Last Updated on April 14, 2022 by Rakesh Gupta

Salesforce Flow is a fantastic way to automate various business processes. It allows you to create a flow based on certain criteria that you set. Salesforce flow can do many things – Create a record, Update records, Post to Chatter, Send an email, etc.

A few years back – in September 2015 – I wrote an article Auto Assign package license to New user to show how one can automatically assign managed package license to new users. 

The overwhelming positive feedback was followed by requests – to write another blog showing how to automatically remove managed package license from the deactivated user(s)! Below is one of the sample emails – from a gentleman whom I know not, but would like to thank for making the request. For, requests and ideas from my blog readers have immensely contributed to my mastery of the Salesforce Platform!

I am looking for a way to automatically delete an installed package members whenI inactivate their User account. Currently, I have to delete the User; then delete them from the installed package. Is there a way via PB and/or Flow? I'd like an automated deletion process that captures all associations.

Thank you,
Erin Ryan

In this blog post, I will show you how to leverage salesforce flow to automatically remove managed package licenses from deactivated users. Let us start with a business use case.

Business Use Case

Martin Jones is working as a System Administrator at Gurukul on Cloud (GoC). At GoC they are using  Conga Composer to streamline and scale their document generation process. Martin received a requirement from the management to auto-remove managed package licenses as soon as a user’s account is deactivated.

Prerequisite

Please go through this article first and make sure to complete the listed steps: Auto Assign Package License to New Users.

Solution for the above business requirement

Before we proceed, let us first ponder – why do we need to automate this process in the first place?  On AppExchange, App providers use managed packages, partly, to hide the code and implementation logic from customers. Another benefit of a managed package is that app providers can easily push updates to their customers’ org in one stroke.  

When a user’s account is deactivated in Salesforce, his/her Salesforce license is released and available for reassignment. Such is not the case vis-a-vis the deactivated user’s managed package license. Despite being deactivated, a user’s managed package license is not automatically removed from his/her account; the System Administrator has to manually remove the managed package license from the deactivated user’s account.

To solve this requirement, we will use the After-save Record-Triggered Flow. Check out this article to understand why we are using after-save record-triggered flow for this scenario.

Let’s take a pause here, familiarize yourself with the UserPackageLicenseobjects and PackageLicense objects in Salesforce. 

Before discussing the solution, let me show you a diagram of a Process Flow at a high level. Please spend a few minutes going through the following Flow diagram and understand it.

Let’s begin building this automation process.

Guided Practice (We-do):

There are 5 steps to solve Martin’s business requirement using Record-Triggered Flow. We must:

1. Clone record-triggered flow created in Auto Assign Package License to New Users
2. Add an OUTCOME ORDER in the decision element to check if the user account has been deactivated 
3. Add a get records element to find assigned manage package licenses 
4. Add a decision element to check if the manage package license was found or not 
5. Add a delete records element to remove manage package licenses 

Step 1: Clone a Flow

1. Click Setup.
2. In the Quick Find box, type Flows.
3. Select Flows then click on the Flow Name that will be modified. In this case Assign Conga Package License.
4. Click on the Save As button at the top right of the Flow builder.
5. Once you are done, click on the Save button.

Step 2: Add an OUTCOME ORDER in the Decision Element to Check the User Account Status 

Now we will use the Decision element to check if the user has been deactivated.

1. Click on the Created or Updated Decision Element element.
2. Add a new OUTCOME ORDER by clicking on the + icon. 
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: {!$Record.IsActive}
      2. Operator: Equals
      3. Value: {!$GlobalConstant.False}
5. When to Execute Outcome: Only if the record that triggered the flow to run is updated to meet the condition requirements.
6. Click Done.

Step 3: Adding a Get Record Element to Find Assigned Manage Package Licenses

The next task is to check whether a managed package license is assigned to the user. For this, we will use the Get Records element.

1. On Flow Designer, below the Deactivated User Account 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 User Package License object from the dropdown list.
4. Select All Conditions Are Met (AND). 
5. Set Filter Conditions
   1. Row 1:
      1. Field: UserId
      2. Operator: Equals
      3. Value: {!$Record.Id}
6. How Many Records to Store:
   1. select All record
7. How to Store Record Data:
   1. Choose the option to Automatically store all fields. 
8. Click Done.
   

Step 4: Using Decision Element to Check If Manage Package license was Found or Not (from step 3)

Now we will use the Decision element to check the Record Collection Variable from step 4 to find whether any managed package license is assigned to the user 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: {!Get_User_Package_License}
      2. Operator: Is Null 
      3. Value: {!$GlobalConstant.False}
   2. Click Done.

Step 5: Add Delete Records Element to Remove Assigned Manage Package Licenses

The final step is to add a Delete Records element to remove the assigned package license from the user. 

1. On Flow Designer, below the Package License Found node, click on the +icon and select the Delete Records element.
2. Enter a name in the Label field; the API Name will auto-populate.
3. Input the following information:
   
   1. How to Find Record to Delete: Use the IDs stored in a record variable or record collection variable
   2. Select Record(s) to Delete
      1. Record or Record Collection: {!Get_User_Package_License}
4. Click Done.

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

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