Creating Group Member Tasks for Automations

Group Member tasks automatically add users to Collaboration Groups with specified member roles and notification preferences when an Automation's criteria are met. This task type enables automatic community building, team formation, and communication channel management based on user characteristics or journey progress. Group Member tasks eliminate manual group administration and ensure users join appropriate communities at the exact moment they need access.

Requirements

To create and configure Group Member tasks for Automations, users must be assigned a Security Role with the following permissions:

Administrator System Role

Only administrators can access Automations, create Group Member tasks, configure group selections and membership settings, and manage task configurations. Standard users, partner users, and customer portal users cannot configure Automation tasks.

Before You Begin

Before creating Group Member tasks, ensure you have:

• Collaboration Groups Created: Group Member tasks require existing Collaboration Groups. Groups must be created and configured before they can be selected in Automation tasks. See Groups documentation for group creation and configuration instructions.
• User or User Journey Automation: Group Member tasks can only be added to Automations created on the User or User Journey entities. If your Automation is based on a different entity, this task type will not be available.
• Group Access Permissions: Verify that target users have appropriate permissions to access Collaboration Groups and that selected groups are configured to accept members.

Creating Group Member Tasks

Accessing the Task Creation Interface

1. Navigate to Setup → Create → Automations
2. Click the User or User Journey entity Automation to which you want to add a Group Member task
3. In the Automation Tasks section, click New
4. Select New Group Member from the task type options
5. Click Next

The Group Member task configuration page displays two primary sections: Detail Information and Group Member Preferences.

Configuring Detail Information

The Detail Information section defines basic task properties and execution order within the Automation.

Automation (Read-Only)

Displays the parent Automation this task belongs to. This field is system-populated and cannot be modified. The link opens the Automation detail page.

Name (Required)

Enter a descriptive name for the Group Member task that clearly identifies its purpose and the target group.

Examples of effective task names:

• "Add New Partners to Partner Community Group"
• "Join User to Regional Sales Discussion Group"
• "Add Certified Users to Advanced Partner Group"
• "Enroll in Product Launch Communication Group"

Clear task names help administrators understand Automation workflows when reviewing or troubleshooting multi-task sequences.

Sequence (Required)

Enter a numeric value defining when this task executes relative to other tasks in the Automation. Lower sequence numbers execute first.

Description (Optional)

Enter notes explaining the task's purpose, business justification, or special considerations. Use this field to document:

• Why users are added to this group automatically
• What business process drives the group membership
• Which user types or scenarios require group access
• Any dependencies on other tasks or group configurations

Comprehensive descriptions help future administrators maintain and troubleshoot Group Member tasks.

Configuring Group Member Preferences

The Group Member Preferences section defines which group users join, what role they receive, and their notification settings.

Group (Required)

Click the lookup icon to search for and select a Collaboration Group. The dropdown displays all groups that are:

• Active in the portal
• Accessible to the administrator configuring the task
• Available for membership assignment

The selected group determines:

• Which communication channel or community users can access
• What content and discussions users can view and participate in
• Which other members users can interact with
• What group-specific resources and files are available

Member Role (Required)

Select the role users will be assigned within the group. Available options:

Standard

Standard members are regular group participants who can:

• View group content and discussions
• Post messages and replies in group feeds
• Access group files and resources
• Participate in group activities
• Receive group notifications based on their preferences

Standard members cannot modify group settings, manage other members, or perform administrative functions.

Manager

Manager members are group administrators who can:

• Perform all standard member functions
• Add or remove group members
• Moderate group content and discussions
• Manage group files and resources
• Configure group settings (depending on group permissions)
• Edit group information and properties

Notification Preference (Required)

Select which types of group activity trigger notifications for the user. Options include:

All activities

Users receive notifications for:

• All new posts in the group feed
• All replies to group discussions
• File uploads and resource additions
• Member joins and departures
• All group updates and announcements

This setting ensures users stay fully informed of all group activity but may generate high notification volume in active groups.

Only mentions of my name

Users receive notifications only when:

• Their name is @mentioned in group posts or comments
• They are directly addressed in group discussions
• Someone specifically tags them in group content

This setting reduces notification volume while ensuring users see content requiring their attention or participation.

Notification Frequency (Required)

Select how often group notifications are delivered to users. Options include:

On each post

Users receive individual email notifications immediately when:

• Each new post or comment appears (if "All activities" is selected)
• Their name is @mentioned (if "Only mentions" is selected)

This frequency provides real-time awareness of group activity but generates the most email traffic.

Daily summary

Users receive a single email once per day containing:

• Summary of all group activity from the past 24 hours
• List of new posts, comments, and relevant updates
• Links to view full discussions in the portal

This frequency balances awareness with reduced email volume, suitable for moderately active groups.

Weekly summary

Users receive a single email once per week containing:

• Summary of all group activity from the past week
• Highlights of key discussions and updates
• Links to view full content in the portal

This frequency minimizes email volume while maintaining periodic awareness, ideal for low-priority or less active groups.

Never

Users receive no email notifications for group activity.

Users can still access group content by visiting the portal but will not receive proactive notifications. This setting is appropriate when:

• Users prefer to check group activity manually
• Other communication channels provide awareness of important discussions
• The group serves as a reference resource rather than active discussion forum

Saving the Group Member Task

After configuring all settings:

1. Review all configuration for accuracy
2. Verify the selected group is active and appropriate for target users
3. Confirm member role and notification preferences match intended user experience
4. Click Save

The Group Member task is added to the Automation's task list and will execute according to its sequence number when the Automation triggers.

If validation errors occur:

• Check that Name is provided
• Verify Sequence is a valid number
• Confirm a Group is selected
• Ensure Member Role is selected
• Verify Notification Preference is selected
• Confirm Notification Frequency is selected

Understanding Group Member Task Behavior

Task Execution

When the Automation criteria are met and the Group Member task's sequence is reached:

1. The system retrieves the selected group configuration
2. The system checks if the user is already a member of the group
3. If not already a member, the user is added to the group with the specified role
4. The user's notification preferences for the group are set to the configured defaults
5. The user gains immediate access to group content and discussions

Group Access and Availability

After being added to a group, users can access it immediately through:

• The Groups or Collaboration section in the portal navigation
• Their personal group membership list
• Group feed notifications (if notification preferences allow)
• Direct links to group content shared by other members

Group access and visibility depend on:

• User permissions to view Collaboration Groups
• Security Role access to group features
• Group privacy settings (public vs. private groups)
• Individual group access rules configured by administrators

Notification Delivery

After users are added to groups, notifications are delivered according to the configured frequency:

• On each post: Immediate email notifications for relevant activity
• Daily summary: Single email sent once per day at a scheduled time
• Weekly summary: Single email sent once per week on a scheduled day
• Never: No email notifications sent

Users can modify their notification preferences after joining by visiting the group settings and adjusting their personal preferences. Automated task settings establish defaults but do not prevent users from customizing their notification experience.

Member Role Capabilities

The member role assigned through the task determines what users can do within the group:

Standard Members:

• Cannot add or remove other members
• Cannot modify group settings or properties
• Cannot delete posts or content from other members
• Focus on participation rather than administration

Manager Members:

• Can add new members manually
• Can remove members or adjust member roles
• Can moderate discussions and content
• May edit group information depending on group permissions
• Bear responsibility for group administration and community management

Failed Group Membership Tasks

Group membership assignments may fail if:

• The selected group is deleted or deactivated
• The user does not have permissions to access Collaboration Groups
• The user's Security Role does not allow group membership
• Group access restrictions prevent the user from joining
• The user account is inactive or suspended
• Group membership limits are reached (if configured)

Integration with Collaboration Groups

Group Member tasks integrate directly with the Collaboration Groups module to provide seamless automated community building:

Group Types and Purposes

Different group types serve different purposes in automated workflows:

Onboarding Groups: Add new users to welcome communities where they can ask questions, access getting-started resources, and connect with mentors or support staff.

Regional or Territory Groups: Automatically segment users into geographic or market-specific groups based on location fields or territory assignments.

Role-Based Groups: Create communities for users with specific roles (sales managers, technical specialists, executive sponsors) where they can share best practices and collaborate on role-specific challenges.

Program or Tier Groups: Add users to groups based on program participation or achievement levels (Gold Partners, Premium Customers, Certified Specialists).

Project or Campaign Groups: Form temporary teams around specific initiatives, product launches, or time-bound campaigns.

Group Privacy and Access

Group Member tasks respect group privacy settings:

• Public Groups: Users can be added automatically and can discover the group through search. Group content may be visible to broader audiences depending on configuration.
• Private Groups: Users can be added automatically but cannot discover or join the group without invitation. Group content is restricted to members only.

Ensure group privacy settings align with the automated membership approach and user expectations about group visibility.

Group Content and Resources

After joining groups through Automation tasks, users can immediately:

• View group announcements and pinned posts
• Access shared files and resource libraries
• Participate in ongoing discussions
• View member directories and profiles
• Receive group-specific updates and notifications

See Groups documentation for detailed information about group features, content management, and member engagement tools.

Common Use Cases

New Partner Onboarding: When a new partner user is created, automatically add them to the "Partner Community" group with Standard role and "Daily summary" notifications. This connects new partners with peer communities where they can ask questions and access shared resources without overwhelming them with real-time notifications during their onboarding period.

Regional Team Formation: When a user's region or territory field is set or updated, automatically add them to their region-specific discussion group (e.g., "North America Sales Team") with Standard role and "On each post" notifications. This ensures sales teams stay connected with their regional peers and receive real-time updates about territory-specific opportunities.

Certification Achievement Recognition: When a user completes a certification course (tracked through Journey Builder or Training completion criteria), automatically add them to the "Certified Partners" group with Standard role and "Weekly summary" notifications. This provides access to advanced resources and peer networking while recognizing their achievement.

Leadership Group Assignment: When a user's role is promoted to manager level, automatically add them to the "Leadership Forum" private group with Manager role and "On each post" notifications. This gives leaders both access to strategic discussions and administrative capabilities to manage the leadership community.

Product Interest Communities: When a user indicates interest in a specific product line (through deal registration, survey response, or profile updates), automatically add them to the product-specific community group with Standard role and "Daily summary" notifications. This enables product-focused collaboration without requiring manual group administration.

Journey Progression Milestones: When a User Journey phase is completed, automatically add the user to the next-level community group corresponding to their journey progress. For example, completing "Foundation Training" adds users to "Intermediate Partner Community" where they can engage with peers at similar progression levels.

Best Practices

Match Notification Settings to Group Activity: Configure notification preferences and frequency based on expected group activity levels and member needs. High-priority collaboration groups benefit from immediate notifications, while information-sharing groups work well with digest formats. Monitor group activity patterns and adjust task configurations if notification volumes become problematic.

Use Standard Role by Default: Assign Standard member role for most automated group additions. Reserve Manager role for specific leadership or administrative scenarios with more restrictive Automation criteria. Accidentally granting Manager capabilities to broad user populations creates security and community management risks.

Plan Group Strategy Before Automation: Design your group structure and purpose before creating automated membership tasks. Clearly define which groups serve which user segments and what role automated membership plays in community building. Unplanned automated membership can create unfocused communities with unclear purposes.

Coordinate with Onboarding Communications: When adding new users to multiple groups simultaneously, consider whether consolidated welcome communications should explain group purposes and set expectations. Sequence Group Member tasks with Email Alert tasks that introduce users to their new communities and explain participation guidelines.

Test Group Access Permissions: Before activating Automations with Group Member tasks, verify that target user Security Roles allow access to Collaboration Groups and selected groups specifically. Test with sample users to ensure group content displays correctly and members can participate as expected. Permission mismatches prevent effective group membership.

Monitor Group Growth Patterns: Regularly review group membership growth resulting from Automations. Unexpectedly rapid growth may indicate overly broad criteria, while slow growth may signal criteria that are too restrictive. Adjust Automation rules to achieve desired community sizes and engagement levels.

Document Group Membership Logic: Use the Description field extensively to explain why users are added to specific groups automatically, what business purpose the group serves, and what users should expect from membership. Clear documentation helps administrators maintain group strategies as organizations evolve.

Allow User Preference Overrides: Remember that users can modify their notification preferences after joining groups. Design automated defaults that work well for most users but communicate that customization is available. Avoid creating policies that prevent users from adjusting notification settings to match their workflows.

Troubleshooting

Users Not Being Added to Groups: If users do not join groups when Automations trigger, verify the Automation is active, rule criteria match the triggering user record, the selected group still exists and is active, the user has permissions to access Collaboration Groups, the user's Security Role allows group membership, and the task's sequence number is correct. Ensure the Automation is based on User or User Journey entity.

Users Already Member Message: If group membership tasks report users are already members, verify the Automation criteria are not triggering repeatedly for the same user. Use "Created, and any time updated which previously did not meet the criteria" as the Evaluation Criteria to prevent repeated triggering. The system automatically prevents duplicate memberships, so this typically indicates Automation configuration issues rather than actual membership problems.

Users Cannot Access Joined Groups: If users are added to groups but cannot access them, verify user Security Roles grant access to the Collaboration Groups module, the group visibility settings allow the user's role to view content, group access restrictions permit the user to participate, and the user account is active. Check group-specific permissions configured by group administrators.

Wrong Notification Settings Applied: If users report receiving too many or too few group notifications, review the configured Notification Preference and Notification Frequency in the task. Remember that users can modify their preferences after joining, so discrepancies between configured defaults and user experience may result from user customization rather than task misconfiguration.

Group Not Available in Selector: If the desired group does not appear in the Group lookup, verify the group exists and is active in the Collaboration Groups module, you have administrator permissions to access the group, the group has not been deleted or archived, and the group is not restricted by privacy settings that prevent assignment. Refresh the page and retry the lookup if groups were recently created.

Wrong Member Role Assigned: If users receive incorrect member roles (Standard vs. Manager), verify the Member Role selection in the task configuration matches intended capabilities, no other Automations are assigning conflicting roles to the same group, and group permissions support the assigned role type. Review all active Automations to identify potential conflicts or overlapping membership logic.

Task Execution Timing Issues: If group memberships occur at unexpected times, review the Automation's Evaluation Criteria to ensure it triggers at intended moments (created vs. updated), check for formula or filter logic that may cause delayed triggering, and verify that the task sequence number places it appropriately relative to other tasks. Group memberships execute immediately when Automation criteria are met during record save operations.

See Troubleshooting Automations documentation for additional problem resolution guidance.

Related Documentation

Supporting Resources:

• Groups (Social Collaboration)

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