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Batch Update Federation IDs for Existing Users

This guide walks through how to batch-update Federation IDs for existing Salesforce users and create a simple audit log of updates.

🚨 Federation IDs must match the account ID format expected by our Google Workspace system.
New users are handled automatically, but existing users must be updated manually one time.

🛠 Overview

We created a Flow that: - Finds users missing a Federation ID, - Calculates a correct Federation ID based on their email, - Updates the User record, - Logs the change to a custom "Federation ID Update Log" object, - Allows easy review with a List View.

🧩 Step 1: Create the Federation ID Update Log Object

  1. Go to Setup → Object Manager → Create → Custom Object.
  2. Fill out:
  3. Label: Federation ID Update Log
  4. Plural Label: Federation ID Update Logs
  5. Object Name: FederationIDUpdateLog
  6. Record Name: Auto-Number, format FID-{0000}

  7. Description: Log of Federation ID updates performed by automated flows.

  8. Check these options:

  9. ✅ Allow Reports
  10. ❌ Allow Activities (optional)

  11. ✅ Deployment Status: Deployed

  12. Save.

Add Custom Fields to the Object:

Field Label Field Type API Name Notes
User ID Text (255) UserId__c Salesforce User Id
Old Federation ID Text (255) OldFederationId__c Previous value
New Federation ID Text (255) NewFederationId__c New value
Email Email Email__c User’s email address
Updated At Date/Time UpdatedAt__c When the update happened

🛠 Step 2: Create the Batch Update Flow

  1. Go to Setup → Flows → New Flow.
  2. Type: Autolaunched Flow (no trigger).

Build the Flow:

1. Get Records: Find Users

  • Object: User
  • Conditions:
  • FederationId IS NULL
  • Profile.Name CONTAINS 'Experience'
  • Store: All Records

2. Loop Through Users

  • Add a Loop over the collection of users without Federation IDs.

Inside the Loop:

3. Create Assignment: Calculate New Federation ID

Create a Formula Resource:

LOWER(
  LEFT({!LoopedUser.Email}, FIND("@", {!LoopedUser.Email}) - 1)
  & "_"
  & LEFT(
      MID({!LoopedUser.Email}, FIND("@", {!LoopedUser.Email}) + 1, LEN({!LoopedUser.Email})),
      FIND(".", MID({!LoopedUser.Email}, FIND("@", {!LoopedUser.Email}) + 1, LEN({!LoopedUser.Email}))) - 1
    )
  & "@spokanemountaineers.org"
)

Assign this value to the FederationId field for the current User.

4. Create Record: Log the Update

  • Create a new record in Federation ID Update Log:
  • UserId__c = {!LoopedUser.Id}
  • OldFederationId__c = {!LoopedUser.FederationId}
  • NewFederationId__c = Calculated Federation ID
  • Email__c = {!LoopedUser.Email}
  • UpdatedAt__c = Now()

5. After Loop: Update Records

  • Use Update Records to update all modified users at once (bulk safe).

🛠 Step 3: Schedule the Flow

  1. In the Flow Settings, click Set a Schedule.
  2. Set it to run once immediately, or at a quiet time (overnight).

✅ This will batch process all users missing Federation IDs.

🔎 Step 4: Add a List View for Log Visibility

  1. Go to App Launcher → Search Federation ID Update Logs.
  2. If needed, Create a Tab in Setup → Tabs → New Custom Object Tab.
  3. On the "Federation ID Update Logs" screen:
  4. Click the Gear Icon ⚙️.
  5. Click New List View.
  6. Name it something like:
  7. All Logs
  8. or Recent Federation Updates
  9. Set visibility to yourself or your admin group.
  10. Customize Columns:
  11. Add: Email, Old Federation ID, New Federation ID, Updated At.
  12. Save.

✅ Now you can monitor every Federation ID update that the batch flow processed.

📚 Summary

  • Existing users are updated automatically using a Scheduled Flow.
  • Updates are logged into a custom object for easy auditing.
  • A List View provides real-time visibility into which users were updated.
  • This ensures that all Salesforce Federation IDs match our future Google Workspace accounts exactly.

✨ If you need to re-run the batch update in the future, simply re-schedule or manually trigger the Flow.