Feature Summary
Room Trigger Setup in Aligned creates a Room when one Salesforce field changes to one specific value. Salesforce Flow extends this by evaluating several conditions together, then updating the field that Aligned monitors, so a Room is created only when every condition you defined is met. This approach works on any Salesforce object that Room Trigger Setup supports, and it lets you build conditions on any field on that object, including fields Room Trigger Setup does not list. Setting this up requires an Aligned Enterprise plan, an Admin or Owner role in Aligned, and a System Administrator in Salesforce.
Prerequisites
Plan: Enterprise, with the Salesforce integration installed
Role: Admin or Owner in Aligned, and System Administrator in Salesforce. Account integrations are governed in the Admin Center, which only Admins and Owners can open. Any other role, including Manager and User, cannot configure Room Trigger Setup
Technical: The owner of the Salesforce record must be mapped to an Aligned user.
How it works
Auto Room Creation with Salesforce Flow separates the decision from the action. Salesforce evaluates your conditions and Aligned creates the Room.
A user updates a record in Salesforce.
Your Flow checks whether all of your conditions are met.
If they are, the Flow updates the field that Room Trigger Setup monitors.
Aligned detects the field change and creates a Room from your selected template, linked to that record.
The Room is owned by the Aligned user mapped to the record owner in Salesforce. Nobody is invited to it, and no email or notification goes out on creation. The Room stays private to the owner until they open it, edit it, and share the link or invite people themselves.
Supported objects
Auto Room Creation supports three Salesforce objects: Opportunity, Account, and Lead.
Room Trigger Setup provides a separate tab for each one, and each tab offers its own set of trigger fields, since the available fields differ between objects.
Configure one trigger field and one template per object within each group, then build your Flow on the matching object in Salesforce. The steps below apply to all three. Substitute your object and your trigger field wherever the steps reference them.
Setting it up
How to set the trigger in Aligned
In Aligned, open the avatar dropdown, click your account name, then click Admin Center. The Admin Center opens in a new browser tab.
Open the Integrations tab.
On the Salesforce card, click Settings.
In the top right of the Salesforce Settings window, select the group this trigger applies to. Select Unassigned if your account does not use groups.
Click Auto Room trigger settings. The group you selected appears in the top right of the window, so you can confirm which group you are configuring.
Select the tab for the object you want to trigger on: Opportunity, Account, or Lead.
Set Trigger type to the field you want Aligned to monitor. Your Flow overwrites this field at the end of the setup, so choose a field whose value your team does not rely on for reporting or forecasting.
The fields offered under Trigger type are pulled from the Salesforce organization connected to your account. Not every field on the object is offered, and you cannot add a field to the list from Aligned. A field you create in Salesforce appears here only if it meets the criteria Aligned pulls on, so check the dropdown again after creating it.
Under Field changed to, select the value that should create the Room.
Under Aligned template, select the template the Room will be built from.
Click Save.
Triggers are configured per group, and per object within that group. Each group can hold one trigger for each of the three objects, so up to three triggers per group. Groups are defined by your account, and you choose their names. If your account does not use groups, every user sits in Unassigned, which is the default, and you configure your triggers there. To run Auto Room Creation for more than one group, repeat this task for each group.
A Salesforce record follows the group of its owner. Aligned matches the record owner in Salesforce to their mapped Aligned user, and applies the trigger and template of the group that user belongs to. If the owner is in a group with no trigger configured for that object, no Room is created.
What your Flow needs to do
Aligned does not care how the Flow is built, only that it writes the right value to the right field on the right record. Four requirements:
Run on the same object you configured in Aligned, when a record is updated.
Evaluate your conditions. A Flow can use any standard or custom Salesforce field on that object, including fields Room Trigger Setup does not list, such as currency fields, record type, and custom picklists. This is what the whole approach buys you.
Run only when a record enters the condition state, not on every later update that still matches it. In Flow Builder this is the When to Run the Flow for Updated Records setting. Two reasons: it avoids repeated Flow runs, and it is what stops the Flow from running again on its own write to the trigger field.
Update the record that triggered it, setting the trigger field to the exact value you configured under Field changed to in Aligned. Not a search for other records, the triggering record itself.
Salesforce documents record-triggered Flows, entry conditions, and the Update Records element. If your team does not build Flows, this part belongs to your Salesforce administrator.
How to verify it works
Activate the Flow, then open a Salesforce record that meets all of your conditions except one, and that has no Aligned Room linked to it. Change the remaining field so every condition is met, and save. After a refresh, the trigger field holds the value you configured, and the Aligned Room related list shows one linked Room.
A Flow that is saved but not activated does not run.
Activating the Flow does not create Rooms for records that already meet your conditions. The Flow runs only when a record enters the condition state, and records that are already in it never make that transition. Records that enter the condition state later do trigger the Flow, including records moved by a bulk update or import. See Limitations.
How to turn Auto Room Creation off
To stop Rooms from being created by your conditions, open the Flow in Salesforce and click Deactivate. Salesforce then stops writing the value into the trigger field, so your conditions no longer create Rooms.
The trigger in Aligned stays in place. You can change which field and value it monitors, but you cannot switch it off. This means Aligned still creates a Room whenever the trigger field reaches the configured value for any other reason, including a manual edit by a user. If that is a concern, point the trigger at a field and value your team does not use.
Limitations
One template per object, per group. Room Trigger Setup assigns a single Aligned template to each object within a group. Every Flow that updates that trigger field creates a Room from that same template. Different conditions cannot produce different templates. To use a different template, you need a different group or a different object.
One Room per Salesforce record. Each Salesforce record links to one Aligned Room. If a Room already exists on the record, Aligned does not create a second Room.
Standard objects only. Room Trigger Setup supports Opportunity, Account, and Lead. Salesforce custom objects are not supported as trigger sources.
The trigger field value is overwritten. The Flow writes a fixed value into the field Aligned monitors, which replaces whatever value a user set.
Admins only. Room Trigger Setup lives in the Admin Center. Only Admins and Owners can create or change a Room trigger. Managers and Users cannot.
Room Trigger Setup supports Salesforce only. HubSpot and other CRMs do not have Room triggers. For condition-based Room creation outside Salesforce, see the Zapier article, which documents a Create Room from Template action on Pro and Enterprise.
Bulk updates create one Room per record. A record-triggered Flow runs once for every record it processes. A data load, mass update, import, or list-view edit that moves many records into the condition state creates a Room for each of them. Deactivating the Flow protects you only from creation driven by your conditions. Because the trigger in Aligned cannot be switched off, any write that sets the trigger field to the configured value still creates a Room, including a bulk operation that updates that field directly.
Auto-created Rooms are not marked as automatic. Nothing in Aligned distinguishes a Room created by a trigger from one a seller created manually.
A trigger cannot be switched off. Once a trigger is configured for an object in a group, you can change the field and value it monitors, but you cannot remove it. Deactivating your Salesforce Flow stops your conditions from firing, but Aligned still creates a Room if the trigger field reaches the configured value another way.
Salesforce Flow is configured and maintained in Salesforce. Aligned Support cannot edit, debug, or activate Flows in your Salesforce organization.
Troubleshooting & FAQ
Expected errors and blocks
The trigger field changed but no Room was created
The trigger field changed but no Room was created
The record owner is most likely not mapped to an Aligned user. Open Settings in Aligned, go to Members, and check for the Salesforce logo next to their name. If it is missing, contact your Customer Success Manager to complete user mapping. Then confirm that a trigger is configured for the group the record owner belongs to, since a record follows its owner's group. Creation can also take a few minutes, so wait before treating it as a failure.
No Room was created and the trigger field did not change
No Room was created and the trigger field did not change
The Flow did not run, or the entry conditions did not match. Confirm the Active label appears next to the Flow name, then confirm the record met every condition. Greater Than excludes a record whose value equals the threshold exactly.
No Room was created and the record already has one
No Room was created and the record already has one
Each Salesforce record links to one Aligned Room, so no second Room is created. Open the existing Room from the Aligned Room related list. To build a new Room on this record instead, disconnect the existing Room from the Room's own settings first. See Connect your Rooms to CRM for the disconnect steps. Note that after disconnecting, the trigger field already holds the value you configured, so the Flow will not fire again until the record leaves and re-enters the condition state.
Only admins can access this page
Only admins can access this page
Room Trigger Setup lives in the Admin Center, which is open to Admins and Owners only. Ask an Admin or Owner in your account to configure the Room trigger.
FAQ
Q: Can different conditions create Rooms from different Aligned templates?
Q: Can different conditions create Rooms from different Aligned templates?
A: Different conditions cannot create Rooms from different templates. Room Trigger Setup assigns one template per object within a group, so every Flow that updates that trigger field produces a Room from that same template. A different template requires a different group or a different object.
Q: Can I set up Auto Room Creation with multiple conditions on Accounts and Leads, not only Opportunities?
Q: Can I set up Auto Room Creation with multiple conditions on Accounts and Leads, not only Opportunities?
A: You can set this up on any object Room Trigger Setup supports, which is Opportunity, Account, and Lead. Configure the trigger field and template on the matching tab in Room Trigger Setup, then build your Flow on that same object in Salesforce.
Q: How many Salesforce Flows can update the same trigger field?
Q: How many Salesforce Flows can update the same trigger field?
A: Aligned does not limit how many Flows update the trigger field, and each Flow evaluates its own set of conditions independently. Salesforce applies its own limits on Flows, which are documented by Salesforce.
Q: Will the Flow run in a loop after it updates the trigger field?
Q: Will the Flow run in a loop after it updates the trigger field?
A: The Flow does not run in a loop. The Only when a record is updated to meet the condition requirements setting runs the Flow only at the moment a record enters the state your conditions describe. When the Flow updates the trigger field, the record does not newly enter that state, so the Flow does not run again. This holds whether or not the trigger field is also one of your conditions.
Q: Can I build conditions on Salesforce fields that Room Trigger Setup does not list?
Q: Can I build conditions on Salesforce fields that Room Trigger Setup does not list?
A: You can build conditions on any standard or custom field on your object. Room Trigger Setup only needs to monitor the single field that your Flow updates at the end.
Q: Does a Room created by a Flow sync with Salesforce the same way as a manually created Room?
Q: Does a Room created by a Flow sync with Salesforce the same way as a manually created Room?
A: A Room created through this method links to the Salesforce record and syncs bidirectionally in the same way as any other connected Room. The record's synced fields appear in the CRM Management drawer in Aligned, and Room activity flows back into Salesforce.
Q: Where do I find Room Trigger Setup?
Q: Where do I find Room Trigger Setup?
A: Room Trigger Setup is in the Admin Center. Open the avatar dropdown, click your account name, click Admin Center, open the Integrations tab, then click Settings on the Salesforce card.
Q: What if my account does not use groups?
Q: What if my account does not use groups?
A: Every user sits in Unassigned, which is the default. Select Unassigned when you configure the trigger, and everything works the same way.
Q: Does my customer see the Room, or get an email, when it is created automatically?
Q: Does my customer see the Room, or get an email, when it is created automatically?
A: Your customer sees nothing and receives nothing. The Room is created privately for the record owner. It reaches your customer only when the owner shares the link or invites them.
Q: Which group's trigger and template apply to a given Salesforce record?
Q: Which group's trigger and template apply to a given Salesforce record?
A: The group of the record owner. Aligned matches the Salesforce record owner to their mapped Aligned user and applies that user's group settings.
Q: How long does it take for the Room to appear?
Q: How long does it take for the Room to appear?
A: Usually fast, but it can take a few minutes. Delays are normally caused by factors outside Aligned's control.
Q: How many triggers can I set up in total?
Q: How many triggers can I set up in total?
A: One per object within each group, so up to three per group across Opportunity, Account, and Lead. An account with three groups can hold up to nine triggers.
Pro Tips
Rather than monitoring a field your team relies on, consider adding a field in Salesforce for this purpose alone. Check whether it appears under Trigger type after you create it. A dedicated field means the Flow never overwrites a value anyone reads.
Name each Flow after the condition set it represents, for example Aligned Room - Enterprise New Business. When several Flows update the same trigger field, descriptive names make it clear which Flow created which Room.
Select Actions and Related Records rather than Fast Field Updates while you build and test. The record's field history then shows both field changes, which tells you exactly what the Flow did.