Table of Contents

Dynamic Team Members

Charlie Jenkins Updated by Charlie Jenkins

This feature is available on the Unlimited Tier. Learn more

Dynamic Team Members allow you to automate the administration of team members by adding and removing users from a team, based on values on their Salesforce user object.

Example:
You can configure a rule to automatically add users with:

Role: 'Salesforce User'
Department: 'Sales'

When a new user is added in Salesforce with those criteria, they will automatically join the team. If their role or department changes and no longer match, they'll be automatically removed.

Configuring Dynamic Team Members

To configure Dynamic Team Members, you will need the Distribution Engine Admin or Distribution Engine System Manager permission set.
The Distribution Engine Custom Team Manager permission set can also be granted access to this feature.

To setup Dynamic Team Members:

  1. Navigate to the team settings page
  2. Click the Dynamic Team Members tab.
  3. Add or edit rules to define membership criteria.

Dynamic Team Member Rules

Rules are used to define which users will be added as team members. They also define the shift hours and weighting that any users added by the rule will be given by default. Up to three rules can exist for each team.

Default weightings and shifts can be overridden later.
Rule run order

Rules are run in order, and a user who could be added by multiple rules, will be added by the first one in the running order. To reorder your rules, click the three dot menu, next to add rule and click reorder rules. Then you can drag and drop your rules into the right order.

Adding and editing Rules

To add a new rule, click the add rule button. The Dynamic team member setup dialog will be shown.

  1. Give your new rule a name, so that you can identify what it does later.
  2. Define the filter for selecting users. You can create up to ten filter rules, which check against fields on the user object and other related objects. Like Distribution Filters, you can use logic to construct your query, by clicking the Logic toggle. This article has more information on constructing filters.
  3. Optionally select an existing team member to copy their configuration. This team member's shift and weighting will be the default when new team members are added by this rule.
  4. Select the shift any new team members will use.
  5. Select the weighting any new team members will use.
  6. Finally, you will see a preview of the team members.. This preview includes all configured rules for dynamic team members allowing you to check that the updates include intended users

To edit an existing rule, click the Edit button on the row menu for that rule.

Dynamic Team Member Processing

Dynamic team members are only processed when the Distribution Engine scheduler is running.

When one or more rules exist for Dynamic team members, you can enable or disable processing for the team by clicking the 'toggle all on/off'. Note that when disabling dynamic team member processing, all dynamic team members current on the team will be removed.

Update Frequency

Changes to rules do not take effect instantly. Dynamic Team updates are processed at set intervals, configurable by admins via the Advanced Settings page.

Team Member Limits

Dynamic team members will not be able to be added to a team which has hit its team member limit. In this case an admin will be emailed to notify them that the limit has been hit.

Licenses

All Distribution Engine users require a Distribution Engine license in order to recieve assignments or configure the application. Dynamic Team members will automatically assign licenses to users who don't already have one.

If no licenses are available, only users with existing licenses will be added to the team. In this case, admins will be notified that team members were unable to be added.

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