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Stuart
Stuart
Helper ⭐️⭐️
January 25, 2024
New Idea

User Creation from SFDC - Automatic License Type Assignment

Related products:CS Data Management & Integrations
  • January 25, 2024
  • 8 replies
  • 126 views

Hey folks, I have a query about assigning the right type of license to users automatically.

 

We have our User connector job running from SFDC which creates users in Gainsight.  This is mainly to facilitate the use of the Gainsight widget in Salesforce.  Ideally I’d like for users that match a certain criteria (could be manager is a certain person, is in a certain user group, or title is one of xyz) they’re assigned a viewer license.  Currently, all users in Gainsight created by the connector are being created as Internal Collaborators.  In order to use the Gainsight Widget in SFDC, manual intervention is then required to upgrade the license from internal collaborator to viewer.

 

Is it possible to define criteria (either in SFDC or Gainsight) that would assign specific license types to users at the point of creation in Gainsight (over and above the widget app license in SFDC) rather than everyone is Internal Collaborator until it’s manually changed in User Management?

 

Thanks!

    8 replies

    kstim
    kstim
    Helper ⭐️⭐️
    January 25, 2024

    Love this idea! This would save us so much time provisioning new users whose role requires Gainsight access.

      romihache
      romihache
      VIP ⭐️⭐️⭐️⭐️⭐️
      January 25, 2024

      Great question @Stuart !
      I don’t think so, the User object is not accessible via rules engine either. Would be great to have this advanced criteria available in the connector! You should submit an idea 💡

      Continuous improvement is better than delayed perfection
        Stuart
        StuartAuthor
        Helper ⭐️⭐️
        January 26, 2024

        Hi @anirbandutta,

         

        If this functionality isn’t available, is it possible to turn this question into an idea?

         

        Thanks!

         

        Stuart

          jason_metzler
          jason_metzler
          Helper ⭐️⭐️
          January 26, 2024

          @Stuart  I’ve definitely done it in the past. You may need to ask Gainsight Support to give you the ability to do so. Support docs say you can as well - https://support.gainsight.com/Gainsight_NXT/03Rules_Engine/03Set_Up_Rule_Action_Types/Load_to_User_Action_Type

           

          Assuming you have an SFDC connector, you would be able to access the User object in SFDC directly. You could also just use the Gainsight User object and make updates after the connector is run between SFDC and Gainsight.

           

          This is on my roadmap at my new company, so I’m interested to see why this wouldn’t be possible anymore.

            romihache
            romihache
            VIP ⭐️⭐️⭐️⭐️⭐️
            January 31, 2024

            That’s a good callout @jason_metzler ! I realized I wrote “the User object is not accessible via rules engine either”, when I meant not accessible to upsert 🤦🏽‍♀️

            I just did a test and couldn’t find the License Type as Target Field in Bionic or Horizon. I Will reach out to support and ask. Thank you!
             






             

            Continuous improvement is better than delayed perfection
              romain
              romain
              Contributor ⭐️⭐️⭐️
              March 11, 2024

              Any updates on providing a way to set the license type via the rules engine.

               



              I found the following post from a couple of years ago, and I’m not see an option to set the License Type from the rules engine:
               

               

              Romain Belvas
              amasica1217
              amasica1217
              Contributor ⭐️⭐️⭐️⭐️
              August 21, 2025

              This would save me so much time if I could write a rule for when new users come in to their correct license type. Right now, the users need to send me a ticket when they need the access which creates volume for me and poor user experience for them, so this would be wonderful.

                silasramsden
                silasramsden
                Contributor ⭐️⭐️⭐️
                September 1, 2025

                ​​@romain ​@amasica1217  it is possible, you need to ask GS Support to activate the feature. What’s unclear is why it’s deactivated by default.​

                 

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