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Manage License Utilization Threshold Alerts and Notifications
Create License Utilization alerts and notifications by using the provided templates. The templates make it easy to indicate the licenses to monitor and who to notify when the thresholds are met.
Required Editions
| Available in: Enterprise and Unlimited Editions |
| User Permissions Needed | |
|---|---|
| To view the License Utilization tab: | View License Utilization |
| To build alerts and notifications by using the License Utilization templates: | View License Utilization |
| To edit process automation settings: | Customize Application |
| To activate or modify a flow: | Manage Flow |
| To run a flow: | Run Flows |
| To view notification types: | View Setup and Configuration |
| To create and edit notification types: | Customize Application |
The License Utilization alerts framework provides two flow templates that work together:
- License Utilization Alerts flow: defines which licenses to monitor and the usage thresholds that trigger the alerts. This flow is scheduled and runs automatically on a recurring basis. To monitor both user and permission set licenses, you must create a separate flow for each license type.
- License Utilization Notification flow: sends the notifications (email and in-app) when a threshold is breached.
You can send notifications to a profile, a public group, or a permission set, giving you flexibility in who gets alerted for which licenses.
The TenantConsumptionAlert object serves as the system of record for the alert. It acts as an audit trail for historical purposes and deeper analysis. You can query its fields for auditing, debugging, and building custom reporting and automation. When the scheduled flow creates a record here, it initiates the notification process.
Before you begin:
- Decide which licenses to monitor and receive alert notifications for.
- Set the default workflow user to run the schedule-triggered flows.
- Determine who is going to receive notifications.
- (Optional) Create a public group if you plan to use that notification method.
Decide Which Licenses to Monitor
First, collect a list of licenses that you want to monitor, that is, receive alert notifications if their utilization exceeds specific thresholds. You must enter the license name exactly as it appears in the License Utilization tab, so we recommend that you copy the names of all licenses into a separate and handy doc or text file. You can’t select all licenses in the flow, so you must indicate each license individually.
License Utilization supports two license types: user licenses and permission set licenses. To monitor each license type, you create a separate flow. When you create your list, group license names by license type so you can easily identify which licenses to include in each flow.
Set the Default Workflow User in Process Automation Settings
Because the License Utilization Alerts flow is schedule-triggered, you must define a default workflow user to run the flow. If the user who created the automation is no longer active, the specified default workflow user is associated with the actions that the automation runs.
If you haven’t yet defined the default workflow user, you see this warning message when you open the License Utilization Alerts flow template:
For scheduled trigger flow, specify the default workflow user in your org's process automation settings.Be sure to select an active user who has a verified email address. See Salesforce Help: Identify Your Salesforce Org’s Default Workflow User for details.
Create a Custom Notification Type
In-app notifications require that a custom notification type exists before a flow can use it, in this case, the License Utilization Notification flow. The flow template already references the Send License Utilization Alert notification, so be sure to create yours with the same name.
To create the custom notification, see Salesforce Help: Create a Desktop or Mobile Notification. Be sure to indicate Send License Utilization Alert for the custom notification name.
Mobile app notifications require extra configuration. Be sure that Mobile Apps is enabled for the appropriate mobile phone operating systems in the Notification Delivery Settings setup page.
For more information, see:
- Salesforce Help: Manage Notification Delivery Settings
- Salesforce Help: Control Access and Security for the Salesforce Mobile App
Determine the Notification Recipients
You determine who receives License Utilization alerts notifications. All methods result in recipients receiving both email and in-app notifications. You can reach different recipient types by creating multiple notification flows. For example, one flow can target users assigned to a profile and another can target users assigned to a permission set.
| Notification Recipients | When to Use It | Learn More |
|---|---|---|
| Profile | Use when the alert recipients are everyone assigned a specific profile, such as
With some minor modifications to the flow, you can send notifications to members of multiple profiles. |
|
| Permission set | Use when the alert audience is all members assigned to a specific permission set, for example, Data Cloud User. Requires modifying the notification flow to look up the permission set, its assignments, and the corresponding users. | Send License Utilization Alerts to Users Assigned to a Permission Set |
| Public group | Use when your alert audience doesn't map to a profile or permission set. A public group enables you to create a curated list of members. Ideal for cross-functional groups, for example, account executives, finance managers, or operations leads. This option requires modifying the notification flow to look up the group and its members. | Send License Utilization Alerts to a Public Group's Members |
(Optional) Create a Public Group to Use for Notifications
If you plan to use a public group to determine who receives notifications, we recommend that you create the group now so it’s available when you go to build the License Utilization Notification flow. See Salesforce Help: Create and Edit Public Groups for details.
What’s Next?
- Configure utilization alerts for user licenses.
- Configure utilization alerts for permission set licenses.
- Configure the License Utilization Alerts Flow for User Licenses
Creating alerts for user licenses involves configuring the License Utilization Alerts flow. Define which user licenses to monitor and the percentage thresholds that trigger an alert. - Configure the License Utilization Alerts Flow for Permission Set Licenses
Creating alerts for permission set licenses involves configuring the License Utilization Alerts flow to define which user licenses to monitor and the percentage thresholds that trigger an alert. - Create a License Utilization Notifications Flow
After you configured which licenses to monitor and defined the thresholds to trigger alerts, you can create the flow for alert notifications. You can send notifications to members of a profile, permission set, or public group. You can also create separate notification flows for each member group.
