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Community Management: List View Sharing Edition

Community Chatter Group Membership, Public Groups Maintenance

So you’ve launched a Community for your Partners and/or your Customers, and now you’re working with more features and hoping to ramp up engagement.  A common problem we see post-implementation with our Community Managers is keeping track of the Community group assignments. Groups are used in many different ways across a Community:

  • Use Groups to enforce security and sharing
  • Use Groups to assign List View visibility
  • Send email alerts
  • Create unlisted groups for private collaboration
  • Facilitate more collaboration with Chatter Groups

As you can see, Groups are very useful in Salesforce, and specifically when managing a Community. However, maintaining your Group membership can be time-consuming and manual, and automating these tasks quickly becomes tricky and can require development. If you stick with a manual process, someone (you?) needs to remember every time criteria is met for a User to gain – or lose – access to a Group.

Introducing the Automated Group Manager

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With our Automated Group Manager, you can now ‘set and forget’ your Groups. By having the right members assigned to (and removed from!) your Groups, you’ll reduce administrative burden, and encourage Community Chatter discussions in a thoughtful, organized way by introducing a centralized space for collaboration.

How to Use Automated Group Manager App

Our Automated Group Manager is great at helping you determine membership to a group and keeping tabs on who sees what based off all the criteria you set.  This is all managed within Process Builder, where you call an Invocable Method to add or remove Group members based on your criteria.

First, define your criteria for Group Membership using standard Process Builder logic.

Defining your Group criteria with process builder

Then, use the Call Apex action to leverage the Invocable Method to add or remove your User the the applicable group.

Use the Call Apex action, and set the apex variables as needed.

Activate your Process Builder, and you’re done!

Community Use Case: Set Up Public Group Membership for List View Visibility

Using a Public Group to identify an External Group is especially helpful for List View management once a Community is live.  Communities are great because they extend data from Salesforce on actively shared objects between your internal and external users such as the Lead, Account, and Case.  These standard objects leverage list views which often are found in Partner or Customer Communities for collaboration.

Right now in Lightning Communities you must share a list view with All Internal and External users, which unfortunately causes a lot of clutter for the Internal Users. The only other option is to set a Public Group assignment to define who sees the list view.  Using the Automated Group Manager app, you can set your criteria for automatically assigning external users to Public Groups. You can even use the app to REMOVE a User’s membership from a Group.

The opportunities for this app extend beyond the Community need, but having a nice way to set visibility to top object list views and automate Community Chatter Groups delivers an Administrator win.

Let us know if you have any questions, and be sure to Contact Us if you’d like more information. Happy Community Management!

Taylor Grimes

Taylor Grimes

Taylor is a 6x certified Salesforce Consultant & Community Specialist at GearsCRM. She teaches Salesforce-driven companies and their digital experience teams how to implement stunning Lightning Communities for customers, partners, and service centers to better engage their audience, enhance their brand and extend their Salesforce investment.

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