Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Multichannel/Engage/ConfiguringEngage/GroupMgmt.htm

## Engage Group Management

The Engage Group management process enables admins to control user assignment to Engage Groups via the user\_\_sys object, enabling assignment to be controlled via data-loading and user management integrations.

### Configuring Engage License Management

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

Ensure [Configuring Engage Meeting](ConfigureEngageMeeting.htm) is complete to use this functionality.

### Best Practices for Assigning and Removing Users via Data-Loading as

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

Business admins can assign or remove users in bulk via data-loading. Organizations who manage Engage group membership via data-loading should adhere to the following best practices:

* Data should only be upserted to the engage\_group\_request\_\_v field

### Managing Engage Groups with Dynamic Access Control as

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

To ensure Engage meeting groups are assigned correctly when [matching sharing rules](https://platform.veevavault.help/en/gr/36122/) are enabled for the User object, a Vault admin must create a [custom sharing rule](https://platform.veevavault.help/en/gr/25494/) without criteria for the User object and apply it to the Engage System User via the [Vault API](https://developer.veevavault.com/api/25.2/). The Engage System User is created in Vault CRM instances and managed by Veeva for integration purposes.

Veeva recommends using Postman to execute these steps with the script `POST https://\{vaultDNS}/api/mdl/execute`:

1. Enable custom sharing rules for the User object using the following request body:

[Copy](javascript:void(0);)

```
ALTER Object user__sys(
    dynamic_security(true)
);
```

2. Create the custom sharing rule without criteria and apply it to the Engage System User using the following request body:

[Copy](javascript:void(0);)

```
 RECREATE Sharingrule <name_of_sharing_rule>__c (
     label(‘<‘Label of Sharing Rule>),
    active(true),
    object('user__sys'),
    criteria([]),
    Sharingrole editor__v (
        members('User.<username of Engage System User>’)
    )
);
```

### Assigning and Removing Users to Groups as

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

To assign or remove an existing user from an Engage Group:

1. Navigate to the appropriate user\_\_sys record.
2. Update the **engage\_group\_request\_\_v** field appropriately:
   * To assign the user, populate the field with the name of the appropriate Engage Group

     ![](../../../../Resources/Images/Multichannel/Engage/EngageeMeeting/EngageGroupMgmt2.png)
   * To remove the user, clear the field

   To remove a user from an Engage Group when the engage\_group\_request\_\_v field is already blank, business admin users must also update the engage\_group\_provisioning\_status\_\_v field to retry\_request\_\_v. Do not update this field when the engage\_group\_request\_\_v is still populated.
3. Select **Save**.

After saving, the engage\_group\_provisioning\_status\_\_v field indicates the status of the requested update as it is processed by the Engage Server:

* request\_sent\_\_v – The request has not yet been processed by the Engage Server
* no\_licenses\_remaining\_\_v – The request failed due to a lack of available licenses
* invalid\_group\_name\_\_v – The entered Engage Group name did not match a group name on the Engage Server
* request\_failed\_\_v – The requested assignment failed
* success\_\_v – The requested assignment succeeded

Once the assignment is successful, the following fields automatically update for the user\_\_sys record:

* engage\_group\_\_v – Updates to match the engage\_group\_request\_\_v field
* engage\_group\_provisioning\_status\_\_v – Updates to success\_\_v
* remote\_meeting\_host\_id\_\_v
* remote\_meeting\_host\_token\_\_v

![](../../../../Resources/Images/Multichannel/Engage/EngageeMeeting/EngageGroupMgmt.png)

If anything prevents the provisioning process from updating the engage\_group\_\_v and engage\_group\_provisioning\_status\_\_v fields, they may not reflect the information on the Engage Server. Business admins can verify current server information from the Engage Group Management tab.

#### Retrying Provisioning Requests

If the provisioning request failed for any reason, for example, if the business admin attempted to add a user when zero Engage licenses remained, admins can retry the request after making the appropriate correction by updating the engage\_group\_provisioning\_status\_\_v field to retry\_request\_\_v.

![](../../../../Resources/Images/Multichannel/Engage/EngageeMeeting/EngageGroupMgmt3.png)

The retry\_request\_\_v value is the only value of this picklist admins should manually select. All other values are set by the system and should not be selected.

### Related Topics

[Configuring Engage Meeting](ConfigureEngageMeeting.htm)

[Group Meeting Permissions](GroupMeetingPermissions.htm)

[Content Creation Guidelines for CLM in Engage Meetings](CLMEngageContentCreation.htm)