option B: Auto-import via SFDC Report

  1. In SFDC, create a report including your desired filters to find the people you'd like to import to your flow.
  2. In Groove, navigate to the Automated Actions section of your flow, and click '+ Auto-Import People'.
  3. Choose 'Import via SFDC Report', select the folder your report is in, and select the report you'd like Groove to scan.
  4. Click 'Save'. Now Groove will automatically import the people who are on the report to your flow. 3 hours later (or instantaneously if you have Real-Time Auto Import set up), Groove will automatically import any new people who are on the report.

Real-time Auto Import (for newly created Leads/Contacts)

By default, Groove scans your Salesforce org for new leads or contacts every 3 hours and triggers an auto-import if matches are found. However, your Salesforce admin can configure Groove to auto-import leads in real-time. This means as soon as a lead or contact in Salesforce matches your auto-import criteria, it will be added to the Flow instantly. In order to do so, follow the directions below.

  1. Follow the steps above in order to set up an auto import rule to your Flow
  2. In Salesforce click Setup | Workflow & Approval | Workflow Rules
  3. For an auto-import of contacts find the workflow rule named "Notify Groove on Contact Created (Managed)" or for leads find "Notify Groove on Lead Created (Managed)".
  4. Click the button "Activate"
  5. Click on the outbound message item "Notify Groove (Managed)
  6. In the details view of the outbound message click Edit
  7. IMPORTANT: The user lookup field "User to send as" will probably contain the pseudo user "Groove". Find a real user - ideally a user that will never be disabled and click Save.

Notice that these build in workflow rules will trigger a potential auto-import each time a new contact or lead is created; the configuration above does not apply to existing leads or contacts. In case the lead/contact record is does not match any of your auto-import criteria upon creation but it is later updated to meet the  auto-import criteria, the lead/contact will still be auto imported - but up to 3 hours after it was updated.

Real-time Auto Import (for existing Leads/Contacts)

In order to use Real-Time Auto Import for existing leads or contacts, you'd need to have a very similar Workflow Rule to the one above trigger based off of a field update in SFDC. 

  1. Follow the steps above in order to set up an auto import rule to your Flow
  2. In Salesforce click Setup | Workflow & Approval | Workflow Rules
  3. Click into the Workflow Rule called 'Notify Groove on Contact Created (Managed)'
  4. Click on the Workflow Action 'Notify Groove (Managed)'

5. Clone the Workflow Action, and name it 'Notify Groove (clone)'; ensure that the 'User to send as' field is set to a real SFDC user on your team. We'll need this cloned Workflow Action a bit later in the process.

6. Go back to All Workflow Rules, and create a new one (for the Contact object and/or the Lead object). 

  • Evaluation Criteria: Evaluate the rule when a record is created, and every time it's edited
  • Rule Criteria: when the formula evaluates to true. The example below will make the Workflow Rule trigger when a Lead Status is changed to 'Working'; you can set the Rule Criteria to fire based off of a different field that your team finds more relevant.
  • Immediate Workflow Actions: add in the cloned Workflow Action from step 5

7. Activate the Workflow Rule


If you have any questions about setting this up, please reach out to support@grooveapp.com.


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