Send License Utilization Alerts to a Public Group's Members

To send notifications to users who are members of a public group, the provided License Utilization Notification template requires some changes.

Because the default flow is configured for profiles, you’ll update the flow to look up the public group by name. You then fetch all of its members, and transform those members into a collection of user IDs. Then, you modify the Get Users element to filter by that collection and return only the users who belong to the public group. 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 Public Group.

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. Get the public group records.
   1. Click Add Element above the Get Users element to add the Get Records element.
   2. In the Label field, enter Public Group Records.
   3. For Salesforce Object, find and enter Group.
   4. Under Filter Group Records, indicate:

      Field	Name
      Operator	Equals
      Value	Public group name, for example, LU Admins

   
5. Next, retrieve the members of the public group.
   1. Click Add Element under the Public Group Records element, then select Get Records.
   2. In the Label field, enter Group Member Records.
   3. For Salesforce Object, find and enter Group Member.
   4. Under Filter Permission Set Records, indicate:

      Field	Group ID
      Operator	Equals
      Value	{!Public_Group_Records.Id}

      For How Many Records to Store, select All records.

   
6. Next, collect the user IDs for the public group records to make that information available to the Get Users element.
   1. Click Add Element under the Group Member Records element, then select Transform.
   2. In the Label field, enter User ID Collection.
   3. For Source Data, add Group Member Records.
   4. For Target Data, add Text.
   5. Click Allow multiple values (collection), then click Create.
   6. Map User_ID_Collection under Target Data to UserOrGroupId under Source Data.
   
7. Now, indicate to get only the users who are members of the public group.

   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.