Managing Engage Licenses

Align admins can add and remove users from Engage and Engage Connect groups directly in Align. This enables admins working with Align-mastered roster members to manage their users’ group memberships without needing to use both CRM and Align. Managing license membership in Align also ensures users have their Engage licenses automatically revoked when they are inactivated.

Configuration

This feature requires configuration in both CRM and Align.

CRM Configuration

To configure this feature in CRM, grant the integration user the following permissions:

Object

OLS

Record Types

Fields

FLS

User

CRU

n/a
  • Engage_Group_Request_vod
  • Engage_Group_Provisioning_Status_vod
  • Engage_Group_vod

Edit

Align Configuration

To configure this feature in Align:

  1. Grant the Align integration user the following permissions:

    Object

    Object Permissions

    Fields

    Field Permissions

    roster_member__aln

    Create, Edit
    • engage_group_request__aln
    • engage_group_provisioning_status__aln
    • engage_group__aln
    • engage_connect_group_request__aln
    • engage_connect_group_status__aln
    • engage_connect_group__aln

    Edit

  2. Grant Align end users the following permissions:

    Object

    Object Permissions

    Fields

    Field Permissions

    roster_member__aln

    Create, Edit
    • engage_group__aln
    • engage_connect_group__aln

    Read
    • engage_group_request__aln
    • engage_group_provisioning_status__aln
    • engage_group__aln
    • engage_connect_group_request__aln
    • engage_connect_group_status__aln
    • engage_connect_group__aln

    Edit

  3. Add the following fields to the roster_member__aln object page layout:

    • engage_group_request__aln
    • engage_group_provisioning_status__aln
    • engage_group__aln
    • engage_connect_group_request__aln
    • engage_connect_group_status__aln
    • engage_connect_group__aln

Activating and Managing Field Mappings

  1. Navigate to the Integrations tab.
  2. Select the Gear icon next to the CRM org in the Veeva CRM section.
  3. Select View Field Map.
  4. Select CRM Objects to navigate to the inbound mappings.
  5. Expand the Roster Member Fields section.
  6. Select Describe & Edit.

  7. Activate the following system field mappings:

    • engage_group__aln
    • engage_group_provisioning_status__aln
    • engage_connect_group__aln
    • engage_connect_group_status__aln

  8. Map the following custom field mappings:

    • engage_group_request__aln – Map to the Engage_Group_Request_vod field in CRM
    • engage_connect_group_request__aln – Map to the Engage_Connect_Group_Request_vod field in CRM
  9. Select Save.
  10. Select Align Objects to navigate to the outbound mappings.
  11. Expand the Roster Member Fields section.
  12. Select Describe & Edit.

  13. Activate the following system field mappings:

    • engage_group_request__aln
    • engage_connect_group_request__aln
    • engage_group_provisioning_status__aln
    • engage_connect_group_status__aln
  14. Select Save.

Importing Engage License Information into Align

After activating the appropriate field mappings, admins can import Engage and Engage Connect group information by initiating an Import from CRM from the Integrations tab.

To facilitate migrating data from CRM, the following fields are populated for all roster_member__aln records, even if the record is mastered by Align:

  • engage_group__aln
  • engage_connect_group__aln
  • engage_group_status__aln
  • engage_group_connect_status__aln

Activating Engage and Engage Connect Membership Management

Once the import completes, edit the CRM integration record to enable Align to manage Engage and Engage Connect membership:

  1. Navigate to the Integrations tab.
  2. Select the Gear icon next to the CRM org in the Veeva CRM section.
  3. Select Edit.

  4. Add the following values to the Manage CRM Features multi select picklist:

    • engage__aln
    • engage_connect__aln – Only required when using Engage Connect
  5. Select Save.
  6. Push to CRM.

Assigning Users to Engage and Engage Connect Groups in Align

Membership to both Engage and Engage Connect groups is managed via request fields:

  1. Navigate to the appropriate roster_member__aln record.

  2. Populate the appropriate fields:

    • engage_group_request__aln – Populate with the name of the Engage group the user should be added to
    • engage_group_provisioning_status__aln – Select Retry Request
    • engage_connect_group_request__aln – Populate with the name of the Engage Connect group the user should be added to. This field is only required when using Engage Connect.
    • engage_connect_group_status__aln – Select Retry Request. This field is only required when using Engage Connect.
  3. Select Save.

Importing from CRM prior to pushing after making Engage license updates in Align causes those updates to be overridden. It is recommended to push immediately.

The assignment request is processed during the next push to CRM. After the push, the engage_group_provisioning_status__aln and engage_connect_group_status__aln picklists update to indicate if the assignment request was successful:

  • Request Sent – The request has not yet been processed by the Engage server
  • No Licenses Remaining – The request failed due to a lack of available licenses. This value only applies to the engage_group_provisioning_status__aln picklist.
  • Invalid Group Name – The entered group name did not match a group name on the Engage server
  • User not in Connect – The requested user is not configured to use Engage Connect. This value only applies to the engage_connect_group_status__aln picklist.
  • User Create Failed – The requested Engage Connect user could not be created. This value only applies to the engage_connect_group_status__aln picklist.
  • User Update Failed – The requested Engage Connect user could not be updated. This value only applies to the engage_connect_group_status__aln picklist.
  • Request Failed – The requested assignment failed
  • Success – The requested assignment succeeded

If the assignment in CRM is successful, the engage_group__aln and engage_connect_group__aln fields also update with the name of the Engage or Engage Connect group the user was assigned to.

Removing Users from Engage and Engage Connect Groups

Manually Removing Users from Engage and Engage Connect Groups

Admins can remove users from Engage and Engage Connect groups via Align as well:

  1. Navigate to the appropriate roster_member__aln record.

  2. Populate the appropriate fields:

    • engage_group_request__aln – Edit this field to be empty
    • engage_group_provisioning_status__aln – Select Retry Request
    • engage_connect_group_request__aln – Edit this field to be empty. This field is only required when using Engage Connect.
    • engage_connect_group_status__aln – Select Retry Request. This field is only required when using Engage Connect.
  3. Select Save.

Automatically Removing Users from Engage and Engage Connect Groups

If a roster member is either manually inactivated in Align by updating the crm_user_status__aln field to inactive__aln, or if the roster member record is inactivated due to the record being end-dated, they are automatically removed from their Engage and Engage Connect groups during the next push to CRM.