Provisioning User Licenses, Workspaces, Teams, and Distributions with Salesforce

This article reviews how you, as an Admin, can quickly provision and de-provision Users to or from Chili Piper’s User table, Licenses, Workspaces, Teams, and Distributions via Salesforce.

The article's content can also be found in the video below:

Table of Contents

• Benefits of Provisioning
• How to Set Up an Automation
• Provisioning Logs
• Preview Mode
• Example Provisioning Automations

Benefits of Provisioning

The ability of Admins to provide Licenses, Workspaces, Teams, and Distributions with Salesforce can streamline User management and reduce inefficiencies. Manually creating or importing Users, assigning licenses, and managing workspaces and team members can be time-consuming, especially as the number of Users grows. With provisioning automation, inactive Salesforce Users can be removed, and when employees change roles or departments, this update can be made seamlessly to the correct Teams and Distributions. With Salesforce Provisioning, you can optimize license allocation and ensure that Users are efficiently managed within Chili Piper!

How to Set Up an Automation

Under Users > Provisioning, you can set your first automation by hitting New Automation in the top right or center.

Name your Automation

Give it a name based on its function. This will help you keep track of all your automation and easily make changes or updates as needed.
 

Provisioning Source 
 

Currently, the only source is Salesforce, and this will be set automatically.

If Conditions match

These are similar to the Rules in Chili Piper, where you can build out the conditions that must be met to create a change in Chili Piper.

Chili Piper Changes

You have Provisioning and Deprovisoning actions available in Chili Piper.

Provisioning actions include

• Add Licenses or Add-ons
• Add to Workspace
• Add Teams
• Set Distribution Weight

Deprovisoning actions include

• Revoke Licenses
• Remove Workspaces
• Remove Teams

Note: If you are doing any actions that require something else…for example, if you update a Distribution weight without adding the User to a Team or Workspace (Distributions always have a Team and are inside a Workspace), Chili Piper will automatically add the User to the Team in the Distribution you select and the Workspace that this Team and Distribution are apart of. 

Settings

Frequency

Frequency automation enables you to specify when this automation should be executed. This can be done On Demand or Custom.

In Custom, you can create a custom schedule by selecting the frequency, start date, and start hour.

Notifications

Invite Users to the Account toggle, If you are adding a new User, this setting determines if we send them a new user onboarding email about logging into the account and getting started, or you can turn this off.

License Assignment - Not enough Licenses

This setting decides if Chili Piper should pause the automation if you are running low on the license you are adding, or if it should continue until the license limit is reached. For example, if I have ten people who matched an automatio,n but you only have eight licenses left, this decides if the automation assigns just eight licenses or pauses until there are ten licenses available.

Allocate as many as possible
For the remaining Users who were unable to receive a license, the admin(s) will be notified via email that there were not enough licenses for the automation to be fully completed. Once more licenses are purchased, the admin can manually run the automation by clicking Run Now.

Pause Automation
When the automation attempts to run but there are not enough licenses, it will be paused altogether, and the admin(s) will be notified via email that there are insufficient licenses for the automation to be completed.

Saving

Once the automation is complete, you can click Create in the top-right corner. Once it is saved, you can toggle it to Active, and it is ready to be used either when you ‘Run it’ on demand or if you have it set to run automatically on a Custom Frequency.

Provisioning Automation Table View

Automation
Name of the automation created

Action
Create or Update - Always create or update

Frequency
On-Demand or Scheduled - Set up in Settings in Frequency

Schedule
How often is the automation running - Setup in Settings in Frequency

Active
Ability to turn the automation on and off

Next Run
When is the automation scheduled to run next

Last Run
When was the last time the automation ran

Run Now
You can hit ‘Run now’ at any point to run the automation from the provisioning table

Provisioning Logs

In the Last Run Tab, you now have the option to view the Logs of the automation. 

Once in the Logs, you can see the users who matched in Salesforce and the successful actions taken.

On the right-hand panel, you can see a summary of the automation

Preview Mode

Once you have created your automation, you can preview how it will work. To do so, open your automation and click Preview in the top right corner.

From the preview, you will see a summary similar to a log of how the preview will work. Review the details and ensure everything is working as intended.

Example Provisioning Automations

We will create an automation to add new SDRs to Chili Piper and set them up with the correct License, Workspace, Team, and Distribution Weight.

If Conditions Match: If our new Salesforce user has 'Sales Development Representative' in their title and the Department contains 'Revenue', we want our automation to run.

Then, in Chili Piper: First, we want to Create or Update the User. 

Then we will add actions:

1. Add license or Add-ons: Handoff & Concierge licenses since they are using Handoff to Handoff meetings to the AE team, and they receive inbound meetings from unqualified concierge leads
2. Add Workspaces: Marketing & Sales Development because our Handoff product is set up in Sales Development, and Marketing contains our Form Concierge
3. Add Teams: SDR & All Reps are the teams SDRs are a part of to start
4. Set Distribution Weight: In the SDR team, new SDRs will start at 70% weight as they get ramped up

Settings will be below

1. Frequency on a custom schedule of running every day
2. Notifications to invite the User to log in to Chili Piper
3. Allocate as many as possible if we run out of licenses

Finally, we will click 'Create' and toggle it on as Active. Our automation is now set up, and we don't have to worry about adding new SDRs to ChiliPiper.