1. On Flow Designer, click on the +icon and select the Decision element.
2. Enter a name in the Label field; the API Name will auto-populate.
3. Under Outcome Details, enter the Label the API Name will auto-populate.
4. Condition Requirements to Execute Outcome: All Conditions Are Met (AND)
   1. Row 1:
      1. Resource: {!$Record.AccountId}
      2. Operator: Is Null
      3. Value: {!$GlobalConstant.False}
   2. Add Condition
   3. Row 2
      1. Resource: {!forB_IsNew}
      2. Operator: Equals
      3. Value: {!$GlobalConstant.True}
5. When to Execute Outcome: If the condition requirements are met.
6. Click Done.

Step 4: Adding a Get Record Element to Find Public Group Id For Partner User’s Account

The next step is to find the Public Group Id for the partner user account. 

1. On Flow Designer, below the Yes node, click on the +icon and select the Get Records element.
2. Enter a name in the Label field; the API Name will auto-populate.
3. Select the Record Group object from the dropdown list.
4. Select All Conditions Are Met (AND). 
5. Set Filter Conditions
   1. Row 1:
      1. Field: Name
      2. Operator: Equals
      3. Value: {!$Record.Account.AccountNumber}
6. How Many Records to Store:
   1. select Only the first record
7. How to Store Record Data:
   1. Choose the option to Automatically store all fields. 
8. Click Done.

Step 5: Using Decision Element to Check the Public Group Id from the Record Variable (from step 4)

Now we will use the Decision element to check the Record Variable from step 4 to find if it returns the public group id or not.

1. On Flow Designer, click on the +icon and select the Decision element.
2. Enter a name in the Label field; the API Name will auto-populate.
3. Under Outcome Details, enter the Label the API Name will auto-populate.
4. Condition Requirements to Execute Outcome: All Conditions Are Met (AND)
   1. Row 1:
      1. Resource: {!Find_Public_Group}
      2. Operator: Is Null 
      3. Value: {!$GlobalConstant.False}
   2. Click Done.

Step 6: Add Create Records Element to Add a Partner User to the Public Group

The final step is to add partner users to the public group, as soon as the Partner user account gets activated. We will use the Create Records element. 

1. On Flow Designer, below the Group Found node, click on the +icon and select the Create Records element.
2. Enter a name in the Label field; the API Name will auto-populate.
3. Input the following information:
   
   1. How Many Records to Create: One
   2. How to Set the Record Fields: Use separate resources, and literal values
   3. Object: GorupMember
   4. Set Field Values for the Group Member
   5. Row 1:
      
      1. Row 1:
         1. Field: GroupId
         2. Value: {!Find_Public_Group.Id}
      2. Add Field
      3. Row 2
         1. Field: UserOrGroupId
         2. Value: {!$Record.Id}
4. Click Done.

In the end, Donna’s Flow will look like the following screenshot:

Once everything looks good, perform the steps below: 

1. Click Save.
2. Enter Flow Label the API Name will auto-populate.
3. Click Show Advanced.
4. API Version for Running the Flow: 54
5. Interview Label: Record-Triggered: User After Save {!$Flow.CurrentDateTime}
6. Click Save. 

Almost there! Once everything looks good, click the Activate button. 

Proof of Concept

Now onwards, if a system administrator creates a partner user, Salesforce Flow will fire and automatically add them to their respective Public Group.  

1. Navigate to the Account tab, then open an account Grand Hotels & Resorts Ltd. I have already enabled it as a Partner account in my last article Auto Create a Public Group for new Account.
2. Partner Account Grand Hotels & Resorts Ltd has two contacts, as shown in the preceding screenshot. Now, I’m going to enable Tom Barr Contact as a Partner User. To do this open Tom Barr Contact, click on Manage External User and then, click Enable Partner User, as shown in the following screenshot:
3. It will redirect you to the new user setup screen, from where you can create a new user.
4. Once done, click on the Save button. Wait for few minutes and then open the public group CD439877 (Click on Setup | Administer | Manage Users | Public Groups).

Formative Assessment:

I want to hear from you!

What is one thing you learned from this post? How do you envision applying this new knowledge in the real world? Feel free to share in the comments below.