You have the ability to automatically manage licenses by assigning a saved filter to a License Pack. Entities that meet the filter criteria will be assigned licenses automatically and entities that no longer meet the filter criteria will have licenses removed automatically. This automation makes it quicker and easier to manage licenses. This article explains how to automatically assign licenses to entities using a saved filter, as well as some recommendations for assigning Listings Licenses. 

 

Preparing Your Account

• Before leveraging this feature, it is important that you review your data, to make sure that each entity that will be assigned a license is fully ready to go live. Once the saved filter is applied and a license is assigned, your listings and pages will start to go live.
• There are a few different ways to leverage this feature based on your account processes today. For example, If your entities are loaded into Yext with all of the data necessary to go live, you can automate this process by including the custom field in your templates or adding this to your connector. You can see more information about templates at the bottom of the Additional Notes on Listings Licenses section.
• If your data needs to be reviewed before going live, we recommend taking a more cautious approach and updating the field manually in Yext Content when you're ready to go live on Listings. For more information about editing entities in the platform, see Edit Entity Information.
• If you are unsure about your setup, reach out to your Client Success Manager or Yext Support.

 

Important Points of this Feature

• A license will be automatically assigned to an entity once it meets the assigned saved filter criteria.
• A license will automatically be removed from the entity once it no longer meets the assigned saved filter criteria.

 

Additional Notes on Listings Licenses

• While Listings Licenses will be assigned instantly when the criteria of the saved filter are met, the timeline for when your listings will be synced will vary depending on the publisher.
• For your entities to be synced with Google and Facebook, the entities in the saved filter must have the Google Linked Account and Facebook Linked Account fields populated. This article also includes our recommended setup using the “Fields with Data” criteria in your saved filter to ensure this.
• In order to create new listings on Google Business Profile and Facebook, make sure you have configured your account to create new listings on the Publisher Configuration page. For more information, see Update Create New Listings Configuration Setting.
• Templates are a great tool to ensure all required listings fields are correctly set when an entity is created. Your template can include the fields from the saved filter that you are going to assign to license packs. For Listings Licenses, this may include fields such as Google Linked Account and Facebook Linked Account. This way you can be sure that applying a template will assign licenses accordingly and listings will be launched automatically. For more information about entity templates, see Create an Entity Template, Edit an Entity Template, or Apply an Entity Template accordingly.

 

Step 1: Create a Custom Field

This custom field will be used in the saved filter (Step 3: Create a Saved Filter). This will allow you to add or remove entities from the saved filter, which will assign or remove licenses accordingly. We recommended creating a unique filter for each License Pack (e.g., “Live on Listings”, “Live on Reviews”, and “Live on Pages”.)

1. Click Content in the navigation bar and click Configuration.
2. Click Fields.
3. Click on the + Add Field button.
4. Click Select Field Type and select your desired field type from the drop-down menu (e.g., Yes / No).
5. Enter a name for the field (e.g., “Live on [License Pack]”).
6. Select the entity types this field will be available for.
7. Click Save Field.
   • For more information about creating a custom field, see Add Custom Fields.

 

Step 2: Update the Custom Field

Note: Every entity that already has a license assigned needs to be updated to meet the saved filter criteria. This includes setting the new custom field to Yes.

1. Click Content in the navigation bar and click Entities.
2. Click on the entity you would like to edit.
   • To edit multiple entities at once, visit the Edit Entities in Bulk article.
3. Edit the custom field you just created.
4. Click Save.

 

Step 3: Create a Saved Filter

The criteria that you add to this saved filter will validate whether or not a license will be automatically assigned. You can use any saved filter you would like to trigger a license assignment. However, we added our recommended criteria for Listings Licenses as a table below.

1. Click Content in the navigation bar and click Entities.
2. Click + Add Filter.
3. Click + Add Filter to add the custom field you just created (e.g., “Live on Listings” = “Yes”).
4. (Optional) Add additional filter criteria.

Recommended Criteria for Listings packs	Details
Live on [License Pack] (custom field) = Yes	You should create a custom field that allows you to opt-in/opt-out entities regardless of other criteria.
Fields with Data include: Google Linked Account Google Account ID	Both of these fields are required to launch on Google. If you want to be extra cautious, you can actually check for an explicit Google Account ID value.
Fields with Data include: Facebook Linked Account Facebook Parent Page ID	Facebook Linked Account is required to launch on Facebook. If you’re consistently using parent pages, then we recommend also including the Facebook Parent Page ID.

 

5. Click Apply Filter.
6. Click on the Save icon () and click Create New Saved Filter. A dialog box appears.
7. Enter a name for the filter (e.g., “Assign [Product] Licenses”).
8. Click Save Filter.
   • For more information about creating a saved filter, see Apply a Filter.

 

Step 4: Assign Saved Filters for a License Pack

Here you will assign the saved filter(s) you just created to the license pack. The license will automatically be assigned once an entity meets the saved filter criteria you selected. Based on which license packs are available in your account, you should assign saved filters for each product area.

1. Click on the Account Details icon () in the bottom left corner of the navigation bar and click Account Settings.
2. Click License Packs.
3. Click on the Assign button next to the desired license pack. A dialog box appears.
4. Select the filter you just created in the drop-down box. You have the option to select multiple saved filters if needed.

5. Click Save. A dialog box appears.
6. Click Confirm.
   • Additional Notes
     • If you have entities with licenses already assigned to the license pack you selected that don’t meet the saved filter criteria, you will receive an error message to prevent those entities from losing their license. If you receive this error message, you can update those entities to meet the filter criteria, update your saved filter criteria to include those entities, or remove the licenses from those entities.
     • If you don’t have enough licenses, reach out to your Client Success Manager to purchase additional licenses.
7. (Optional) Confirm a Saved Filter Is Used for Automatic License Assignment.
   1. Click Content in the navigation bar and click Configuration.
   2. Click Saved Filters.
   3. A saved filter using automatic license assignment will display “Automatic License Assignment” in the In Use By column.