Send License Utilization Alerts to Users Assigned to a Permission Set

To send notifications to users assigned to a permission set, the provided License Utilization Notification template requires some changes.

Because the default flow is configured for profiles, you’ll update the flow to collect the permission set for a specific permission set name. Then you fetch all the permission set assignments, and transform those assignments into a collection of user IDs. Then, you modify the Get Users element to filter by that collection and return only the users who have the permission set. The rest of the flow for email delivery and the in-app notification remains unchanged.

Tip You can save the flow at any time to make sure that you don’t lose your work. When you save the flow, it becomes version 1 but isn’t yet activated so you can continue modifying this version. Give it a descriptive name, for example, License Utilization Notifications by Permission Set.

1. From the App Launcher, select Automations.
2. From the Flows tab, click New, then enter License Utilization in Search to locate and select the License Utilization Notification template.
3. Select the Get Users element, and under Filter User Records, remove the Profile ID field to disconnect the Get Users element from the Get System Administrator Profile element.

   Delete the Get System Administrator Profile element.

   
4. Retrieve the appropriate permission set records.
   1. Click Add Element above the Get Users element to add the Get Records element.
   2. In the Label field, enter Permission Set Records.
   3. For Salesforce Object, find and enter Permission Set.
   4. Under Filter Permission Set Records, indicate:

      Field	Permission Set Name
      Operator	Equals
      Value	Permission set name, for example, Data Cloud User

   
5. Next, get the permission set assignments.
   1. Click Add Element under the Permission Set Records element, then select Get Records.
   2. In the Label field, enter Permission Set Assignments.
   3. For Salesforce Object, find and enter Permission Set.
   4. Under Filter Permission Set Records, indicate:

      Field	Permission Set ID
      Operator	Equals
      Value	{!Permission_Set_Records.Id}

      For How Many Records to Store, select All records.

   
6. Next, collect the user IDs to make that information available to the Get Users element.
   1. Click Add Element under the Permission Set Assignments element, then select Transform.
   2. In the Label field, enter User ID Collection.
   3. For Source Data, add Permission Set Assignments.
   4. For Target Data, add Text.
   5. Click Allow multiple values (collection), then click Create.
   6. Map the User_ID_Collection under Target Data to the AssigneeId under Source Data.
   
7. Now, indicate to get only the users who are assigned that permission set.

   Click the Get Users element, and go to Filter User Records.

   Field	User ID
   Operator	In
   Value	User ID Collection

   
8. Save the flow and give it a descriptive name.
9. Activate the flow.