manage lead assignment rules

Salesforce is closed for new business in your area.

Getting Started with Lead Assignment Rules in Salesforce

Lead Assignment Rules in Salesforce are a powerful tool that allow your GTM (Go-To-Market) teams to automate the process of generating leads and assigning them to the most suitable sales representatives based on specific criteria. Managing and assigning leads becomes key, particularly when dealing with high daily volumes and considering the priority of leads based on various factors. And, as we all know, speed to lead is crucial : if you waste even one minute, your conversion plummets by a shocking 391%.

Ideally, your organization should employ different lead assignment rules tailored to your go-to-market strategies and motions. For instance, the assignment rules for leads generated from a demo request on your website may differ from those for leads obtained through downloading an ebook.

A lead assignment rule consists of a prioritized set of rule entries that dictate how leads are assigned throughout your go-to-market motions, either to a specific user or to a Salesforce Queue. These rules are automatically triggered when leads are created and can also be applied to existing records.

However, there is one significant constraint with Salesforce assignment rules: only one can be active at any given time. This means that as your business scales and you implement multiple business processes, you'll need to consolidate all the complex logic into a single comprehensive assignment rule with multiple rule entries. As you can imagine, managing, maintaining, and updating such an operation can become increasingly challenging over time.

Salesforce Lead Assignment Rules Examples

• Leads from Enterprise Accounts with ARR greater than $200M are assigned to Enterprise SDR Queue.
• Leads from accounts with ARR greater than $50M (and less than $200M) are assigned to Mid Market SDR Queue.
• Leads reaching Nurture Lead Status are directed to SDR 1.
• Irrelevant leads with a ‘gmail.com’ domain are routed to a dummy user and disregarded.
• Distribute leads to reps based on their respective sales territories.

Salesforce Lead Assignment Rules: A step-by-step guide

Here is a step-by-step guide to help you set up Salesforce Lead Assignment Rules in keeping with your business needs and sales strategies.

Step 1: Log in to Salesforce:

Access your Salesforce account using your credentials.

Step 2: Navigate to Setup:

Click on the gear icon in the screen's upper-right corner to access the Setup menu.

Step 3: Access Lead Assignment Rules:

In the Setup menu, search for "Lead Assignment Rules" in the Quick Find box. Click on "Lead Assignment Rules" under the "Leads" section.

Step 4: Create a New Rule:

Click on the "New Lead Assignment Rule" button to create a new rule.

Step 5: Define Rule Entry Criteria:

Enter a suitable name for the rule and specify the rule's entry criteria.

You can decide whether to write a formula or build a prioritized set of rule entry criteria. The logic you define determines the conditions that need to be met for the rule to trigger.

Step 6: Specify Rule Assignments:

Choose the desired assignment method for your leads. Salesforce provides different assignment options, such as assigning leads to Queues or specific users. Select the appropriate option based on your business requirements, and (optionally) choose an email template to be sent to the new owner of the lead.

Step 7: Save and Activate the Rule:

Once you have configured all the necessary settings, click the "Save" button to save the lead assignment rule. After saving, activate the rule to make it operational.

Step 8: Test and Validate:

It is essential to test the rule and ensure that leads are being assigned as expected. Create test leads and verify their assignments based on the defined criteria. Make any necessary adjustments or refinements to the rule if required.

Salesforce editions and permissions for Lead Assignment Rules

After gaining an understanding of how lead assignment rules can benefit your business and determining their suitability, you may wonder, "Do I have the appropriate Salesforce edition?" The short answer is, “Yes.” Salesforce has now made this feature available in every edition.

In terms of user permissions, certain requirements must be met to view and edit lead assignment rules in Salesforce. Users must have the "Manage Leads" permission and the ability to "View Setup and Configuration" in order to access lead assignment rules. For editing purposes, users need the "Customize Application" permission along with either the "Modify All Data" or "Modify Leads" permission. If you are unable to locate this section in Salesforce or encounter difficulties with viewing or editing assignment rules, reach out to your Salesforce administrator to verify that you have the necessary permissions in place.

Assignment rules limits and challenges

Salesforce Lead Assignment Rules, while suitable for small teams with straightforward rules, come with significant limitations that can hinder efficiency for larger teams. These limitations become more apparent as the volume of leads increases and more complex use cases arise.

One major drawback is the stringent limits imposed by Salesforce on the number of rules, entries, and actions allowed per rule. These limits are illustrated in the following table:

However, there are additional factors to consider when utilizing assignment rules in Salesforce. It is crucial to be aware of the following challenges before embarking on building your entire logic using Salesforce's native functionality:

• Limited to Leads and Cases: Assignment rules only apply to the lead and case objects. While this may suffice for simple and initial use cases, it falls short when implementing ABM (Account Based Marketing) strategy or when the need to route Opportunities arises.
• Complex QA and Audit: Salesforce's native functionality lacks versioning or debugging tools, making testing and troubleshooting assignments a laborious task. Additionally, there is no built-in record of why a lead was assigned in a particular way, further complicating the auditing process.
• Limited Assignment Options: When using assignment rules, you can only assign a Lead record to a specific user or a Salesforce Queue. Managing more intricate assignments, such as round-robin distribution, becomes challenging and costly to implement within the confines of assignment rules.
• Single Active Rule: As mentioned previously, Salesforce restricts the use of only one active lead assignment rule at a time. This means that despite having multiple processes with distinct underlying logic, you are forced to consolidate them into a single, busy rule, making management and updates cumbersome.

Considering these challenges, it becomes evident that relying solely on assignment rules may not provide the flexibility and functionality required for more complex lead management scenarios.

How Sweep Simplifies Salesforce Lead Assignment

Although assignment rules in Salesforce offer a powerful solution with a short learning curve, we recognize that the drawbacks can become a significant pain point as businesses grow and the native Salesforce tools may not fully support your team's needs.

To address these challenges, we have developed Sweep's Assignment tool, a visual no-code solution designed to simplify the implementation of assignment logic within Salesforce. This empowers organizations to build their go-to-market motions while maximizing assignment efficiency. The benefits of using Sweep's Assignment capabilities include:

• Assigning any object: From Opportunities to Accounts & Contacts and custom objects, you can apply assignment logic across various Salesforce objects.
• Achieving full visibility: Gain a comprehensive understanding of your business processes and easily track where assignments are taking place.
• Managing round-robin groups: Distribute leads equally among sales representatives using round-robin assignment to ensure fairness, or add weights to better control assignments between reps.
• Simplifying territory management and assignment: Streamline the process of managing territories and assigning leads based on specific territories.
• End-to-end lead routing capabilities: Enhance the lead routing process with advanced features such as Lead Deduplication and Lead-to-Account Matching, ensuring that leads always receive a seamless buying experience.

If you have any questions or would like to learn more about how Sweep Assignment can assist your business as it scales, please don't hesitate to contact me at [email protected]. I would be delighted to show you around or provide further insights into Salesforce Lead Assignment Rules.

1000s Of Sales & Support Reps In One Click

LOOKING TO CONVERT MORE OF YOUR PROSPECTS TO SALES CALLS?

Table of Content:

Understanding lead assignment rules in salesforce.

Lead assignment rules play a crucial role in managing and optimizing lead distribution in Salesforce. In this article, we will delve into the intricacies of lead assignment rules, from understanding their importance to setting them up and troubleshooting common issues.

Introduction to Lead Assignment Rules

Before diving into the nitty-gritty details, let's clarify what lead assignment rules are and why they are essential. In Salesforce, lead assignment rules automate the process of assigning leads to the right sales representatives or teams, enabling efficient lead management and maximizing conversion rates.

Lead assignment rules play a crucial role in optimizing the sales process within an organization. They ensure that leads are distributed in a strategic and organized manner, taking into account various factors that can impact the success of lead conversion. By implementing effective lead assignment rules, businesses can streamline their sales workflows and increase their chances of closing deals.

What are Lead Assignment Rules?

Lead assignment rules are a set of predefined criteria that determine how leads are distributed within an organization. These rules analyze lead attributes such as geographic location, industry, or lead source, and based on these criteria, assign leads to specific users or queues in Salesforce.

For example, let's say a company operates in multiple regions and wants to assign leads based on the geographic location of the lead. They can set up lead assignment rules that automatically assign leads from specific regions to sales representatives who are familiar with those areas. This ensures that leads receive personalized attention from representatives who understand the local market dynamics and can effectively nurture the leads towards conversion.

Importance of Lead Assignment Rules in Salesforce

Effective lead assignment rules are vital for streamlining sales workflows and ensuring a prompt response to leads. By automating the lead assignment process, organizations can ensure that the right sales representatives with the necessary expertise handle each lead, increasing the likelihood of conversion.

Furthermore, lead assignment rules help prevent lead duplication. When leads are assigned manually, there is a higher chance of duplication, where multiple sales representatives might unknowingly reach out to the same lead. This not only creates confusion for the lead but also wastes valuable time and resources for the organization. With lead assignment rules in place, duplication can be minimized, and the sales team can focus their efforts on new leads rather than duplicating efforts on the same ones.

In addition to preventing duplication, lead assignment rules ensure fair distribution of leads among team members. By considering factors such as workload, expertise, or territory, the rules allocate leads in a balanced manner, ensuring that no sales representative is overwhelmed with an excessive number of leads while others are left with too few. This equitable distribution of leads promotes a healthy and collaborative sales environment, where team members can focus on converting leads rather than competing for them.

In conclusion, lead assignment rules are a critical component of Salesforce's lead management capabilities. By automating the lead assignment process, these rules optimize sales workflows, prevent duplication, and ensure fair distribution of leads. Implementing effective lead assignment rules can significantly enhance an organization's ability to convert leads into customers and drive business growth.

Detailed Overview of Salesforce Lead Assignment Rules

Let's take a closer look at how lead assignment rules work and the different components involved.

Lead assignment rules play a crucial role in automating the process of assigning leads to the right users or queues in Salesforce. When a new lead is created, the lead assignment rules are triggered, ensuring that each lead is handled by the most appropriate person or team.

So, how do lead assignment rules actually work? When a new lead is created in Salesforce, the lead assignment rules are triggered. These rules are evaluated based on the defined criteria, which can be customized according to your organization's specific needs. The lead is then assigned to the appropriate user or queue based on these rules.

Salesforce provides several options for evaluating lead assignment rules. One of the key considerations is the rule order. The order in which the rules are evaluated can have a significant impact on the assignment process. By setting the rule order strategically, you can ensure that the most important rules are evaluated first, increasing the efficiency and accuracy of lead assignments.

Another important aspect of lead assignment rules is the filtering criteria. These criteria allow you to define specific conditions that must be met for a rule to be triggered. By setting up filtering criteria, you can ensure that leads are assigned based on relevant factors such as geographic location, industry, or lead source.

Additionally, Salesforce offers owner-based rules, which allow you to assign leads based on the ownership of related records. For example, you can set up a rule that assigns leads to the owner of the account associated with the lead. This can be particularly useful in scenarios where leads are closely tied to existing accounts or contacts.

Components of Lead Assignment Rules

Lead assignment rules consist of three main components - rule entries, rule criteria, and assignment actions. Let's explore each of these components in more detail.

1. Rule Entries: Rule entries define the combination of criteria that triggers the rule. These criteria can be based on various fields and conditions, allowing you to create complex rules that accurately reflect your organization's lead assignment requirements. By defining multiple rule entries, you can create a hierarchy of rules, ensuring that leads are assigned based on the most specific criteria.

2. Rule Criteria: Rule criteria specify the conditions that must be met for the rule to take effect. These criteria can include both standard and custom fields, giving you the flexibility to tailor the assignment rules to your specific business needs. You can define criteria based on lead attributes such as lead source, industry, or lead score, as well as criteria related to associated records like accounts or contacts.

3. Assignment Actions: Assignment actions determine how the leads are assigned, whether to a specific user or a queue. Salesforce allows you to assign leads to individual users based on their roles, profiles, or territories. Alternatively, you can assign leads to queues, which are groups of users who share the responsibility of handling leads. By leveraging assignment actions, you can ensure that leads are distributed efficiently among your sales team, maximizing their productivity.

In summary, lead assignment rules in Salesforce provide a powerful mechanism for automating the process of assigning leads. By defining rule entries, criteria, and assignment actions, you can ensure that each lead is assigned to the most appropriate user or queue based on your organization's specific requirements. This automation not only saves time and effort but also improves the overall efficiency and effectiveness of your lead management process.

Setting Up Lead Assignment Rules in Salesforce

Now that we have a better understanding of lead assignment rules, let's explore how to set them up in Salesforce.

Step-by-step Guide to Create Lead Assignment Rules

To create lead assignment rules, follow these steps:

• Navigate to the Lead Assignment Rule setup page in Salesforce.
• Click on "New Rule" and provide a name and description for the rule.
• Define the rule entries by specifying the criteria for lead assignment.
• Configure the rule criteria, such as lead attributes or field values.
• Set up the assignment actions, whether assigning to a specific user or a queue.
• Activate the lead assignment rule to make it operational.

Tips for Effective Lead Assignment Rules

Creating effective lead assignment rules requires careful consideration of your organization's sales processes and objectives. Here are some tips to optimize your lead assignment rules:

• Segment leads based on relevant criteria tailored to your business model.
• Regularly analyze and update your lead assignment rules to ensure they align with changing business needs.
• Consider implementing round-robin assignment to distribute leads evenly among team members.
• Leverage automated lead scoring to prioritize leads before assigning them.

Managing and Modifying Lead Assignment Rules

Once lead assignment rules are in place, it's important to know how to manage and modify them to adapt to evolving business requirements.

How to Edit Lead Assignment Rules

To edit existing lead assignment rules, follow these steps:

• Click on the rule you wish to modify.
• Make the necessary changes to the rule entries, criteria, or assignment actions.
• Save the changes and activate the modified rule.

Deactivating and Reactivating Lead Assignment Rules

If needed, you can deactivate a lead assignment rule temporarily. To do so:

• Locate the rule you want to deactivate.
• Disable the rule by unticking the "Active" checkbox.
• If required, reactivate the rule by ticking the "Active" checkbox again.

Troubleshooting Common Issues with Lead Assignment Rules

Despite careful setup, issues with lead assignment rules can arise. Let's explore some common errors and solutions.

Understanding Common Errors

Some common errors that may occur with lead assignment rules include leads not getting assigned, leads being assigned incorrectly, or no users being available for assignment. These errors often stem from misconfigured rule entries, criteria, or assignment actions.

Solutions for Common Lead Assignment Rule Issues

To troubleshoot lead assignment rule issues, consider the following solutions:

• Review the rule criteria and ensure they accurately reflect your desired lead assignment conditions.
• Check if there are any conflicts between different lead assignment rules.
• Verify the ownership settings for users or queues involved in the lead assignment process.
• Monitor system logs and error messages to identify any specific issues with lead assignment.

By understanding lead assignment rules and effectively leveraging them in Salesforce, you can optimize your sales processes and enhance lead management. Whether you are implementing lead assignment rules for the first time or fine-tuning existing rules, following best practices and regularly evaluating their performance will ensure efficient lead distribution and increased sales success.

Using BANT for Effective Lead Qualification

Interested read more....

Revolutionizing Communication: How the Latest AI Phone Transforms Your Mobile Experience

10 Innovative Ways AI in Customer Service is Transforming the Customer Experience

Explore the Top Ai Voice Chat Solutions for Streamlined Communication in 2024

Speed Up and Sell More: Salesforce Lead Assignment Rules Best Practices

When a lead comes in, an opportunity should come knocking.

But there’s a lot more under the hood. You need solid lead assignment rules in place, and one key variable to keep in mind.

Time. According to LeadSimple, responding to a lead in the first 5 minutes is 21x more effective.

No surprises here. If you’re a scaling business, you know that responding first to a lead is mission-critical.

If you’re manually triaging leads or waiting for IT to make business-critical changes to your lead assignment rules, it’s not scalable. Nor fast.

As an operations leader, you feel this pain across your entire organization. 

Demand teams work hard to generate incoming leads, so it doesn’t make sense to abandon them just because they’re not getting to the right rep in real-time. Your leads, after all, are directly tied to sales revenue.

Automating the process doesn’t solve the problem alone, either. It’s an important piece to speeding up, but not the only piece to the lead assignment puzzle.

You’re inundated with the notion often – speed is everything!

Well, we’re here to tell you:

Respond right is the new respond first.

Shotgun responses don’t help if your lead happens to work for a target enterprise account of yours. You definitely want your Enterprise sales rep, Rachael putting her best foot forward.

Setting the right lead assignment rules also helps with what ‘future you’ couldn’t know ahead of time.  Say a lead comes in from a territory that doesn’t have a rep assigned – It’s going to sit in a queue. A potential quality lead slipped through the cracks of time because there’s no accountability or rule in place.

Complex business processes and go-to-market efforts add additional layers of friction. How can you get it right if you’re constantly evolving at scale?

Your lead assignment process could be stunting your growth potential.

It’s time to speed up, starting with smarter lead assignment rules. 

Give your operations teams their sanity back, and set your sales reps up for speed-to-lead success.

Go ahead and skip the next section if you’re already aware of the challenges to overcome as a scaling business, and want to get right to Salesforce lead assignment rules for success.

Businesses Quickly Outgrow Native Salesforce Lead Assignment Rules

Asana, a project management platform, was scaling fast.

They were grappling with increasing volumes of leads, lagging response times, and complex assignment rules that became impossible to keep up within Salesforce.

As more leads came in from a variety of sources, and with complex territory assignments and hundreds of sales reps that change frequently, lead assignment became a nightmare to manage in native Salesforce.

That’s because creating and changing lead assignment rules can quickly become very complex:

Only a dozen or so lead assignment rules are implemented here, primarily basic rule sets like location, company size, industry, or lead quality. You can imagine how cluttered your rules would get as you continued to add more criteria.

Asana knew that not having a more sophisticated Salesforce workflow automation process meant they didn’t have the flexibility to adapt at scale.

There were two problems Asana needed to overcome:

1. Complex, evolving go-to-market rules

You wouldn’t want sales reps responding to a lead that’s not in their sales territory. You also wouldn’t want junior reps following up with your largest target accounts.

But it happens.

Typical go-to-market (GTM) models are unique by company and can vary by:

• Named account
• Role or product focus
• Partner channels and more

How a company sets up their go-to-market strategy informs how they need to route or assign leads to reps. SaaS sales teams are regularly selling into different territories, market segments (SMB, mid-market, enterprise), verticals, and industries.

What’s more, lead assignment rules often require changing daily with large enterprise businesses. 

Asana, for example, consistently had leads assigned to reps that no longer worked with them.

Imagine juggling complex territory assignment rules and hundreds of sales reps that change frequently?

It can take weeks or months for IT to get involved whenever a Salesforce lead assignment rule needs to be changed:

• IT has to define the required changes, scope them, slot those into a sprint, which may occur weeks or months later
• During the sprint, the team will make the changes, validate them, test them
• Push them from the development environment to the QA environment, and perhaps a staging environment, and then finally into production

Doing things manually, or not at all, is not a scalable alternative.

You can automate to help you move faster, but speed is sidelined when you don’t have the flexibility to adapt to your changing assignment or routing environment.

And it only gets worse as your lead volume climbs.

2. Massive volumes of incoming leads and lagging response times

When too many cars are trying to get to various destinations, traffic jams occur, with some drivers giving up and going somewhere else altogether.

If companies are slow to respond, the chances of those leads sticking around drops with every. passing. minute. Someone else will hop on a plane instead and get facetime sooner.

You need to move faster.

On average, it took companies 42 hours, or almost two days, to respond to a lead .

That’s basically a lifetime:

Dramatics aside, it means most B2B companies are still falling behind and not responding to leads within the five-minute-or-less sweet spot. But it’s there for the taking.

In the past, we had people manage catchall queues, trying to figure out who should own each lead. – Jim Maddison, Veracode

In Xant’s Lead Response Study 2021 of 5.7 million inbound leads at 400 plus companies, they found that 57.1% of first call attempts occurred after more than a week of receiving a lead.

So why are most companies lagging behind? They need to automate and create more adaptable lead assignment rules that actually reflect their go-to-market.

Speed might be serving up the silver platter, but you’re only going to get the deal if you implement effective salesforce lead assignment rules.

Here are some best practices to help set yourself up for success.

Lead Assignment Rules Best Practices For High-Growth Companies

You’ve got massive volumes of incoming leads and ultra-complex go-to-market rules. You’re in the right place.

First things first.

Automate, automate, automate. 

Let’s get to that golden window of 5-minutes. Picture Tesla’s “Come to Me” app (it comes to you and eliminates a long trek to your parking spot).

It requires one tap.

Once a lead enters Salesforce, they follow the defined rule roadmap according to lead assignment rules that you set and ultimately land with the correct salesperson in record time.

You’re giving back those precious minutes to your revenue and sales operations teams.

Now about those rules.

Define Your Go-To-Market Rule Baseline

Carving out territories based on geography, segments, verticals, industries, named accounts, or whatever your go-to-market strategy is, is the first step. This is your baseline.

Any lead that falls into a sales rep’s territory should be assigned to them based on these defined rules, but that’s easier said than done. They’re constantly changing based on several factors.

You need to define your criteria  

In other words, the set of criteria that you will be implementing – you know the drill. To do so, you ask all the necessary questions:

• Which rep will take on what territories?
• What happens if new reps are hired and old ones leave?
• What happens if someone goes on vacation? Or doesn’t work on Fridays?
• A lead comes in from a partner, where do you want this to go?

The beauty is that the sky is the limit.

But how do you get there with native Salesforce constraints lacking the required sophistication?

We had about 800 or 900 rule criteria. We needed something flexible and something that could change, or help us change as we change our business a year to year. – Jim Maddison, Veracode

The next step:

Create customer rule criteria 

Veracode, a security company, had incredibly complex criteria. They had to hire a developer to manually code changes to lead assignment rules. Things changed daily for them, and they grappled with how to adapt.

Ditching the code for the intuitive drag and drop Complete Lead’s interface gave Veracode more flexibility to create assignment rules on the go.

Remember when we said the sky’s the limit?

Implement Nested Flows to Tackle Ultra-Complex Rule Sets

If there were a way to make it easier, you do it right?

Nested flows keep your rules organized. 

At a high level, think of it like nesting dolls: each “nested” or child assignment flow sits within a bigger, or parent assignment flow.

These parent-child relationships can span far beyond just one or two levels, giving you the freedom to allow each business unit to oversee their own GTM processes and territories.  This is a huge win for Rev Ops organizations looking to simplify and speed up ultra-complex lead management.

Department Managers can even set and keep track of rules for their own set of assignment flows, for different GTM teams and within different nested flows. That means lines are drawn in the sand but teams still have visibility and control of how a lead is tracked for their particular team.

Your business depends on data getting where it needs to go, fast. That’s why no matter how complex, your assignment rules should never feel out of hand.

Leverage Powerful Account-Based Assignment

Account-based strategies should be a cornerstone to your go-to-market strategy, and you want to know that your strategic investments are being implemented successfully.

• In a survey conducted by ITSMA , 87% of B2B marketers said that ABM initiatives outperform their other marketing investments.
• COVID-19 caused companies t o rush to create ABM strategies to respond to an increased need for a strong digital presence.
• 56% of the 800 B2B marketers that LinkedIn surveyed said that they are using ABM. Over 80% said that they plan to increase their ABM budget over the next year.

Use account-based assignment.

Account-based marketing targets specific companies, so setting up account-based rules in your lead flow process allows you to route leads from these target accounts to your most experienced reps quickly and easily.

The rule of thumb is that leads from target accounts need to go to the account rep that owns the account. The account owner has the deepest knowledge of the account and the highest chance to convert. Simply put, account based routing  has a positive impact on your bottom line.

With a more robust lead assignment solution to align with their account-based selling and marketing strategies, Alfresco was able to increase their close/won rate by 10%!

Enterprise hierarchy assignment is a no-brainer for account selling.

Imagine if you could automatically visualize all the related customer accounts including subsidiaries, and assign one strategic rep to the parent enterprise account?

You can and you should. Complete Hierarchies gives you the ability to automatically build and visualize complex account hierarchies, so that you’re able to route leads to the right rep no matter how complex the account structure.

Let’s say a new lead comes in from Hulu, but you’ve no idea that it’s a subsidiary of The Walt Disney Company. Chances are the same rep won’t be assigned the account if other go-to-market rules are in place.

Also, you’ve already given a discount to The Walt Disney Company, and this information is not available to the rep who gets the new lead. Account Hierarchies can be a trick up the sleeve when it comes to account-based assignment.

But what happens if a lead comes in and it’s not associated with any account or go-to-market territory?

Set Up A Sophisticated Round Robin

You’re leaving revenue on the table when you let leads sit and die without a timely response.

Native Salesforce just isn’t sophisticated enough to handle more complex round-robin criteria that’s required to keep your leads flowing when they hit a snag.  It’s limited and cumbersome to manage – major setbacks when it comes to your speed-to-lead.

For certain territories or situations, you may have multiple reps covering the territory or a catch-all queue for leads that don’t have enough information to assign properly.

In those cases, businesses often have someone dedicated to manually triaging and assigning leads. This is an incredibly time-consuming operational nightmare and a good way to tank your response times.

And with a lack of accountability, reps often cherry-pick the ideal leads and leave others to the crows.

To avoid these assignment pitfalls you need to push leads to a chosen pool of sales reps and evenly distributed to your sales team, giving everyone an equal opportunity to generate a sale. But you also need more flexible options.

Use sophisticated dynamic round-robin assignment to:

• Set sophisticated criteria like rep speciality or languages
• Use availability settings to ensure leads can be responded to immediately (e.g. office hours)
• Automatically notify reps when new leads are pushed through
• Enforce SLAs on response times to make sure leads are responded to as quickly as possible
• Pair with a rep response dashboard that gives you a complete view to help you monitor how fast a rep is following up with their round-robin leads

Weighted round-robin:

Give your best-performing reps more leads, and improve your overall chance at generating more pipeline. Based on:

• Performance
• On their speciality
• Any desired field

If you’ve found that reps have hit their max capacity for being able to manage any more leads, you can cap the number of records assigned to your team members in the round-robin.

Hit a snag? Re-route your leads:

If reps aren’t responding within their SLA, you can reroute the lead and assign it to someone who will respond. This helps prevent further roadblocks and keeps data flowing, even when there’s a bottleneck.

It’s typical for our team to get four to five requests a week to change territories for a user. Onboarding and offboarding now takes just a few minutes to run all our leads back through the system and automatically get reassigned. – Jim Maddison, Veracode

The ultimate speed-to-lead tactic to keep in your back pocket.

Go Beyond Leads, Assign Any Object

Just imagine that feeling you get if you could create assignment flow, beyond leads. It’s a whole new world.

Assign any object

Go beyond leads and create any assignment flow across any object. You can assign any record, update any field, and trigger any action.

It works similarly to the assignment flow you create for leads, so define your goals and determine your set of criteria for each particular object.

No more manual effort!

This presents endless opportunities to customize your assignment flows, resulting in streamlined processes and less manual administrative time spent manually sifting through information.

What Are You Waiting For?

It’s time to speed up and sell more. 

Speed is crucial, but there’s so much more than that underpinning your speed-to-lead. You need the flexibility to handle your go-to-market complexity and to keep your leads flowing to the right reps in real time.

When you’re scaling fast, you can’t afford to let good leads slip through the cracks.

Interested in hearing more?

We’re happy to talk you through how you can elevate your lead assignment rules in Salesforce, and dramatically improve your speed-to-lead game. Book a personalized demo with one of our experienced team members today.

Related Posts

• Account Hierarchies
• Account-Based Marketing
• Automated Account Hierarchies
• Lead Management
• Lead Routing
• Lead to Account Matching
• Sales performance
• Territory Management
• The Revenue Optimists

• Complete Hierarchies
• Complete Leads
• Complete Clean
• Complete Influence
• Deduplication
• Relationship Mapping
• Mass Territory Reassignment
• Customer Stories
• Live Group Demos
• ABS Maturity Matrix
• Automate Leads
• Automate Hierarchies
• Speed To Lead
• Automated Hierarchies
• Deal Review Checklist
• RevOps KPI Checklist
• AI for RevOps Guide
• Knowledge Base

Book A Demo

Get an interactive tour of BookIt for Forms — no demo needed!

• Intelligent Lead Delivery
• Convert Signals to Revenue
• Enterprise Salesforce Orchestration
• Products Overview Discover modern Revenue Orchestration
• Integrations Connect signals to plays
• Pricing Plans for every company
• Why LeanData

Snowflake Scales Account Based Plays with LeanData Revenue Orchestration

Clockwise Supports PLG Motion with LeanData Revenue Orchestration

• Become a Partner Team up with LeanData
• Technology Partner Directory Discover ISV solutions to fit your needs
• Solutions Partner Directory Connect with our network of authorized Service Integrators

LeanData’s integration with Salesloft allows a user to route prospects to the right reps.

Slack has transformed business communication– it’s the platform where work can happen.

Expertly target and engage high-value accounts when they’re ready to buy.

LeanData’s integration with Outreach allows a user to route prospects to the right reps.

• Learning Center
• Certification
• Tips & Tricks
• Help Center
• About Us Learn more about us and our mission
• Newsroom Keep up with what’s new at LeanData
• Events Stay up to date and network with industry professionals at our upcoming events
• Careers Join the LeanData team
• Contact Us Get your questions answered - contact us now

G2 Recognizes Lead-to-Account Matching and Routing as Newest Tech Category, with LeanData the #1 Vendor

Leandata showcases power of modern revenue orchestration at opsstars 2022, leandata announces winners of the 2022 opsstars awards, what are lead assignment rules in salesforce.

Assignment rules are a powerful feature within Salesforce to assist your team’s automation of its lead generation and customer support processes. Assignment rules in Salesforce are used to define to whom your leads and cases (customer questions, issues or feedback) are assigned based on any one of a number of specified criteria you determine. 

An organization would typically develop a rule for its GTM process or flow – for example, a lead assignment rule for inbound, website-generated leads, or a lead assignment rule for importing leads from an event, and so on. For case assignments, a company might establish one case assignment rule for weekdays and another assignment rule for weekends and holidays. 

A lead or case assignment rule often consists of multiple rule entries to specify exactly how leads and cases are assigned throughout your go-to-market teams. For example, related to customer service inquiries, a standard case assignment rule might have multiple entries – cases with “Type equals Gold” are assigned to the Gold Level service queue, cases with “Type equals Silver” are assigned to the Silver Level service” queue, and so on. 

Here’s the thing, though: As organizations grow and scale, they operationalize multiple GTM motions – inbound, outbound, account-based, upsell/cross-sell, and hybrid – but are limited to having just one rule in Salesforce. As a work-around, many organizations resort to creating one massive lead assignment ruleset and then wedging all of their rule entries into that one big ruleset, regardless of how many different motions that represents (e.g., entries 1-15 are for the inbound motion, 16-23 are for event follow-up, 24-37 are segment-based, 38-60 are territory-based, etc.). Over time, the machinations in Salesforce can quickly become unmanageable.

This post covers the best practices for Salesforce lead and case assignment rules to get your team more fully engaging your hard-won leads and quickening your organization’s time-to-revenue.

How to Define Assignment Rules

Your Salesforce administrator can only have one rule in effect at any particular moment in your go-to-market motions, and that assignment rule is intended to both automate lead generation processes and other customer-facing processes routed through your CRM. 

Lead assignment rules specify how leads are assigned to users or queues as they are created manually, captured from your website, or imported via SFDC’s Data Import Wizard. Case assignment rules determine how cases are assigned to users or put into queues as they are created, either manually or through the use of Web-to-Case, Email-to-Case, On-Demand Email-to-Case, the Self-Service portal, the Customer Portal, Outlook, or other data generation applications.

Criteria for Lead Assignment Rules

Okay, so you’ve decided that lead assignment rules in Salesforce make sense for your revenue operations team – now what? Well, first, you’ll need to determine the edition of your Salesforce instance. Lead assignment rules are available in the Group, Essentials, Professional, Enterprise, Performance, Unlimited, and Developer Editions of SFDC. Case assignment rules, conversely, are available only in the Professional, Enterprise, Performance, Unlimited, and Developer editions.

With regard to User Permissions, to view assignment rules, you’ll need View Setup and Configuration permissions. However, to create or change assignment rules, you’ll need Customize Application. If you are not your organization’s Salesforce administrator, you should check with her/him before attempting to head off on your own.

How to Create Salesforce Lead Assignment Rules

Creating lead and case assignment rules in Salesforce is a relatively straightforward process. 

• Login to Salesforce and select Setup in the upper right corner of the horizontal navigation bar.
• In the Setup search box , type “assignment rules” and then select either Lead Assignment Rules or Case Assignment Rules.
• Select New to create a new assignment rule.
• In the Rule Name box, type a name and specify whether it should be active for leads or cases created manually and by those created automatically by web and email. When done, click Save .
• Click open your newly created rule and select New in the Rule Entries to specify your rule criteria.
• Step 1 in the “Enter the rule entry” window requires you to enter an Order for your new rule (the Order is the order in which the entry is processed, like a queue).
• In Step 2, you determine whether your new rule is based on meeting a set of criteria or a formula. In the Run this rule if the dropdown box, select either “criteria are met” or “formula evaluates to true.”
• Lastly, in Step 3, select the user or queue to whom your rule will assign your new lead or case (use the lookup feature to find specific users or a queue). After completing Step 3, select Save .

Why Are Your Salesforce Lead Assignment Rules Not Working?

If you discover your lead or case assignment rules are not working, there are a couple of tips to follow to quickly troubleshoot the root cause.

First, check to ensure the assignment rule is active. Remember, only one case or lead assignment rule can be active at one time. Secondly, ensure the record is assigned to the correct user or queue and make certain the checkbox Assign using active assignment rule has been selected. In support of this step, you can enable field History tracking on case or lead owner, as well as add object History (case or lead) in your page layout. 

One common problem is overlapping rule entries, or rule entries in the wrong order. With dozens of rule entries, many will overlap, causing records to get assigned unpredictably. For example, if entry #1 assigns California leads to John, and entry #2 assigns Demo Request leads to Jane, then John might wonder why he’s receiving Demo Requests leads who are supposed to go to Jane. 

Assignment Rule Examples

The image, below, shows sample rule entries being entered into Salesforce for a variety of “what if” situations:

• Junk leads containing “test” are sent to an unassigned queue
• Demo requests are routed directly to SDR 3
• Leads at accounts with over $100 million in annual revenue are routed to AE 1
• Leads in certain states are sent to their respective representatives

How LeanData Simplifies Salesforce Lead Assignment

Creating lead and assignment rules in Salesforce is relatively straightforward, but with limitations on having just one rule, as your GTM motions become more and more complex, it becomes necessary to populate that one rule with multiple defining rule entries. As you grow and scale, your rule threatens to become unwieldy, and is subject to the following:

• Difficulty in both comprehending and managing
• Poor visibility, making it difficult to troubleshoot and validate
• Restrictions allowing only the criteria on the routed record

LeanData’s lead routing flow and assignment solution is a native Salesforce application that allows users to create flows in an easy-to-understand visual graph. It’s visible representation of an organization’s desired lead flow affords many benefits to users, including:

• Easier ability to visualize and understand complex flows
• Real-time visibility of the routing of leads and the ability to quickly troubleshoot and make adjustments
• At-a-glance ability to use information on matched records for routing decisions and actions

Assignment rules in Salesforce are a relatively easy-to-learn feature that can be very quickly implemented, delivering a flexible and powerful logic to your CRM processes. Automating your lead and customer processes will accelerate your GTM motions and deliver your organization a sustainable competitive advantage.

For more best practices in the burgeoning field of revenue operations, read the eBook, “ Best Practices for a Winning B2B Marketing Data Strategy .”

• lead assignment rules
• lead assignment rules salesforce

Ray Hartjen

Ray Hartjen is an experienced writer for the tech industry and published author. You can connect with Ray on both LinkedIn  &  Twitter .

More Related Content

How to Automate Lead Routing in Salesforce

How assignment rules work in Salesforce When leads come into your Salesforce instance, a rep needs to reach out to...

Integrating Salesforce Sales Engagement into LeanData’s Revenue Orchestration Platform

Sales engagement platforms (SEPs), like Salesforce Sales Engagement, Outreach and Salesloft, are incredibly important tools in today’s sales stack. They...

Salesforce Lead-to-Account Matching, the Easy Way

Salesforce lead-to-account matching is an important consideration in better aligning Sales with Marketing and increasing the efficiency and productivity of...

Product Area

Feature impact.

• What Is Experience Cloud?
• Building Blocks of a Site
• Find Your Way Around
• Supported Browsers
• Site Vision & Purpose
• Frameworks & Templates
• Who Does What?
• Structure, Layout, & Design
• Customer Engagement
• Content Management Strategy
• Performance & Scale
• Promotion & Measurement
• Enable Digital Experiences
• Grant Super User Access to a Partner User
• Grant Portal Super User Access to Customer Users
• Use Share Groups to Share Records
• External Account Hierarchies Considerations
• Considerations for the Convert External User Access Wizard
• Configure a Custom Domain for Your Experience Cloud Site
• Configure Settings in Your Administration Workspace
• Set Up Customer Insights
• Considerations When Using Customer Insights
• Update Your Experience Cloud Site’s Name, Status, and Description
• Key Concepts in Page Redirection in Aura and LWR Sites
• Setup Checklist
• Brand Your Pages from the Administration Workspace
• Brand Your Experience Builder Pages
• Create a Custom Login Discovery Page
• Customize the Apex Login Controller
• Set Up Dynamic URLs with Experience Workspaces
• Redirect Users to a Custom Logout URL
• Customize Your Forgot Password and Reset Password Pages
• Configure Your Self-Registration Page
• Considerations for Creating Experience Cloud Site Users
• Set Custom Site Roles
• Reset an External User’s Password for Experience Cloud Sites
• How do external Experience Cloud site members get login information?
• How do I update Experience Cloud site membership using the API?
• Assign a Default Experience to a User Profile
• Membership Processing Best Practices
• Use Custom Visualforce Error Pages for Authenticated Users
• Create the Account Switcher User Permission Set
• Allow External Users to Manage Partner Members
• Allow External Users to Manage Partner Brands
• Activate Your Site
• Deactivate Your Site
• Considerations for Archiving a Site
• Unarchive a Site
• Merge Fields for Experience Cloud Sites
• Customize the One-Time Password Email Template
• Customize the Device Activation Email Template
• Customize the User Lockout Email Template
• Customize the Email Address Change Template
• Customize the Headless Registration Email Template
• Manage Your Site Email Notifications
• Troubleshooting Steps If Site Members Don’t Receive Welcome Emails
• Experience Cloud Sites: What’s Different or Not Available in the...
• Enable Objects for Experience Cloud Site Users
• Hide Fields in Lightning Knowledge Search Results
• Set Up the Site Case Feed
• Emails in the Site Case Feed
• Enable Question-to-Case
• Restrict Experience Cloud Site User Access to Cases
• Send Emails to Leads and Contacts from an Experience Cloud Site
• Set Up Approvals for External Users in Your Experience Cloud Site
• Close a Conversation, Poll, or Question in an Aura Site
• Pin Posts in an Aura Site
• Add Groups to an Aura Site
• Move Feed Items from One Public Group Feed to Another
• Threaded Discussions in an Aura Site
• Chatter Streams in Aura Sites
• Enable Direct Messages in an Aura Site
• Verify Answers for Your Company
• Add Rich Publisher Apps to Your Feeds
• Enable Upvotes and Downvotes
• Migrate Peer-to-Peer Conversations to Your Experience Cloud Site
• File Visibility and Sharing in Experience Cloud Sites
• Customize Experience Cloud Site Libraries with Images
• Limit Files in Your Experience Cloud Site
• Make Files on Records Visible to Customers
• Display Images Faster on All Devices
• Display Optimized Images on Mobile Devices
• Enable Ideas in Your Experience Cloud Site
• The Customer Account Portal Template
• The Partner Central Template
• The Customer Service Template
• The Build Your Own Template (Aura)
• Standard Components for LWR Templates
• Considerations for Using Flows in LWR
• Actions Bar Considerations in LWR Sites
• Send Visitor Information to the Salesforce Case Object
• Create a Microsite
• Configure Microsite Layout and Create Navigation
• How Do Experience Cloud Forms Connect to Marketing Cloud?
• Connect the Marketing Cloud Form Component to Marketing Cloud
• Send Visitor Information to the Salesforce Lead Object
• Capture Visitor Information with the Lead Form Component
• Objects Supported by Out-of-the-Box Components and Pages in...
• Considerations for Changing Your Template
• Considerations Before You Migrate an Aura Site to Lightning Web...
• Migrate a Koa or Kokua Site to a New Template
• Account Brand Details
• Account Management
• Announcement Section
• Article Content
• Articles with This Topic
• Campaign Marketplace
• Case Comments Publisher
• Case Deflection
• Channel Menu
• CMS Collection
• CMS Connect (HTML)
• CMS Connect (JSON)
• CMS Single Item
• CMS Single Item (Detail)
• Contact Request Button & Flow
• Contact Support Button
• Contact Support & Ask Buttons
• Contact Support Form
• Migrate to the Contact Support Form and Case Deflection Components
• Create Record Button
• Create Record Form
• CRM Analytics Dashboard
• Customize Code for Lightning Components on Login Pages
• Customizable User Profile Menu
• Customizable User Settings
• Dashboard List
• Deflection Tracking
• Einstein Predictions
• Einstein Scoring
• Enhanced List View
• Embedded Appointment Management
• Embedded Messaging
• Embedded Service
• External Account Hierarchy List Card
• Featured Topics
• Featured Topics & Feeds
• Feed Compact
• Feed History
• Feed Post & Comments
• Feed Publisher
• Allow Guest Users to Access Flows
• Flow Orchestration Work Guide
• Follow Button
• Global Search Box
• Global Search for Peer-to-Peer Communities
• Global Search Results
• Group Banner
• Group Detail
• Group Related List
• HTML Editor
• Knowledgeable People
• Language Selector
• Manage Members Section
• Member Profile and Settings
• Message Notification
• Navigation Menu
• New Message Button
• Page Refresh
• Path (Experience Builder Site Component)
• Paused Flows
• Profile Header
• Recognition Badges
• Recommendations
• Recommendations Carousel
• Record Banner
• Record Detail
• Record Information Tabs
• Record List
• Record Related List
• Related Record List
• Related List - Single
• Related Articles List
• Related Questions List
• Related Topics List
• Report Chart
• Report List
• Report Summary
• Reputation Leaderboard
• Rich Content Editor
• Search Results
• Stream Detail
• Stream List
• Suggested Actions
• Top Article by Topic
• Topic Catalog
• Topic Description
• Topic Metrics
• Trending Articles by Topic
• Trending Topics
• Unanswered Questions
• User Profile
• Add Actions to Your User Profile
• User Profile Image
• User Profile Knows About
• User Profile Related List
• User Profile Menu
• User Profile Stats
• User Profile Summary
• User Profile Tabs
• Visualforce Page Component
• Brand the Login Pages
• Employee Login Link
• Forgot Password
• Self-Registration
• Set Icons for Social Login
• What Is the Enhanced Sites and Content Platform?
• How Many Experience Cloud Sites Can My Org Have?
• Find Your Way Around Experience Builder
• Add Contributors
• Update Roles
• Remove Contributors
• Prebuilt Experience Builder Themes
• Change the Theme of Your Experience Builder Site
• Use Branding Sets in Experience Builder
• Adjust the Style and Layout of Your Site Theme
• Theme Guidance: Header Components
• Theme Guidance: Hero Component
• Theme Guidance: Search Component
• Change the Theme Layout of Your Experience Cloud Site’s Pages
• Change the Content Layout in Experience Builder
• Find and Create Asset Files in Experience Builder
• Experience Builder Settings
• Update Your Experience Builder Site’s Template
• Preview Your Experience Builder Site
• Publish Your Experience Builder Site Customizations
• Page Properties and Types in Experience Builder
• Considerations for Page Hierarchy and URL Conflicts in Experience...
• Enable the App Launcher in Experience Builder Sites
• Use a Custom Service Not Available Page for Your Experience Builder...
• Use a Custom Too Many Requests Page for Your Experience Builder Site
• Assign Different Values for Desktop, Tablet, and Mobile Properties...
• Show or Hide Components on Mobile, Tablet, or Desktop for Enhanced...
• Hide Components on Mobile Devices with Experience Builder for Aura...
• Error Messages for Pages Without Data in Experience Builder
• Create a Flexible Layout
• Delete a Page in Experience Builder
• to Customize Your Experience Builder Site" data-is-link="true" aria-level="4" id="community_builder_page_head_leaf" role="treeitem" lwc-g4l6pknunt=""> Add Markup to the Page <head> to Customize Your Experience Builder...
• Create Component Variations in LWR Sites
• Create Dynamic Component Visibility in LWR Sites
• Expression-Based Visibility Rules in LWR Sites
• Build an Expression-Based Visibility Rule in LWR Sites Using Custom...
• Considerations for Audience Targeting in Aura Sites
• Criteria Types and Conditions for Audience Creation
• Assign an Audience to a Page Variation
• Assign an Audience to a Branding Set
• Assign an Audience to a Component
• Assign an Audience to a Component Variation
• Prioritize Audiences in Aura Sites
• Use Visualforce in Experience Builder Sites
• Add Streams to Your Experience Builder Site
• Configure Google Analytics™ for Experience Cloud Sites
• Create a Multilingual Site
• Set the Default Language for Your Aura Site
• Add Languages to Your Aura Sites
• Set Language Options
• Edit Language Content on the Page
• Export Language Content
• Import Translated Content
• Delete a Language
• Best Practices and Considerations for Multilingual Sites
• Add a Translate Button to Feed Items in Experience Builder Sites
• The Scale of Your Experience Cloud Sites
• Scale and Performance Optimization Tools for Experience Builder Sites
• Which Performance Tools Do I Need Based on My Experience Cloud Site?
• Use Apex to Configure Self-Registration in Batches for High-Volume...
• Use Apex to Configure Record Creation in Batches for High-Volume Sites
• Use Experience Builder to Configure Micro-Batching for High-Volume...
• High-Volume Registrations and Record Creation Fixes
• Progressive Rendering Guidelines
• Prioritize Component Display Order with Progressive Rendering
• Analyze and Improve Experience Builder Site Performance
• Improve Experience Cloud Site Performance with Browser Caching
• Set Up Your Experience Builder Site for SEO
• Identify Your Preferred Domain to Improve SEO Results
• SEO Page Properties in Experience Builder
• Create a Custom robots.txt File for Your Experience Builder Site
• SEO-Friendly URLs for Custom Objects in Lightning Web Runtime (LWR)...
• Make Objects Available for SEO
• Provide Search Engines with Fresh Content Snapshots
• Generate a Manual Sitemap Refresh for Your Experience Builder Site
• Reassign the Scheduled Jobs that Generate an Automatic Sitemap Refresh
• Best Practices and Tips for Using SEO in Experience Builder Sites
• SEO for Experience Builder Sites FAQ
• Connect Experience Cloud to Data Cloud (Beta)
• Add Content to Your LWR Sites with Data Binding
• Use a Grid Component to Show Enhanced CMS Collections and List Views...
• Add an Image from Salesforce CMS to Your LWR Site
• Nest Content Components in Your LWR Site
• Bind Data to CMS Content Pages in Your LWR Site
• Create a Manual CMS Collection for Your Aura Site
• Edit a Manual CMS Collection in Your Aura Site
• Create a Conditional CMS Collection for Your Aura Site
• Salesforce CMS Topics for Aura Sites
• Show CRM Data in Your Aura or LWR Site Using Object Pages
• Show Record Lists in Your Aura or LWR Site Using Navigation Menus
• Bind Data to CRM Record Detail Pages in Your LWR Site
• Add CRM Connections to Your Aura Site
• Create a Salesforce CRM Collection for Your Aura Site
• Add a Salesforce CRM Collection to Your Aura Site
• External Data Sources in Your Experience Cloud Site
• Set Up CMS Content Search in an LWR Site
• Set Up CRM Object Search in LWR Sites
• Set Up Search Pages for Aura Sites
• Enable Search Autocomplete for Guest Users
• Add the Global Search Box to Your Customized Experience Cloud Site...
• Allow Users to Search Salesforce Tabs + Visualforce Sites
• Create a Branded Mobile App for Your Experience Cloud Site Using...
• Create a Lightning Bolt Solution
• Export a Customized Experience Builder Template for a Lightning Bolt...
• Export a Customized Experience Builder Theme for a Lightning Bolt...
• Export a Customized Experience Builder Page for a Lightning Bolt...
• Add Flows to a Lightning Bolt Solution
• Export and Packaging Considerations for Lightning Bolt Solutions
• Requirements for Distributing Lightning Bolt Solutions
• Package and Distribute a Lightning Bolt Solution
• Rename the Chatter Tab
• Brand Your Salesforce Tabs + Visualforce Site
• Enable the Global Header for Salesforce Tabs + Visualforce Sites
• Choose a Landing Tab
• Use a Custom Service Unavailable Page in Your Salesforce Tabs +...
• Configure the Default Login Page to Use a Custom Home Page
• Add Custom Pages That Don’t Require Login
• Help Center Set Up Tasks
• Create a Help Center
• Help Center Template Pages
• Change from Help Center to a New Template
• Partner Central—Build Lightning Partner Sites
• Create a Partner Site with Partner Central—Setup Tasks
• What’s Your Partner Experience Cloud Site Strategy?
• Migrate from a Partner Portal to an Experience Cloud Site
• Set Up the Channel Manager Role
• Disable Partner Accounts
• Partner User Profile
• Partner User Roles
• Sharing Data with Partner Users
• Set Partner Username Uniqueness Requirement to the Org Level
• Enable Leads for Visualforce Sites
• Assign Cases to Partners
• Assign Tasks and Events to Partners
• Configure an External Account Hierarchy
• Sharing Considerations for Using Account Role Optimization in...
• Use a Shared Person Account Role for Community Users
• Create a Channel Program
• Create Channel Program Levels
• Manage Channel Program Members with Sharing Groups
• Channel Program Member Limits
• Configure Account Relationship Data Sharing Rules
• Create an Account Relationship
• View Shared Account Records in Your Experience Cloud Site
• Create Reports for Account Relationships
• Considerations When Using Account Relationships and Data Sharing Rules
• Best Practices for Account Relationships
• Assign Leads to Partners
• Create a Lead Process for Lead Distribution
• Create a Queue for Lead Distribution
• Create Page Layouts for Lead Distribution
• Create Lead Record Types for Lead Distribution

Create Assignment Rules for Lead Distribution

• Customize Partner Central for Lead Distribution
• Create Processes for Deal Registration
• Create Page Layouts for Deal Registration
• Create Lead Record Types for Deal Registration
• Create a Global Action to Let Partners Register Deals
• Customize Opportunities for Deal Registration
• Create Approval Workflows for Deal Registration
• Customize Partner Central for Deal Registration
• Create a Market Development Budget
• Customize Page Layouts for Partner Marketing Budgets
• Grant Channel Account Managers Access to Partner Marketing Budgets
• Share Partner Marketing Budgets with the Channel Account Manager
• Create Approval Workflows for Partner Marketing Budgets
• Create a Partner Fund Allocation
• Customize Page Layouts for Partner Fund Allocations
• Grant Channel Account Managers Access to Partner Fund Allocations
• Share Partner Fund Allocations with the CAM
• Create a Partner Fund Request
• Grant Channel Account Managers and Partner Users Access to Partner...
• Create Approval Workflows for Partner Fund Requests
• Customize Page Layouts for Partner Fund Requests
• Create a Partner Fund Claim
• Create Approval Workflows for Partner Fund Claims
• Customize Page Layouts for Partner Fund Claims
• Best Practices for Campaign Marketplace
• Guided Setup: Distributed Marketing for Experience Cloud
• Configure Reports for Partner Scorecard
• Enabling More Features for Partner Relationship Management
• Lead Distribution Reports
• Deal Registration Reports
• Market Development Fund Reports
• Build a Portal with the Customer Account Portal Solution
• Create a Customer Account Portal—Setup Tasks
• What’s Your Customer Account Portal Strategy?
• Extend Salesforce to Customers with the Correct Licenses
• Experience Cloud Journey Data Model
• Email Preferences
• Triggering Journeys Based on Events
• Triggering Journeys Based on Audiences
• Determine If an Object Can Trigger Journeys
• Sync an Object to the Marketing Cloud
• Experience Cloud Objects for Creating Member Journeys
• Share CRM Data in an Experience Cloud Site
• Enable Clickjack Protection in Experience Cloud Sites
• Configure SAML SSO Between Salesforce Orgs or Experience Cloud Sites
• Customize SAML Start, Login, Logout, and Error Pages
• Integrate Service Providers as Connected Apps with SAML 2.0
• Authentication Provider SSO with Salesforce as the Relying Party
• Authorize Apps with OAuth
• Encrypt Experience Cloud Site Data
• CSP and Lightning Locker Design Considerations
• Where to Allowlist Third-Party Hosts for Experience Builder Sites
• Select a Security Level in Experience Builder Sites
• Experience Cloud Cookies
• Show Nicknames Instead of Full Names in an Experience Cloud Site
• Guest User Security Policies and Timelines
• Guest User Setup Checklist
• Secure Guest Users’ Sharing Settings and Record Access
• Review Guest User Object, Record, and Field Access for Sites
• Best Practices and Considerations When Configuring the Guest User...
• Best Practices and Considerations When Working with the Site Guest...
• Best Practices and Considerations for Using the Guest Record Default...
• Discover Which Records Are Available to Guest Users
• Reassign Records Owned by Guest Users
• Remove Guest Site Users from Queues and Public Groups
• Remove Records Shared Manually or via Apex Managed Sharing
• SEO Best Practices and Considerations for Guest Users
• Best Practices and Considerations for Page-Level Access in...
• Experience Builder Sites Search Best Practices and Considerations...
• Set Up Web-to-Case for Guest Users in an Experience Builder Site
• Chatter and Discussions Best Practices and Considerations for Guest...
• Files Best Practices and Considerations for Guest Users
• Test Guest User Access in Your Experience Cloud Site
• Control User Visibility in Your Experience Cloud Site
• Site User Visibility Best Practices for Guest Users
• Deploy A Full Experience Cloud Site with Change Sets
• Deploy Partial Experience Cloud Site Content with Change Sets
• Considerations for Deploying Experience Cloud Sites with Change Sets
• Deploy Your Experience Cloud Site with the Metadata API
• Assign an Experience Cloud Site Manager
• Assign a Moderator
• Track Experience Cloud Site Activity with the Moderation Overview Page
• Enable Members to Flag Items in Your Experience Cloud Site
• Create Criteria to Moderate Your Site
• Create Rules to Moderate Your Site
• Review and Approve Posts and Comments in Your Experience Cloud Site
• Set Up Apex Triggers for Flagging Items
• Experience Pulse
• Experience Cloud Site Moderation Limits and Limitations
• Manage Topics in Experience Cloud Sites
• Automatically Assign Topics to Articles
• Set Up Featured Topics
• Set Up Navigational Topics
• Set Up Content Topics
• See Your Site’s Topics and Subtopics in One Place
• Add Topics to Articles or Remove Them
• Translate Topics Names and Descriptions for Experience Cloud Sites...
• Create Audiences for Your Recommendations
• Recognition Badges Limitations
• Enable WDC Thanks
• Turn On Recognition Badges in Experience Workspaces
• Configure Who Can Create Recognition Badges
• Configure Who Can Assign Recognition Badges
• Use Components to Display Assigned Recognition Badges on Member...
• Create, Edit, and Delete Recognition Badges
• Manage Who Can Assign a Specific Recognition Badge
• Display the Full List of Assigned Recognition Badges on a Member’s...
• Create a Mission
• Display Unearned Mission Badges
• Assign Recognition Badges to Experience Cloud Site Members
• Delete Assigned Badges
• Use the API to Give Recognition Badges Sample Code
• Enable Reputation in Your Experience Cloud Site
• Set Up Reputation Levels
• Set Up Reputation Points
• How is my Experience Cloud site reputation calculated?
• Share a Link to Your Experience Cloud Site
• Switch Between Your Salesforce Org and Your Experience Cloud Sites
• Track User Engagement with Google Analytics 4
• Report on Experience Cloud Sites with AppExchange Packages
• Enable Analytics in Your Experience Cloud Site
• Track Site Activity with Custom Reports
• Enable and Map Dashboards
• Insights for Engagement
• Login History Report Codes
• Create a Report from Your Site with Report Builder
• Allow External Users to Access and Report on Tasks and Events
• Report and Dashboard Considerations for Sites
• How Experience Cloud Uses Lightning
• Who Can See What in Experience Cloud Sites
• Experience Builder Site Limitations
• Experience Cloud Sites Usage Allocation
• Experience Cloud License Limitations
• Upgrade Experience Cloud User Licenses
• Migrate Community Users Between Licenses
• Experience Cloud Site User Account Ownership Limitations
• About High-Volume Community or Site Users
• Share Personal Contact Information Within Experience Cloud Sites
• Update Public Accessibility Settings for Standard Visualforce Pages...
• Additional Experience Cloud Site Limitations

Assignment rules allow you to automatically apply criteria to sort, queue, or act on leads. For example, use assignment rules to automatically assign leads to the lead inbox queue for Partner Central.

Required Editions

For lead distribution, use assignment rules to define the criteria by which you want to distribute your leads, such as partner tier, geography, or specialization.

• From Setup, enter Leads in the Quick Find box, then select Lead Assignment Rules .
• Create a lead assignment rule, let’s call this All Channel Sales Leads.
• Create rules to filter leads by record field values or user criteria and assign them to the lead inbox queue. You can also create rules to directly assign leads to partner users.
• To send an email notification when a lead is assigned to the queue, select an email template. You can also create custom templates for partner email notifications .

Cookie Consent Manager

General information, required cookies, functional cookies, advertising cookies.

We use three kinds of cookies on our websites: required, functional, and advertising. You can choose whether functional and advertising cookies apply. Click on the different cookie categories to find out more about each category and to change the default settings. Privacy Statement

Required cookies are necessary for basic website functionality. Some examples include: session cookies needed to transmit the website, authentication cookies, and security cookies.

Functional cookies enhance functions, performance, and services on the website. Some examples include: cookies used to analyze site traffic, cookies used for market research, and cookies used to display advertising that is not directed to a particular individual.

Advertising cookies track activity across websites in order to understand a viewer’s interests, and direct them specific marketing. Some examples include: cookies used for remarketing, or interest-based advertising.

Cookie List

About 5 mins

Learning Objectives

Manage and nurture leads, sales pipe and lead routing, summing it up.

• Challenge +100 points

Manage Leads

After completing this unit, you’ll be able to:

• Discuss ways to manage and nurture leads.
• Describe sales pipe and lead routing.

Imagine for a moment that you’ve managed to round up a substantial number of qualified and working leads. Things are looking up, and everyone has high hopes! But, what do you do with them?

Lead Management

Lead management is what happens after lead generation: It’s a bridge between marketing and sales. It’s a process that starts with identifying leads, qualifying them, and then with working them as sales opportunities.

In lead management, your job is to help people learn more about your product or service, about industry trends, and about successful customers they can relate to and be inspired by. Engaging and educating prospective customers is at the core of lead management and nurturing.

Lead Nurturing

Lead nurturing refers to the specific actions that give your new relationship what it needs to prosper. Some leads want regular emails, some want quick responses on social media, and others want to call you up and have a conversation about what you offer.

Focus on the nurturing tactics your customers like best—developing an effective lead nurturing strategy pays off. Companies that excel at lead nurturing generate more sales-ready leads at lower cost and boast more sales reps making quota than companies that struggle with nurturing.

Lead Management Software

Lead management software helps companies generate new leads and keep track of who they are, how to reach them, and how they were found in the first place.

This software captures information at the lead’s point of contact with your organization—such as a landing page visit, white paper download, or email open. Based on the lead’s action, they’re automatically scored and the software suggests a next action. Collecting data about how leads and customers are interacting with your brand online allows you to create one-to-one customer journeys and helps your salespeople focus on qualified sales leads while you send other leads on automated nurturing journeys.

All your hard work generating, qualifying, and nurturing leads pays off in the sales pipeline. When you fill your pipeline with quality leads, you help your sales team actively close deals and generate revenue. Surf’s up!

Scoring and Grading

As soon as leads enter the marketing funnel, you should start qualifying them to see which ones are worth additional time and effort. Lead scoring and grading technology can automatically calculate a lead’s value to your company (score) and likelihood of becoming an active customer (grade).

Lead scoring is based on a prospect’s activities, such as the number of pages viewed and forms completed. These activities indicate their level of interest. Lead grading is based on key factors pertaining to individual prospects, such as their location, industry, or company size.

Using lead scoring and grading together helps ensure that only high-quality leads are shared with your sales team—which optimizes their time by allowing them to reach out to the right lead at the right time.

Routing Leads

Once your sales pipeline is full of high-quality leads, you need to route them to your sales team. Lead routing is about assigning each lead to the sales rep best suited to guide them through a successful transaction. This can mean distributing leads by geographic territory, by deal size, or by products or services. This helps marketers streamline leads for sales, eliminating the need to comb through leads and guess which ones are right.

Of course, different sales organizations distribute leads in different ways. However you choose to share leads with sales teams, lead management software can help by creating fixed assignment rules based on lead qualification criteria and generating automated reports on pipeline status and sales team performance. 

Everyone wants to do better business, and being able to meet customers’ expectations before they’re ready to buy a product or service can yield great rewards. To do so, you’ll want to master inbound marketing basics, understand the various types of lead classifications, and capably manage those leads.

Get started today by learning more about how to generate leads with marketing automation at the link in this unit’s resources. A transformative relationship with your customers is just a few clicks away!

• Salesforce: 3 Key Tips for Optimizing Your Landing Page for Lead Generation
• Trailhead: Lead Nurturing Campaigns
• Salesforce: Generate More Leads with Marketing Automation (Sign-Up Required)
• Get personalized recommendations for your career goals
• Practice your skills with hands-on challenges and quizzes
• Track and share your progress with employers
• Connect to mentorship and career opportunities

Salesforce Lead Assignment Rules: How To Manage The Salesforce Lead

You're busy, and managing leads in Salesforce is a pain. You want to use the system but there's just too many hoops to jump through. This blog post will help you understand how salesforce lead assignment rules work and show you how they can make your life easier when assigning leads in Salesforce.

Lead assignment is a critical function in any sales organization and it has been our experience that many companies are not following these simple rules due to lack of understanding or poor training. 

We hope to help you avoid these mistakes by sharing some of the most common mistakes made when assigning leads in Salesforce with you.

What Are Salesforce Lead Assignment Rules

Salesforce lead assignment rules allow a user to specify rules that pick up a specific value from a custom object and assign it to the Contact Manager field of the Lead.

Lead assignment rules are created based on your business requirements, for example: If a prospect fills out an interest form or email marketing survey , you can automatically add their information as Leads in Salesforce, which makes them available for sales reps to follow up with.

Or maybe your company is growing rapidly and you need opportunities to be auto-assigned every time one is updated by an internal team member. In all these cases, lead assignment rules come in handy .

A lead assignment rule can be executed when a custom object record has been created, updated or deleted. It starts with a trigger and ends with an assignment rule.

For example: whenever a user updates the 'Lead Status' field on the 'Opportunity' object, update or delete (depending upon whether Lead Status is set to Closed/Lost or Reopened) the associated Contact record on the 'Cust Team' custom object.

To create this Lead Assignment Rule

• Navigate to Setup
• Leads  and click on New Assignment Rule. Give your lead assignment rule a name and select Sub Object as Opportunity then choose Trigger as Updated Opportunity Status.
• Leave Conditions as Blank and click Save.

The moment you save the lead assignment rules, Salesforce creates a picklist of Available Values with two options – Yes and No.

This is because a lead assignment rule can either create or update a record on another object, depending on the condition that you set.

Now, let's say you want to automatically create a new Lead record whenever the 'Lead Status' field on the 'Opportunity' object is set to Closed/Lost. To do this, we'll need to add an Assignment Rule. Select Assignment Rule as New Lead and choose the action as Create.

Under Object Type , select Lead and under Field Name , select Status . Leave Conditions blank and click Save .

You've now created a lead assignment rule that will automatically create a new Lead record whenever the 'Lead Status' field on the 'Opportunity' object is set to Closed/Lost.

But wait, this rule will create Leads for Closed/Lost Opportunities only. What if you also wanted to automatically create a lead whenever the Status is set to Reopened? 

Well, all you need to do is add another Assignment Rule and choose both rules as New Lead . Select the action Create under the object Salesforce creates a picklist with three options – Yes , No , and No Match. This signifies that it will either update or create records depending upon its conditions.

To edit an existing assignment rule, follow these steps:

• ‍ Navigate to Setup | Customize | Leads | Assignment Rules. The Assignment Rules page displays all of your existing rules together. You can filter this list by selecting a particular object, such as Accounts or Contacts, and then clicking on the Edit button.
• ‍ The Rule Details page for the selected rule displays. This page enables you to edit the rule's name, description, and conditions. You can also specify which objects the rule applies to, what type of action to take (such as Create or Update), and which fields on those objects to use.
• When you're finished editing, click Save.

You can also delete a lead assignment rule by following these steps:

• ‍ Navigate to Setup | Customize | Leads | Assignment Rules. The Assignment Rules page displays all of your existing rules together. You can filter this list by selecting a particular object, such as Accounts or Contacts, and then clicking on the Delete button.
• ‍ The Rule Details page for the selected rule displays . This page provides information about the rule, including the rule's name, description, and conditions.
• ‍ Click Delete to remove the rule from Salesforce. There are many different ways to use lead assignment rules in Salesforce. By creating rules that automatically update or create records on other objects, you can save time and ensure that your data is always up-to-date.

The Seven Rules Of Compliance: Salesforce Lead Assignment Policy

Now that we have covered the basics of Lead Assignment Policy, it's time to get into the specifics. Below are the seven rules of compliance for Salesforce Lead Assignment rules:

Rule 1: All leads must be assigned to a user. 

This is a basic rule and should go without saying. All leads must be assigned to a user in order for them to be worked. If you're not sure who should receive a lead, consult your company's sales process and procedures.

Rule 2: Leads must be assigned in a timely manner.

Leads should be assigned as soon as they are created in order to ensure that they are worked promptly. 

However, there may be cases where a lead expires before it has any activity. In these cases, you can either let the lead expire or reassign it to another user who may work it later on.

Rule 3: A user cannot belong to more than one owner-recipient pair in a single Salesforce organization.

A lead must be owned by one person, but that same lead can be assigned to one or more users within your team using owner-recipient pairs. 

However, no single user should appear in multiple owner-recipient relationship fields for different leads in your database. If this happens, then all recipients will receive every opportunity created from every new lead that's assigned to the problematic user! 

To avoid this, create a new lead assignment policy with the problematic user excluded. Then, create a new lead assignment policy without the problematic user and re-assign all of your leads to the appropriate users using owner-recipient pairs.

Rule 4: A user cannot be a recipient in more than one owner-recipient pair within a single Salesforce organization.

As shown by Rule 3 above, you can have an owner for a lead as well as multiple recipients on that same lead record. However, no single user should appear as both an owner and a recipient on different leads that are under the same qualifying rules. 

If this happens, then all of those leads will route directly to your Salesforce Inbox ! To avoid this, simply create a new lead assignment policy with the problematic user excluded and re-assign all of your leads to the appropriate users using owner-recipient pairs.

Rule 5: A recipient cannot be a member of more than one owner-recipient pair in a single Salesforce organization.

This is another rule that should go without saying, but just like Rules 3 and 4 above, it's important to ensure that you're not setting up multiple recipient relationships for the same user within your Salesforce instance. 

To avoid this problem, simply create a new lead assignment policy with the problematic user excluded and re-assign all of your leads to the appropriate users using owner-recipient pairs.

Rule 6: Recipients must own at least one opportunity to be considered valid.

If you're looking for the most basic rule to begin with, this is it. If recipients are not set up to own one or more opportunities, then they won't have any activities in Salesforce automatically created for them when a lead is assigned. 

This means that Leads will need to route directly into your Salesforce Inbox until you either create some activities for your team or manually assign the lead back to the original owner. 

To avoid this problem, simply create a new lead assignment policy with all of your existing recipients included and re-assign all of your leads accordingly!

Rule 7: You cannot add existing users as recipients if their user records contain fields that are incompatible with assignment policy criteria.

There may be one or more cases where you have users who are already in your system but are not set up to receive leads through your lead assignment policy. 

If you try to add these users as recipients for this newly created rule, then their accounts will show up in red because they won't meet the criteria defined in the assignment policy's qualifications field. 

To fix this problem, simply create a new lead assignment policy by including existing recipients in your Salesforce instance. Then, re-assign all of your leads accordingly!

What Are The Drawbacks Of Using Salesforce Lead Assignment Rules?

Lead Assignment rules are an extremely powerful tool inside Salesforce. They enable business users to control who can view and respond to leads, while also streamlining workflows and ensuring that important leads aren't being ignored.

However, as with all features in Salesforce, there are several drawbacks or limitations that need to be taken into account when a lead assignment rule is put into use:

• A lead has to meet the criteria of all lead assignment rules assigned to it, which might not always be possible. Imagine a Business Development Manager using a Lead Assignment Rule so they receive all high priority leads from two queues - one for new accounts and one for existing customers. But what if the lead doesn't have an account? In this case both queues would be evaluated, even though the lead should only go to one of them.
• Rules can be time consuming and complex to set up. The business user has to have a good understanding of how the rule works in order to create it.
• Rules can be overridden by other users if they have access to the lead. This means that although the Lead Assignment Rule was supposed to ensure that a specific person received the lead, it could end up going to someone else if they're faster at responding or have more seniority.

Overall, Lead Assignment Rules are an extremely valuable tool for controlling workflows and ensuring that important leads don't fall through the cracks. 

However, it's important to be aware of the drawbacks and limitations when using them in order to make sure they're being implemented in the most effective way possible.

Salesforce Lead Assignment Rules are an extremely powerful tool inside Salesforce. They enable business users to control who can view and respond to leads, while also streamlining workflows and ensuring that important leads aren't being ignored.

Himangi Lohar

Get paid for your time, join the marketplace for b2b pitches, meetings, and connections, see cliently in action, start engaging with your prospects, start engaging with your users and clients today, don't miss out, sign up for our newsletter.

Lead Assignment: Strategies to Optimize Your Sales Team's Performance

Your marketing team works hard to generate leads for your company.

As a salesperson, it's your job to capitalize on these leads and produce as many paying customers as possible. Thankfully, this burden doesn't rest on your shoulders alone.

In all likelihood, you're one of several sales reps who've been tasked with implementing your department's sales process . This is good news—as long as you have a lead assignment plan in place, of course. If you don't, you and your colleagues will waste time fighting over leads.

In this article, I'll explain what lead assignment is and why it's beneficial. Then I'll share a few best practices you can use to make sure leads are always assigned to the right rep.

What Is Lead Assignment?

Here's how the process normally works:

• Your marketing team implements various marketing strategies to drive leads
• Leads enter your CRM of choice and are automatically assigned to specific reps
• Said reps access incoming lead records, then use the information there to connect with, nurture, and eventually sell to the individual leads assigned to them

A strong lead routing process will improve your sales team's productivity , increase the trust your reps have in your organization, and ultimately, result in more sales.

Benefits of Having a Clear, Transparent Lead Routing Process

Effective lead distribution seems simple…

Leads come in, your CRM routes them to certain reps based on the specific lead assignment rules you've created, then each rep works to turn their leads into long-term customers.

Simple? Yes. But the truth is, your lead routing process can make or break your sales department. Get it right, and your sales team will succeed. Get it wrong, and your reps will lose productivity, become distrustful of their superiors, and drive less revenue.

With that in mind, let's explore the benefits of a proper lead assignment in more detail:

Productivity

A rock-solid lead routing workflow will help your sales reps get more done faster.

Think about it: when your reps don't have to fight each other for leads, they'll have more time (and energy!) to spend nurturing prospects . This will almost always result in more deals.

Want to optimize your sales strategies? Uncover the hidden potential of sales productivity tools in our detailed guide.

What about trust? Transparent case assignment rules will help you build it.

How so? When your reps know how the sausage is made, so to speak, they won't ask themselves why so-and-so was assigned X lead and not them. They'll just know.

When your reps trust your organization, they'll enjoy their work more. When they enjoy their work, they'll put in more effort. And when they put in more effort, they'll make more sales. They'll probably stick around for longer, too, which will improve your team's turnover rate.

Lastly, a proper lead assignment process will generate more revenue for your company.

As mentioned earlier, your reps will focus on closing deals , not wrestling leads away from their colleagues. This will allow them to pour more effort into their sales processes, helping them connect with and sell to more customers. More customers generally means more revenue.

I should also mention response time. When leads are automatically assigned to reps, they'll reach out to them faster. Since 78 percent of customers buy from the company that responds to their inquiry first, your team's response time has a huge impact on the revenue it brings in.

Lead Assignment Rules: 5 Ways Top Sales Teams Assign New Leads to Their Team

A strong lead assignment process is essential to the success of your sales department. The question is, how do you distribute leads to reps in a way that's logical and fair?

It's pretty easy: just implement a few lead assignment rules, a.k.a. a set of criteria that determines where and when incoming leads are routed in real-time.

Every CRM software handles this process differently. In Close, for example, you can assign leads manually. You can also assign them automatically based on information such as the location and/or priority of the lead, as well as the qualifications of your reps.

Let's look at the most popular lead assignment rules available to your team:

1. Manual Assignment

The manual assignment rule is exactly what it sounds like: sales reps manually assign leads to themselves in their CRMs. This approach is best when sales reps do their own prospecting .

In Close , sales reps can manually assign themselves leads by simply adding their name to the corresponding custom field inside the Close CRM platform. Or, sales managers can manually assign new leads to their team.

One of the best things about this lead assignment rule is how easy it is to set up.

The downside? It won't work for every team—especially large teams that employ multiple kinds of reps, i.e. sales development reps (SDRs), inside sales reps , account executives, etc.

2. Bulk Assignment

The bulk assignment rule is pretty self-explanatory, too. Leads are uploaded to a CRM, then assigned in bulk to specific users, which allows for peak productivity levels.

In Close, sales managers can bulk assign leads by first creating a "lead owner" column in the document they plan to upload. That way, when said file is integrated into their Close account, leads will automatically be routed to the proper sales rep.

Why should you use this lead assignment role? Because it will save you a ton of time!

Unfortunately, it only works for sales teams that either store leads outside their CRMs (why would you do that?) or purchase leads lists from third-party companies (also not recommended).

3. Round Robin Lead Assignment

The round robin assignment rule will automatically assign leads to specified sales reps in your organization in a circular manner, hence the name "round robin."

In Close, sales managers can implement a round-robin lead assignment process by connecting their Close, Python, and Zapier accounts . Once they do, inbound leads will get sent to their sales reps in order. When the last rep receives a lead, the cycle will start over.

A round-robin lead assignment approach will allow you to automate the lead routing process. Just know that it's more complicated to set up than other lead assignment use cases.

Check out this template to use a round-robin lead assignment approach for your team.

4. Rule-based Assignment

The rule-based assignment process will help you to assign inbound leads to reps based on specific criteria, such as where the lead lives and/or the product/service they're interested in.

In Close, use Smart Views to identify leads that fall within your specified criteria. Then assign them to the most qualified rep on your team.

Rule-based assignments are perfect for global companies that serve customers in many different locations around the world, as it allows them to route leads based on geographical location or time zone, the specialties of their sales reps, and the priority level of their leads.

5. Random Lead Assignment

True to its name, the random lead assignment rule assigns leads to sales rep at random. The best part is, this process happens automatically, so you don't have to worry about it!

In Close, you can also set up Sequences and have a random user assigned to each new lead in that sequence. You can also do this in groups, which means you can separate groups of reps and assign leads randomly within that group.

To randomly assign all leads continuously, sales managers can integrate their Close accounts with Zapier. When this happens, inbound leads will automatically get sent to one of your sales reps, but there won't be any rhyme or reason to the assignments.

Random lead assignment is easier to set up than round robin lead assignment (mentioned above) but will still help you evenly distribute leads across your sales team . When that happens, fewer leads will fall through the cracks, which will help you drive more revenue .

Check out this template to quickly build a random lead assignment approach for your team.

Best Practices for Lead Assignment

There are a bunch of ways to assign leads. No matter which approach you choose, make sure you keep these five best practices in mind. Doing so will help you find more success.

Keep It Simple

First, do your best to simplify your lead assignment rule entries.

Ask yourself, "Do we really need to have 17 criteria to route leads?" Unless you're a mega, enterprise-level organization, the answer is probably no. So why do it?

Trust me, most companies don't need to route the leads that come from LinkedIn and the leads that come from Facebook to different sales reps. There's no point in complicating processes that don't need to be complicated. Sales is already hard enough.

Be Transparent about How Leads Are Assigned

Trust is important in sales. As we discussed earlier, reps that trust their organizations work harder, which almost always translates to more sales and revenue.

Trust is especially important when it comes to lead routing. Your reps need to believe that they get a fair amount of leads. The easiest way to ensure this is to be perfectly transparent about your lead routing processes. That way each rep knows exactly how leads are split up.

If you aren't transparent, your sales reps will question your lead assignment approach, which is less than ideal when most companies pay reps on commission . Basically, your reps might feel like you're "stealing" money from them if they don't understand how leads are divided.

Handle Lead Scoring and Qualification Before Assigning Leads

Next, take care of your lead scoring and qualification procedures before you assign leads.

This will ensure you only send quality prospects to your sales reps, saving them valuable time. One of the worst things you can do in sales is spend an afternoon nurturing a lead that will never buy from you. It's completely unproductive and, honestly, kind of demoralizing.

Fortunately, this isn't that hard to do. Simply use an inbound form to learn more about your leads. Then give each lead a score based on the information you receive. (Note: You can use Close to help automatically score your leads, which will save you boatloads of time.)

Once your leads have been vetted, send them to your reps. Trust me, this simple process will boost team productivity to new heights and help you close way more deals.

Develop a Process to Reassign Leads When Necessary

Guess what—leads can be reassigned to new sales reps if and when necessary.

Maybe a lead is first routed to Dwight. Uh oh, Dwight is on vacation and won't be able to follow up with the lead in a timely manner. No problem, just send that bad boy to Jim instead.

You can do this manually, of course. But I suggest building reassignment rules into your CRM. That way, the tech at your disposal will handle this tedious task for you. Doing so will help your entire team reach the apex of their potential, which is exactly what you want.

Analyze and Optimize Your Lead Assignment Protocols

Last but not least, always look for ways to improve your lead routing approach.

What can you do better? Is there a way to eliminate complexity from your process? Maybe you need to go the opposite way, get a little fancy, and use automation to your advantage. (Just don't get too fancy. Like I said earlier, simple is generally best for lead assignment.)

The point is you might not build the perfect lead routing system on the first try. Even if you do, your sales team might grow in the future. Or adopt a new sales strategy. Either way, you'll want to develop a new process to assign leads. Just to make sure everything works right.

Remember, lead routing isn't a one-time checkbox. You can't set it and forget it. You need to continually analyze your approach and look for ways to optimize it. That's how you win.

Close More Deals with the Right Lead Assignment Process

Lead assignment is critical to the ultimate success of your sales department.

Once you implement a few active assignment rules, your reps will become more productive, trust your organization more, and, most importantly, drive more revenue. Win!

You just need to learn how to create new rules in your CRM of choice. That way the robots can handle the lead distribution process for you, while you focus on other tasks. Win, Win!

If you're a Close user, check out this tutorial . In it, Matt Bonde, one of our esteemed product managers, will show you how to assign leads to an automated sequence. Hello, productivity!

If you're not a Close user, what's stopping you? Sign up for a free 14-day trial today to see everything our platform offers, including its lead assignment capabilities.

START YOUR FREE TRIAL→

Actionable sales advice

Get actionable sales advice read by over 200,000 sales professionals every week.

Premium Salesforce Weekend Batch Start From Tomorrow.

Confirm Your Details to Access Salesforce Admin Content

Free Salesforce Admin Tutorial >

Chapter 11 - Sales Cloud >

• Lead Assignment Rules in Salesforce
• What is Sales Cloud in Salesforce?
• Accounts in Salesforce
• Campaign Management in Salesforce
• Contacts in Salesforce
• Salesforce Lead and Lead Processes
• Lead Conversion in Salesforce
• Opportunities in Salesforce
• Products and Pricebooks in Salesforce
• Quotes in Salesforce

What You’ll Learn

Effective lead management in Salesforce’s changing environment is essential for boosting sales. They are automated processes within Salesforce that determine how newly created leads are assigned to users or queues. Lead assignment rules in Salesforce are essential for making sure that leads are managed and dispersed in your company correctly.

This technical blog will walk readers through the nuances of Salesforce’s lead assignment rules, look at actual cases, and comprehend the significant advantages they provide.

What are Lead Assignment Rules?

Salesforce Lead Assignment Rules are used to automatically assign lead records to a particular user or queue based on different conditions. It can contain many rule entries that determine the assignee of a lead. Rule entry specifies the following:

• Sort Order, which determines the order of evaluation of rule entries.
• Entry criteria determine which rule entry the response will be sent through.
• Name of the user/queue to which the record should be assigned.
• An email template will be used to send the response.

We can create as many assignment rules as we want, but only one can be active at a time. “Don’t Reassign Owner” determines if the user whose process stack is in use becomes the owner of the rule entity or if it remains owned by its creator user.

Example Scenario

Source-Based Assignment –  Leads originating from the company’s website forms are assigned to the inside sales team. These leads are automatically directed to the relevant representatives based on the web form source, ensuring a quick response.

Territory-Based Assignment –  For leads generated from trade shows, assignment rules are configured to assign them to the field sales representatives responsible for the respective geographic territories. This ensures that local representatives handle leads effectively.

Round-Robin Assignment –  Marketing campaigns yield a large volume of leads. To distribute these leads equitably, the organization uses round-robin assignment rules. Leads are systematically rotated among the sales representatives, ensuring a fair distribution of opportunities.

How to Create Salesforce Lead Assignment Rules? 

Creating lead and case assignment rules in Salesforce is a relatively straightforward process. 

Step 1: After logging in, go to the horizontal navigation bar’s upper right corner and choose Setup.

Step 2: Type “assignment rules” into the Setup search box, then choose Lead Assignment Rules.

Step 3: To add a new assignment rule, select New.

Step 4 : Enter a name in the Rule Name box and Click Save when finished.

Step 5: To specify your rule criteria, click open your newly generated rule and choose New in the Rule Entries.

Here, the “Enter the rule entry” window requires you to enter an Order for your new rule (the Order is the order in which the entry is processed, like a queue).

Next, you need to determine whether your new rule is based on meeting a set of criteria or a formula. In the “Run this rule if the” dropdown box, select either “criteria are met” or “formula evaluates to true.”

Lastly, select the user or queue to whom your rule will assign your new lead (use the lookup feature to find specific users or a queue)

Step 6: After completing these steps, select Save.

Benefits of Lead Assignment Rules

Implementing lead assignment rules in Salesforce provides several key benefits:

• Leads are automatically routed to the most suitable representatives or teams, reducing manual assignment efforts.
• It is used to assign the owner to a lead record, which is stored from Web-to-Lead. But while creating lead records manually, the ‘Assign using active assignment rule’ option is visible, which lets the owner be assigned as per the criteria defined in the assignment rule. The owner will be the creator of the record.
• With source-based rules, organizations can ensure that leads are promptly attended to, resulting in faster response times and increased lead-to-opportunity conversion rates.
• Territory-based rules allow organizations to align leads with representatives who have in-depth knowledge of specific regions, increasing the chances of successful conversions.
• Round-robin assignment rules prevent the overload of leads on a single representative and ensure that all sales team members have an equitable opportunity to engage with potential customers.
• Automation reduces the likelihood of manual errors in lead assignment, ensuring that no lead is overlooked.

Lead assignment rules in Salesforce are potent tools for optimizing lead management. Whether it’s routing leads by their source, assigning them to the proper territory, or equitably distributing them among your sales team, these rules streamline the process and enhance efficiency.

By understanding the principles of lead assignment rules and harnessing their capabilities, organizations can ensure that no lead goes unattended, resulting in increased conversion rates and driving sales success.

Download Study Material

Get access to exclusive study material for Salesforce Certification and ace your exams!

Our Salesforce Certification Courses

Hey there! Glad you made it through our Salesforce Developer Training for beginners . But wait! We've got some high-in-demand Salesforce courses for you to take your Salesforce skills to the next level, making you a desired professional in the Salesforce job market.

Salesforce Developer Training

Salesforce Lightning Web Components (LWC) Training

Salesforce business analyst training, salesforce marketing cloud training, salesforce administrator training, post a comment cancel reply.

Your email address will not be published. Required fields are marked *

REGISTER NOW

COURSE PLAN

Book Your Consultancy call Now

Fill out the form and get consulted by our Salesforce experts.

Let's Connect With Our Executive

Your Perfect Salesforce Career Awaits

Get a Free Demo Now

Start your Salesforce Journey with #1 Salesforce Training Institute.

GET A FREE DEMO NOW

Start your salesforce development journey with #1 salesforce trainer shrey sharma.

Fill the form below to get a demo of this course.

Stay Up-To-Date With The Latest Salesforce News, Updates & Exclusive Promotions.

Interested? Join our list!

Request A Callback

Get Your Assignment Now

Premium Salesforce Course

Fill out the form to get your Premium Salesforce Development Course

Coming Soon Stay tuned with us!

Online Salesforce Development Course is soon going to be launched. Please fill the form and we will notify you about the course.

Examine your skillsets to find out which Salesforce profile suits you the best.

1) which type of javascript language is ___.

• Object-Oriented
• Object-Based
• Assembly-language

• TutorialKart
• SAP Tutorials
• Salesforce Admin
• Salesforce Developer
• Visualforce
• Informatica
• Kafka Tutorial
• Spark Tutorial
• Tomcat Tutorial
• Python Tkinter

Programming

• Bash Script
• Julia Tutorial
• CouchDB Tutorial
• MongoDB Tutorial
• PostgreSQL Tutorial
• Android Compose
• Flutter Tutorial
• Kotlin Android

Web & Server

• Selenium Java
• Home : Salesforce Admin Tutorials
• Salesforce Administration
• Section 1 : Getting Started
• What is Salesforce.com
• What is login.Salesforce.com
• Enabling Caching and Automcomplete at Salesforce login
• Overview of ERP and CRM
• What is Cloud Computing
• Why Salesforce CRM is #1 on Demand
• Section 2 : Designing your Data Model
• Understanding the Sales Process
• Analysing a functional requirement
• Converting functional requirement into technical specifications
• Section 3 : Building your Data Model
• Understanding Salesforce.com application
• How to create an App in SFDC?
• How to create custom object in SFDC
• Creating fields using different field types in Salesforce.com
• Overview on Salesforce Object Relationships
• How to create Master Detail relationship in SFDC?
• Cannot create Master Detail Relationship?
• How to create Lookup relationship in salesforce.com?
• How to create Many to Many Relationship in Salesforce?
• What is Schema Builder
• Section 4 : Implementing Business Logics
• What is a Formula Filed?
• What are Cross Object Formulas?
• What are Validation Rules?
• Roll up Summary Fields
• Field Dependencies
• Section 5 : Setting up User Interface
• Page Types and Page Elements
• What are page Layouts?
• Home page layouts and components
• Why Documents are used in Salesforce
• Section 6 : Customizing Standard Salesforce Application
• How to Customise Standard Salesforce application
• Section 7 : Salesforce Security Model
• Overview on Salesforce security Model
• How to create New Users in SFDC?
• What is SAML?
• Public groups in Salesforce
• Role Hierarchies in Salesforce.com
• How to create and manage Profiles
• What is Field Level Security?
• How to use Permission Sets?
• Control Record visibility using Organisation wide Defaults
• Control Record visibility using Role Hierarchy
• Control Record visibility using Sharing Rules
• What are Record Types and how can we configure
• What are Page Types and page Elements
• Section 8 : Data Management
• Different Data Management Tools
• How to Import/Update/Upsert data using Data Import Wizard
• How to install Apex Data Loader in macOS and Windows
• How to Insert a record using Apex Data Loader
• How to Update and Insert records Apex Data Loader
• How to Delete and Export records Apex Data Loader
• Section 9 : Salesforce.com Audit
• Field History Tracking
• Setup Audit Trail
• Section 10 : Automate Business Process
• How to create New Email Template in Salesforce
• Salesforce Workflow Rules Overview
• Creating Workflow rules with Rule Criteria & Workflow actions
• Configuring Approval Process
• Assignment rules for Leads and Cases
• Section 11 : Reports and Dashboards
• What is a report in Salesoforce and how we create them?
• Salesforce Reports and Dashboards Overview
• How to use report builder?
• ADVERTISEMENT
• How to create Summary reports?
• How to create matrix reports?
• Salesforce Dashboards
• Creating Dashboards with Dashboard Components for Tabular and Joined Reports
• Section 12 : Salesforce Service Cloud
• Overview on Salesforce Service Cloud
• How to create service cloud console
• Configuring Agent console in Salesforce
• Section 13 : Portal and Sites
• Developing Force.com Sites
• How to enable and use Customer Portal
• How to enable and use Partner Portal
• Integrate Salesforce with websites
• How to create Web to Lead forms in Salesforce
• How to create Web to Case forms in Salesforce?
• Section 14 : AppExchange
• What is Salesforce AppExchange.
• Section 15 : Managing Sandboxes
• What is Salesforce Sandbox?.
• Different Sandboxes and Sandbox Environment Types.
• How to create Salesforce Sandbox template?.
• How to create Salesforce Sandbox?
• How to login Salesforce Sandbox?
• Section 16 : Salesforce lightning
• How to create Salesforce custom domain?
• What is Salesforce lightning Experience?
• What is Salesforce lightning component Framework?
• Creating first Salesforce lightning App
• Styling Salesforce lightning App
• Lightning Componnet : aura:attribute tag
• What is Salesforce DX?
• Create Salesoforce DX project
• Salesforce Dev Hub Setup step-by-step
• Creating Sratch Org
• ❯ Salesforce Administration
• ❯ Assignment rules for Leads and Cases

Salesforce lead assignment rules – Salesforce Tutorials

Creating and managing salesforce lead assignment rules .

In this Salesforce tutorial we are going to learn about What is an assignment Rules , How can we create and manage Salesforce lead assignment rules, and why should we create assignment rules in Salesforce.

What is an Assignment Rule?

Assignment Rules are used to assign Leads and Cases automatically to the assigned users based on criteria. There are two types of Assignment Rules in Salesforce they are

•  Lead Assignment Rules and
• Case Assignment Rules.

What are Salesforce lead assignment rules?

Salesforce lead assignment rules defines the administrators to assign a lead to users and queues based on criteria. A lead can be generated either by manually or generated from the web.

What are case Assignment Rules?

Salesforce lead assignment rules defines the administrators to assign a Case to users and queues based on criteria. A Case can be generated  by manually , generated from the web to case, Email to case etc.

How to create Salesforce lead assignment rules?

Creating and Managing Salesforce lead assignment rules are very important. Let us learn how to create lead assignment rules in Salesforce.com. To create assignment rules login Salesforce and navigate to Setup | Build | Customize | Lead | Lead Assignment Rules.

• Click on Lead assignment rules as shown above.

Click on New Button to create new Salesforce lead assignment rule.

• Enter Rule name.
• The assignment rule must be activated as shown above.
• Click on Save button.

There are only one standard rule in our salesforce. If we create new Assignment rule in Salesforce the first standard rule will be automatically deactivated. At a single point of time only one assignment rule is active. For a single rule there can be multiple rule entries.

• When creating Rule entry we have to learn about these three Order number, Criteria and Assigned to.

How to create New Rule entries in Salesforce Lead Assignment Rules.

In Salesforce we can create many rule entries for single Assignment Rule.

• Click on New Button to create new Rule entry.

• In step 1 :- Enter Sort order as #1.
• In Step 2 :- Enter rule criteria as shown above.
• In Step 3 :- Select the user or queue to assign the lead.
• Select user and Email template as shown above.

Learn how to create Email template in Salesforce.

We have created two Rule entries with order 1 and Order 2. In this Salesforce lead assignment rules, Generated leads will be automatically assigned to the country United State and Country United Kingdom.

Conclusion :

In this Salesforce Tutorial we have learned about What is Assignment rule and How to create Salesforce lead assignment rules. Like wise case assignment rules are also similar to lead assignment rules.

Popular Courses by TutorialKart

App developement, web development, online tools.

• May 12, 2020

How I Manage Lead Assignment in Salesforce For a Global Sales Development Team

Part of my role as a Marketing Operations Manager is to manage the lead assignment process within Salesforce for our 25+ Sales Development Representatives from around the world. A crucial piece to our success is getting the leads to the right person without any delay and ensure a smooth handoff from marketing to sales. In this post, I will walk you through exactly how I manage the lead assignment and lead reassignment process within Salesforce and share some lessons learned along the way.

High-level overview of the lead assignment process

• Manage lead assignment for 25+ Sales Developement Representives around the world
• Manage lead assignment for 10+ channel partners around the world
• Leads are only assigned to SDRs or partners (no AEs or ADMs, for example)
• Leads in target countries are scored and given a rating (A-D).
• Leads that meet our MQL rating are assigned to an SDR for follow up
• Leads that do not meet our MQL rating are assigned to a lead queue in Salesforce

Using standard Salesforce lead assignment rules

When the Sales Development team was smaller and the business rules were not as complex, we used the standard Salesforce lead assignment rules . Now, we only use the standard assignment rules to assign leads to channel partners. These assignment rules are only based on Country and are rarely updated.

Using advanced lead assignment rules in Salesforce

The lead assignment for the Sales Development team is more complex. Leads are assigned based on a number of different criteria including industry and company size. With 25+ Sales Development Reps, territories constantly shifting and the team growing, using the standard Salesforce lead assignment rules were difficult to manage. We purchased Traction Complete an app available on the Salesforce AppExchange to manage the lead assignment for our SDR team. Not only does Traction Complete give us an easier, more visual way of managing our lead assignment rules, it also gives us the ability to:

• Assign leads via round robin
• Automatically match leads to accounts
• Filter records by advanced criteria (using fields from the leads or matched account)
• Account based lead assignment
• Update fields
• Automatically convert leads from a matched account into a contact
• Auto-merge duplicate leads

The lead assignment process

Here’s a basic overview of what the lead assignment process looks like.

Leads are created in our Marketing Automation platform and are scored. The leads are then synced with Salesforce where the Complete assignment rules run to determine:

• Is the lead in one of our target countries? If the lead is not in one of the target countries, the lead is assigned via the standard Salesforce assignment rules.
• Is the lead an MQL? Leads are only assigned to an SDR once they reach them MQL threshold. If they are not an MQL, they will be assigned to the “Unqualified Leads” queue until they reach the MQL threshold.

Assigning leads via round robin

We also have the ability to assign leads via round robin. We occasionally use this feature if an SDR is going on vacation for an extended period of time.

Triggering lead assignment rules when a lead is an MQL

Leads are only assigned once they are marketing qualified. To trigger the lead assignment process in Complete, the checkbox field called “Re-run Traction Complete” must be set to TRUE. To update this field, we have MQL flows set up in our Marketing Automation system to do this automatically.

Here’s what the smart campaign looks like in Marketo to trigger lead assignment when a lead becomes an MQL

Leads can only run through the smart campaign every 60 days because we do not want leads to continuosly become an MQL if the SDR has had a conversation with them recently.

Here’s what the automation rule looks like in Pardot to trigger lead assignment when a lead becomes an MQL

Tips for managing lead assignments

• Limit the number of times a lead can become an MQL . If a lead is considered an MQL more than once, it can impact your conversion rates and skew your reporting. Limiting the number of times a lead can become an MQL can help with this, and it can prevent SDRs from constantly updating the lead to “recycle” or something similar.
• Make sure you have all countries, states and provinces assigned . This might seem obvious, but when you are territory planning, make sure that all states, provinces, and countries you do business in are accounted for. Otherwise, some leads might slip through the cracks and not be assigned to anyone or assigned to the wrong person.
• Determine the criteria for lead reassignment . When should the lead be reassigned? Do you have an SLA the SDR needs to meet before the lead is reassigned to someone else? If you shift territories, does the current SDR get to keep anything they are currently working on? Are there certain leads that should be excluded from reassignment? All these questions are something you should work with your Sales Manager to determine before making any changes in Salesforce.
• Allow SDRs to update lead ownership . Sometimes the lead is assigned to the wrong person, usually due to incorrect demographic data. Allow SDRs to be able to update the lead ownership to the correct person instead of pinging an admin to do it.
• Determine if lead alerts need to be set up . Do SDRs need to be alerted when a lead is assigned to them? If not, then you need to create views where they can easily see leads assigned to them. We use Outreach.io as our Sales Engagement Platform, which allows our SDRs to easily see what leads are assigned to them and need to be actioned on immediately. For that reason, we do not have lead alerts set up for MQLs, but we do have alerts sent out if a high-value form (pricing, contact, etc) is filled out.
• Enable field history tracking for lead owner . Enabling field history tracking for lead owner will allow you to see when lead owner updates occur. This is important for troubleshooting to see if your automated lead assignment process assigned the lead to the incorrect owner, or if someone updated the lead owner manually. It will also allow you to easily reverse owner updates if leads are assigned to someone by mistake.

Lead reassignment due to territory changes

Step 1: update the lead assignment rules in traction complete.

The first step to do a territory change is to update the flow in Traction Complete. This update will only apply to new leads and new MQLs.

Step 2: Pull Salesforce report of the leads that need to be updated

Next, pull a Salesforce report of all the leads that need to be reassigned. The report should at minimum include the fields Lead ID or 18-Digit Lead ID and Re-Run Traction Complete. I also add the following filters to the report:

• Converted = False (to remove any leads that are already converted into contacts)
• Lead Owner contains _______ (to pull leads owned by a specific person)
• Lead Status not equal to Working (to exclude leads that the SDR is already working)

Run the report and export it as a CSV.

Step 3: Update the field “Re-run Traction Complete” to TRUE

Open the file in Excel and set the “Re-run Traction Complete field to TRUE. Save the file.

Step 4: Upload the file to trigger the re-assignment

I use Salesforce Data Loader to upload the CSV into Salesforce.

Lessons learned from completing many territory reassignments

• Updating via my Marketing Automation platform is MUCH slower . I used to run data updates to trigger reassignment or lead ownership in Marketo. However, it takes a lot longer to complete then exporting a report in Salesforce and importing it via Data Loader.
• If you use a Sales Automation tool, make sure ownership is updated there as well . We use Outreach.io for our Sales Automation tool. I find that 90% of the time lead ownership is synced from Salesforce to Outreach immediately, but sometimes you need to force the sync.
• Create a “Lead Territory Change Template” report in Salesforce . I have a report saved that I reuse each time I do a territory reassignment. The template includes all the filters that I would typically use as well as all the columns I need.
• Always double check that the lead assignment is correct . Run a report in Salesforce and group by the lead owner to ensure that everything is assigned to the new owner.
• Ensure you don’t have any lead alerts setup . Check your Marketing Automation platform and processes in Salesforce to make sure nothing will trigger an email alert or something similar when the lead owner is updated. You don’t want to trigger hundreds, or maybe even thousands of alerts when a lead is reassigned.

How do you currently manage lead assignment in Salesforce?

• I use the standard lead assignment rules
• I use an app from the AppExchange
• I have my own custom process set up in Salesforce
• I have my own custom process set up in my Marketing Automation System
• Other (specify in comments below)

View Results

Send me a tweet @jennamolby , leave a comment below, or book a Peer Chat .

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

You are a truly rock star! Thank you for sharing a helpful work and tools on lead assignment!

@brandy_chi

Related Posts

How to Capture Every UTM Touchpoint in Salesforce

• September 10, 2021

4 Changes to Make to Your Campaign Page in Salesforce

• May 13, 2021

8 Noteworthy Features in the Salesforce Summer ’19 Release

• April 22, 2019

🎉Elevate Your Salesforce Career with exclusive Data Cloud + Einstein Copilot Bootcamp Learn More! 🎉

Lead Assignment Rules in Salesforce

• Published on: December 15, 2022
• Updated on: January 11, 2024
• ⏱️ 4 minutes

One of the significant aspects of the Salesforce solution is its ability to have automated workflows or process flows for most of the day-to-day business use cases. In a sales process, leads can be generated in volumes daily, and assigning those leads to the right agent or team is a cumbersome task. Leads can be created via different channels. For example, people can enquire about the service through the company website (Web to lead) or leads can be uploaded using import data wizard (Bulk upload), or leads can be created manually in the CRM application. 

The leads generated through different channels have to be assigned properly, considering the priority of the leads based on certain factors. Thus lead assignment rule is paramount because it automates the process of assigning the lead to the proper team or agent.

So, what is Assignment Rules in Salesforce?

Salesforce Assignment Rules automate lead and case distribution by routing them to specific users or queues based on criteria like geography or record type. Rules can be customized to meet your organization’s unique needs.

How to Set Up Lead Assignment Rules in Salesforce?

1. From Setup, “Quick Find” search box, type “Lead assignment.” You will be able to see “Lead Assignment Rules.”

2. Select the “New” button to create a new lead assignment rule.

3. Enter the rule name and activate the “Active” checkbox. 

4. To specify your rule criteria, open your newly created rule and select New in the Rule Entries section.

5. On this page, you have 3 tasks.

a. Step 1: Determine the order in which the rule entry will be processed – you only need to specify the sort order here. Let’s give 1 now.

b. Step 2 – Select the criteria for the rule entry – In our example, let’s take an assignment based on geography. Leads originating from the USA have to be assigned to the ‘USA Lead Management team.’ Leads generated outside the USA need to be handled by the ‘Other Countries’ team. In sort order 1, we will manage USA-based leads. So select the conditions as in the below image.

c. Step 3 – Select the user or queue to assign the lead to – here, we can assign the lead to either a user or a queue. In our example, we will assign USA-based leads to the ‘USA Lead Management queue. When you select the email template, all the members in the queue will get notified if a new lead is assigned to them.

6. Repeat processes in (5) to assign leads generated in countries other than the USA. Here, the sort order should be 2. Country NOT EQUAL to the USA.

Lead Assignment Rule: Did You Know?

• Only one active assignment rule is possible at a time. You can create multiple assignment rules, but only one can be active at a time.
• The Group, Essentials, Professional, Enterprise, Performance, Unlimited, and Developer Editions all include lead assignment rules.
• Typically an admin user with a System administrator profile will be able to set up lead assignment and routing. However, a user with a less privileged profile will need to check if they have “View Setup and Configuration” permission enabled to view the assignment rules. To create or change assignment rules, one must have “Customize Application” permission in their profile or permission set.
• In the lead page layout, if you select ‘Layout Properties,’ you can see an option for the ‘Lead Assignment Checkbox.’ You can show this option on the lead edit page.

So, basically, lead assignment rules can help ensure that your leads are handled efficiently and effectively, and they can help distribute leads evenly among your sales team.

Now, that’s all about the Lead Assignment Rules in Salesforce. If you wish to learn more about Lead assignments or anything about Salesforce, join our saasguru Slack community and talk with seasoned Salesforce professionals. 

Take that first step towards your Salesforce career, enroll in our Salesforce Admin course and get certified on your first attempt. Get personalized study plans, free mock exams, quizzes, flashcards and much more. Do check out our Salesforce Certification Courses .

Subscribe & Get Closer to Your Salesforce Dream Career!

Get tips from accomplished Salesforce professionals delivered directly to your inbox.

Looking for Career Upgrade?

Book a free counselling session with our Course Advisor.

By providing your contact details, you agree to our Terms of use & Privacy Policy

Unsure of Your Next Step?

Take our quick 60-second assessment to discover the Salesforce career path or learning journey that’s a perfect fit for you.

Related Articles

Discover how Salesforce’s Supplier Diversity Academy empowers underrepresented small businesses with tools and training to win big contracts. Read now!

March’s Salesforce updates: Ethical recognition, AI innovations at Trailblazer DX, new Auckland office, and celebrating 25 years of success. Read now!

Set up Visual Studio Code for Salesforce development with our step-by-step guide. Install essential extensions and streamline your Salesforce deployment process.

Supercharge your SaaS career

Partnership

Getting Started

Learn through 101 guides and easy solutions.

Dive into the weeds with advanced tips.

New Features

Evolve with the Salesforce platform feature updates.

Get to know our community and join the action.

6 Ways to Manage Lead Assignment in Pardot

• Marketing Automations , Pro Tips
• January 13, 2022

min. reading

Pardot lead assignment routing can trip up even the most experienced sales and marketing teams. 

There are so many different ways to assign your prospects within Marketing Cloud Account Engagement (Pardot). Whether you want to manually assign prospects or utilize automation rules or completion actions to assign prospects based on their activity or information, the options can seem overwhelming.  

In this post, I’ll dive into 6 different ways to manage lead assignment in Pardot and how to determine what the best option is for you. After all, cultivating interest, inspiring action, and responding to people who raise their hands is why we’re here, right?

Six Pardot Lead Routing Methods

Choosing the right lead management strategy and tools to automate the process is challenging, but it’s super important. Read on to understand what you should know to make the right choice for your organization.

 There are multiple ways to assign new leads in Pardot ranging from manual assignments to complex and automated assignments based on lead criteria or activity. 

• Assign to User
• Assign Prospect Via Salesforce Active Assignment Rule
• Assign to Group
• Assign to Queue in Salesforce
• Assignment via Prospect list actions
• Assign via advanced lead assignment rules in Salesforce

1. Assign to User

Assigns a prospect to the specified user when the requirements of the rule are fulfilled.

How to use it

Completion action:.

Assign to user can be set up as a completion action for your forms, form handlers, files, custom redirects, emails and page actions, by selecting “Assign to user” and selecting the user’s name from the dropdown

Automation Rule:

Assign prospect to user can be set up as an action within an Automation Rule. This is a great way to assign leads if you have criteria the lead needs to meet before assigning the prospect to Sales. 

For example, if you want to only assign leads to sales that meet a certain scoring threshold, use an automation rule.

Engagement Studio Program:

Assign to user can also be set up as an action with an Engagement Studio Program, by selecting add element > action > assign to user .

2. Assign Prospect via Salesforce Active Assignment Rule

Pushes a prospect to your Salesforce active assignment rule when the rule’s criteria are met (see more information on this process below). The prospect syncs to Salesforce without an owner. 

The assigned user is synced to Pardot when the active assignment rule determines who to assign it to.

To get started, review this Pardot help article: Assigning Prospects

First, you will need an active lead assignment rule setup in Salesforce. This should include all the criteria for your lead assignment as well as a default user to assign the lead to if the lead does not meet any of the criteria.

Assign via active Salesforce assignment rules can be set up as a completion action for your forms, form handlers, files, custom redirects, emails and page actions, by selecting “Assign prospect via Salesforce active assignment rule”.

Assign prospect via the Salesforce active assignment rule can be set up as an action within an Automation Rule.

Engagement Studio Program

Assign prospect via Salesforce active assignment rule can also be set up as an action with an Engagement Program, by selecting add element > action > assign prospect via Salesforce active assignment rule .

3. Assign to Group

Assigns a prospect to a user in a specific group (round robin lead assignment) when the requirements of the rule are met.

First, create a group in Pardot (Admin > User Management > Groups > Add User Group) .

Navigate to the user you should belong to the group (Admin > User Management > Users) and click Edit Groups . Select the group to add the user.

Assign to user can be set up as a completion action for your forms, form handlers, files, custom redirects, emails and page actions, by selecting “Assign to group” and selecting the user’s name from the dropdown

Assign prospect to user in group can be set up as an action within an Automation Rule.

Assign to group can also be set up as an action with an Engagement Program, by selecting add element > action > assign prospect to group .

4.  Assign to Queue in Salesforce

Assigns a prospect to the Sales Cloud lead queue when the rule’s criteria are met. Prospects assigned to a queue are considered assigned to an owner and aren’t reassigned. You can assign only leads to Sales Cloud lead queues.

First, you must have a lead queue set up in Salesforce.

Assign to queue can be set up as an action within an Automation Rule.

Assign to a queue can also be set up as an action with an Engagement Program, by selecting add element > action > assign to Salesforce queue .

5. Assignment via Prospect list actions

Prospects can be assigned to a User or Group via prospect list actions.

Navigate to the prospect table, select the prospects you want to assign and select one of the options from the drop down menu.

6.  Assign via advanced lead assignment rules in Salesforce

If you have more complex business rules, assigning leads via an app on the Salesforce AppExchange might be a good option. Most apps offer a visual way to view lead assignment rules and some advanced functionality, including auto-merging duplicate leads and lead to account matching. 

Traction Complete is a good option we’ve used before.

Lead routing in Salesforce

Here are some additional ways Sales Cloud handles lead routing.

Lead assignment rules

In Sales Cloud, you can set up lead assignment rules to automate the assignment of new leads to your sales team or queues based on the specified rule criteria. 

The rules will execute and evaluate in the numbered order as leads enter Sales Cloud. Each lead assignment rule consists of multiple rule entries that specify exactly how the leads or cases are assigned. When a lead matches the rule, it will be assigned to the correct person or queue. Only one lead assignment rule can be active at a time.

To get started, review this Salesforce help article: Set Up Assignment Rules

Round-robin lead assignment

The round-robin lead assignment rule in Sales Cloud helps you automate the assignment of new leads in an even way to your sales team or queues.

Here’s how the repeating round robin assignment looks if your sales team for lead assignment has 3 members:

• Lead 1 is assigned to sales person 1
• Lead 2 is assigned to sales person 2
• Lead 3 is assigned to sales person 3
• Lead 4 is assigned to sales person 1
• Lead 5 is assigned to sales person 2
• Lead 6 is assigned to sales person 3

To get started, review this Salesforce help article: Create a Round-Robin Lead Assignment Rule . 

Still not sure what lead assignment method is best? Run through this flow chart to see what the recommended option is for you.

Additional Resources

• Salesforce Lead Assignment Rules Best Practices and Tricks
• Lead Routing in Salesforce
• Trailhead: Qualify and Route Leads to Your Reps
• Trailhead: Grow Your Business with Sales Cloud
• Trailhead: Convert and Assign Leads
• Trailhead: Sell as a Team
• ParDreamin’ on-demand video: Now You See Me, Now You Don’t! Lead Routing Basics for Pardot Admins
• The Three L’s in Pardot: Lists, Location, and Lead Assignment
• 6 Ways to Manage Lead Assignment in Pardot and How to Determine The Best Option

Complex lead routing with third-party tools

Third-party tools enable you to create complex lead routing rules that go beyond out-of-the-box Salesforce and Pardot lead routing features. Different tools serve specific purposes that may be the right fit depending on what you’re trying to accomplish.

Here are the most common ones.

LeanData is a native Salesforce lead matching and routing platform that is easy to use and customize with their visual drag-and-drop interface functionality and complex rule building.

RingLead is a native Salesforce lead routing, data normalization, enrichment, and duplicate managing platform.

DemandTools from Validity is a data management platform to help with importing, assigning, standardizing, manipulating, and the deduplication of your Salesforce data quickly.

Feel the Relief of Knowing Your Leads Are In Good Hands

Think you’re a Pardot lead routing pro now? Still have no idea where to start? Either way, tell us about it in the comments! And reach out to Sercante when you need Pardot consultant expertise for extra help and customization.

Subscribe to The Spot

Top 3 Recent Post

How to Create Campaign Assets with Marketing Cloud Growth Edition

You may have heard Salesforce’s announcement of Marketing Cloud Growth Edition, their new marketing...

Marketing Cloud Growth Edition: Landing Page and Form Builder

Marketing Cloud Growth Edition builders enable marketers to build beautiful landing pages and forms...

5 Tips to Accelerate Your Salesforce Data Cloud Implementation

Before we dive into the details of finding success with your Salesforce Data Cloud...

Jenna is a Marketing Operations leader with over 10 years of experience working with both enterprise organizations and start-ups. She started her career as a consultant, helping B2B and B2C clients get the most out of Marketo, Pardot, Marketing Cloud and Salesforce. She then moved in-house, working with B2B SaaS companies, helping them build their sales and marketing technology stacks and processes from scratch.

Leave Your Comment Cancel Reply

You must be logged in to post a comment.

Related Articles

Before we dive into the details of finding success with your Salesforce Data Cloud implementation, let’s set the stage. Whether you’re a seasoned Salesforce admin or just stepping into...

All the FAQs on Marketing Cloud Growth Edition

Since the announcement of Marketing Cloud Growth Edition on February 20th, we’ve been digging into the features of this new product as well as listening closely to the community’s...

An Alternative to Salesforce Dynamic Forms When You Need It

You may be aware that when it comes to improving user experience on a record page,  Dynamic Forms have become more and more powerful over the last few Salesforce...

Bot Single Post

Martech Resources

Shopping consultants or jobs? Wanna join the action? Here’s everything you need to solve all the marketing technology things.

Consulting Services

Work with certified experts to transform your tech stack.

Training Courses

Develop your Salesforce & Pardot skills from anywhere.

Career Oportunities

Browse jobs working with Salesforce & Pardot.

Community Event

Learn from the only virtual Pardot-focused conference.

Virtual Networking

Connect with people in the Pardashian Slack community.

Quick Links

Get The Spot

The Spot for Pardot newsletter delivers a healthy dose of martech to your inbox — and nothing more.

© 2022 The Spot For Pardot | All Rights Reserved Sercante LLC.

B2BMA Essentials Workshop

This course starts on April 11, 2024, from 12pm – 3pm ET

In this course, you’ll cover how-to implement B2BMA, understand what comes out-of-the-box, and start to pave your path for what’s next in your analytics strategy.

Sign Up Now

• Get Started

How to create a round robin lead assignment rule in Salesforce

If you manage a sales team who are working with new inbound leads and you want to equally divide these, this is for you!

Craig Maxwell

Building repeatable revenue engines by combining excellent people, processes, and technologies. 🚀

First off, what even is a round robin? In Salesforce CRM terms it refers to a method of evenly assigning leads to users within a team in a series or sequence.

When would I need this?

For example, you have 5 SDRs (Sales Development Representatives) working with new inbound leads and as a Salesforce administrator, you want to equally divide these between the team.

“A round robin rule allows you to equally distribute new lead records without having to manually assign them using a rotation as shown below"

Lead number (1) goes to SDR 1 Lead number (2) goes to SDR 2 Lead number (3) goes to SDR 3 Lead number (4) goes to SDR 4 Lead number (5) goes to SDR 5 Lead number (6) goes to SDR 1 Notice the rotation here? ☝ ‍ Lead number (7) goes to SDR 2 Lead number (8) goes to SDR 3

And so on...

To achieve this in Salesforce you need to create 2 custom fields on the lead object, an auto number field and a formula field.

Read on and we’ll walk you through how to create and use these to automatically distribute leads and have your sales team thinking you’re some kind of magical Salesforce wizard... 🧙

To create the new fields go to Setup > Object Manager > Lead > Fields & Relationships and select New and choose the data type 'Auto Number' and hit 'Next'.

Creating the auto number field:

On Step 2 add in the following options:

Field Label: Lead Number Display Format: {0} Starting Number: 1 Field Name: Lead_Number

Building out the Lead Number options:

A unique number will now be assigned to this field for each new lead record created in a sequence.

Auto number fields are not editable by users, as new records are created this number will increase, the first lead '1', the next '2', and so on.

You may also see a checkbox to tells Salesforce to 'Generate Auto Number for existing records'.

If you need to assign existing records a number go ahead and check this box, leaving this unchecked will result in only new lead records moving forward will being assigned a number and routed.

Next you will need to create a new formula field that will take the auto number generated by Salesforce and assign it with sequential value that falls within a range you specify (It is this formula that makes the round robin rotation possible).

Create a new formula field with the following options:

Field Label: Round Robin ID Field Name: Round_Robin_ID Formula Return Type: Number Options: Decimal Places = 0

Click 'Next'

Creating the Round Robin ID field:

Select the 'Advanced Formula' tab and in the formula editor type in the following:

MOD(VALUE({!Lead_Number__c}) ,3) +1

Advanced Formula Settings:

This MOD function takes the "Lead Number" created earlier and applies a bit of math to only return a number within a specified range.

The '3' in this case means that it will only return the numbers 1, 2, or 3. If you were to change the '3' in the MOD formula here to '5' you’ll get a result of either 1, 2, 3, 4, or 5 as your Round Robin ID.

“Now that we have a method to tag each lead with sequential Round Robin IDs, we can use this ID to create a Salesforce Lead Assignment Rule."

Type 'Lead Assignment Rules' into the quick find search in setup and navigate to 'Lead Assignment Rules' and select 'New'.

Give your new rule a name, tick the "Active" checkbox and click “Save”.

Creating the lead assignment rule:

On the next screen click on the 'Rule Name' for the rule you just created and click the 'New' button.

Lead assignment rule continued:

Sort Order = 1

Object = Lead, Field = Round Robin ID, Operator = 1

Select the users to be assigned the lead and make sure to select an email template so that you are notifying the new owner of a new lead flying their way! 💥

Click 'Save & New' to create repeat these steps creating a rule for each rep that needs to be assigned a lead based on the Round Robin ID.

Bear in mind, the "Sort Order" sets the order in which your rules are evaluated.

To test your new assignment rule, make sure your lead page under 'Layout Properties' has the 'Assign using active assignment rules' checkbox marked as 'Show on edit page.

You can then create a new lead and check the 'Assign using active assignment rule' checkbox before saving to trigger your new assignment rule.

Thanks for reading & please share this if it helps you! 👏

Get started today!

Latest articles, count the number of contacts on an account in salesforce.

How many personas / contacts are identified on each target account and is your team following best practice? We share a great solution to keep track!

What is CRM? 🤔

The average CRM contact moves company every 36 months. If you're not keeping track of these job changes, you could be leaving money on the table.

• Implementation Reference

Overview of Lead Assignment

Lead assignment is an automated process that assigns leads to sales resources, sales territories and partners. Sales leads require assignment, either in real-time or in batch.

Batch assignment runs batch processing that matches the lead objects, either as a one-off or on a scheduled basis. The two types of lead assignment are:

Rule-Based Assignment

You can automatically calculate a score for each lead, or determine an appropriate rank or qualify a lead using rule based assignment. Assignment rules help ensure that sales resources are properly assigned to leads, and leads are appropriately scored, ranked or qualified. Select from predefined attributes or configure custom lead attributes to use in lead assignment rules.

Territory-Based Assignment with Rule Filtering

Territory-based assignment relies on an association between attributes on the lead work object and attributes on the lead territory candidate object to match the candidates to the work object. For territory-based assignment, the lead work object and lead candidate object must have attributes that share the same domain of values.

Leads use Territory-Based Assignment to identify matching territories and then set up additional rules (Rule-Based Assignment) to filter the final set of territories that are returned, using any attribute of the work object.

• Team Features

Using Privyr with a Team

Introduction.

You can create team accounts in Privyr to coordinate on leads and manage clients across multiple people on your team.

Once you invite your colleagues to your team, you can set up lead assignment rules to automatically assign new leads in a round robin distribution, or leave leads unassigned so that everyone gets an alert and whoever is free can claim and respond to the lead.

You’ll also be able to set permissions for each team member to control the types of clients they have access to view. For example, some team members may be able to view all clients across the team, while others may only have access to view the clients that are assigned to themselves.

Admin accounts have full control over their team and data, and can invite, change permissions, or deactivate team accounts at any time.

Inviting Team Members

You can invite people to your team on Privyr via the following steps:

• On the Mobile App, go to your Account tab > Invite Team

• Clients assigned to themselves : Users will always be able to view and act on clients that are assigned to themselves.
• Clients assigned to others : Allow user to view clients that are assigned to other team members. This also allows the user to assign and/or reassign clients to themselves or their teammates.
• Unassigned Clients : Allow user to view and claim clients that are unassigned (e.g. clients not assigned to anyone yet).
• Allow user to add and edit content (messages, files, pages) for the team.
• Allow user to add and edit client groups for the team.
• Allow user to permanently delete clients from the team. This can only be done for clients that are currently assigned to themselves.
• Allow user to create, edit, and manage team members and their permissions . Note that they won’t be able to edit the Admin Account’s permissions or access.
• Allow user to manage integrations and import/export clients .
• Click on SEND INVITE to send the invitation via email

Once you’ve invited your team member(s), they’ll receive an email prompting them to download and log into the Privyr app to activate their account. You can view the status of your invitations on your Team Members dashboard.

• If a user’s status is ‘ Invite Sent ‘, it means they have been sent the invitation email but have not logged in to activate their account yet. You can click the ‘…’ on the right side of the table and choose to Resend Invite or Cancel Invite .
• Once a user has logged in and activated their account, their status will appear as ‘ Active ‘

Note that billing for team accounts starts once they have been activated. However, if you’re still on free trial and/or are not subscribed, you won’t be charged for any accounts until your free trial ends and you subscribe to Privyr. View more details under Billing for Team Accounts .

Managing Team Members

Your Team Members dashboard shows all users on your team, including those that are invited, active, and deactivated. Admin accounts have full control over their team and data, and can invite , change permissions , or deactivate team accounts at any time.

• To invite a new team member , tap on the + INVITE NEW MEMBER button
• If a user’s status is ‘ Invite Sent ‘, it means they’ve been invited via email but have not logged in to active their account yet. You can click the ‘ … ‘ and choose to Resend Invite or Cancel Invite .
• If a user’s status is ‘ Active ‘, you can click the ‘ … ‘ and choose to Edit Permissions or Deactivate Account .
• If a user’s status is ‘ Deactivated ‘, you can click the ‘ … ‘ and choose to Edit Permissions or Reactivate Account .

Team Member Permissions

You can view the permissions granted to a team member on your Team Members dashboard, under the PERMISSIONS column (A) . To edit the permissions of a user, click on ‘ … ‘ then ‘ Edit Permissions ‘ (B) .

When inviting or editing a team member, you’ll be able to grant or revoke permissions to view and delete certain types of clients, as well as to add and edit Content and Groups.

VIEW CLIENTS Team members will always be able to view clients that are assigned to themselves. Depending on their permissions, they may also be able to view clients assigned to other team members, and/or unassigned clients (e.g. clients that aren’t assigned to anyone yet). If a user has permissions to view clients assigned to others and/or unassigned clients, they can access the Team tab to view clients by assignment status, and adjust their Team View Setting to only show certain types of clients in their Privyr app.

CONTACT AND UPDATE CLIENTS A team member will only be able to contact and update clients that are assigned to themselves. Similarly, clients can only be contacted and updated by the team member that is currently assigned to them (even if other team members have permissions to view the client). This ensures that only one team member is acting on a client at a time, preventing accidents where multiple people are trying to contact or update the same client at the same time. If you want to contact or edit a client that is assigned to someone else or unassigned, you’ll need to assign the client to yourself first.

ASSIGN CLIENTS Team members with permissions to view ‘ clients assigned to others ‘ also have the ability to assign and/or reassign clients to themselves or other team members. Team members with permissions to view ‘ unassigned clients ‘ have the ability to claim the client by assigning it to themselves. If a user only has permissions to view clients that are assigned to themselves, they won’t be able to assign, reassign, or claim any clients.

ADD & EDIT CONTENT If a user has permissions to ‘ add & edit content ‘, they’ll be able to create new and edit existing content (messages, files and pages) that can be viewed and used by all members across the team. Note that only the admin will be able to delete content.

ADD & EDIT GROUPS If a user has permissions to ‘ add & edit groups ‘, they’ll be able to create new and edit existing client groups that can be viewed and used by all members across the team. Note that only the admin will be able to delete groups.

DELETE CLIENTS If a user has permissions to ‘ delete clients ‘, they’ll be able to permanently delete clients from the team. However, they can only delete clients that are currently assigned to themselves. If you need to delete a client that is assigned to someone else or unassigned, you’ll need to assign the client to yourself first before deleting.

MANAGE TEAM MEMBERS If a user has permission to ‘ manage team members ’, they’ll be able to add or invite team members, cancel outstanding invitations, activate or deactivate team members, edit permissions for any team members, and manage the team’s  lead assignment rules .

However, team members cannot edit the admin account’s permission nor deactivate the admin account.

MANAGE INTEGRATIONS If a user has permission to ‘ manage integrations ’, they’ll be able to configure lead source integrations , manage lead distribution rules , and  import or export clients from CSV .

COMMON PERMISSIONS FOR TEAM ACCOUNTS Certain actions are always allowed or disallowed for team member accounts, regardless of their permissions.

All team members are able to  add new contacts , access and send  content   (e.g. files, messages, and pages), and use  client groups .

However, only the admin account will be able to delete  content  and  client groups , and  manage account billing .

Team View Setting

If a user account has permissions to view clients assigned to others and/or unassigned clients , they can adjust their Team View setting to only show certain types of clients in their Privyr application, via the following steps:

• Go to your Account tab
• Tap on Team View
• Note that the options available for a user will depend on the permissions granted to their account

The Team View setting will not be available for accounts that only have access to view clients assigned to themselves, since they don’t have permissions to view any other types of clients.

If a user account has permissions to view clients assigned to others and/or unassigned clients , they’ll be able to access the Team tab in their Privyr app. This lets them quickly view clients that are assigned to themselves, unassigned clients, and clients assigned to each team member (depending on their permissions ).

You can also quickly bulk assign or reassign clients from the teams tab.

• Go to your Clients tab
• Note that this tab won’t be available for accounts that only have access to view clients assigned to themselves
• Tap on Options to quickly select and reassign some/all clients to someone else

Note that the Team tab is not affected by the Team View setting .

Automatic Lead Assignment

You can configure Privyr to automatically assign new leads from your lead sources to your team members, or leave leads as unassigned so that they can be claimed by whoever is available. This lets you control who will receive alerts for new leads, as well as who can view and act on those leads.

Automatic Lead Assignment rules apply to new leads received across all your lead sources , such as your website, Facebook Lead Ads, Google Ad Lead Forms, and other integrations like Zapier. You can also create Advanced Lead Assignment Rules to assign leads based on specific criteria such as by Facebook Page, Facebook Lead Form, or all Facebook Leads.

You can manage your Lead Assignment rules via the following steps:

• Go to your Lead Assignment Dashboard by clicking on  Team  >  Lead Assignment  on the Privyr desktop site
• Leave Unassigned will leave all new leads as unassigned. This will send new lead alerts to all team members with permissions to view unassigned clients . The first person to view and claim the lead will be assigned to it.
• Automatically Assign to Team Member(s) will assign leads to selected team members in a round robin distribution, so that each member is assigned a single lead in each round. Only the assigned team member will receive an alert for each new lead.
• You can also change the LEADS/ROUND column to change how many leads each team member should receive per round (up to 5 leads per round).

Advanced Lead Assignment Rules

You can create advanced rules to assign leads to team members (or leave them unassigned) based on specific criteria such as by Facebook Page, Facebook Lead Form, all leads from a specific lead source, or custom fields. As an example, you can set up the following rules:

• For leads from Facebook Form X , leave them Unassigned
• For leads from Facebook Page Y , distribute in round robin between Team Members A, B, C
• For all leads from Elementor , assign to Team Member D
• When a lead’s preferred_contact_method matches WhatsApp , assign to Team Member E
• For all other leads , leave them Unassigned

You can create Advanced Lead Assignment rules via the following steps:

• Go to your Lead Assignment Dashboard by clicking on  Team  >  Lead Assignment  on the Privyr desktop site.
• Tap on  ADD NEW RULE at the bottom of the page.
• Select your  Rule   Criteria  (e.g. by Facebook Page, by Facebook Lead Form, All Facebook Leads, or Custom Fields).
• Configure how you want leads matching this rule to be assigned (e.g. assigned to specific team members, left unassigned).
• Click on  CREATE   RULE  once done. You’ll see your list of rules.
• You can add more rules by tapping on ‘ + Add new rule ’ and following the same process.
• You can view and edit a rule by tapping ‘ … ’ on the right side of the table. You’ll have options to view rule, edit rule, or move the rule up or down.

Note that rules will run in order from top to bottom, and only the first matching rule for each lead will apply. The default rule is always last and will apply to all leads that don’t match any other rules.

Assigning and Reassigning Clients

If a user account has permissions to view clients assigned to others , they’ll be able to assign clients to anyone else on the team. When client(s) are assigned, the newly assigned team member will receive an alert on their Privyr app to inform them of the newly assigned client(s).

Note that team members can only contact and edit clients that are assigned to themselves, regardless of their permissions. This ensures that only one team member is acting on a client at a time, preventing accidents where multiple people are trying to contact or update the same client at the same time. If you want to contact or edit a client that is assigned to someone else or unassigned, you’ll need to assign the client to yourself first.

REASSIGNING A SINGLE CLIENT

When viewing the client details screen, you’ll be able to reassign the client to someone else via the following steps:

• Tap on Options
• Tap on Reassign Client
• Select a team member to reassign the client to
• Tap on CONFIRM

BULK REASSIGNING CLIENTS

You can reassign multiple clients at a time via the  Bulk Actions   feature on any list of clients. Just tap and hold on a client to trigger multi-select mode, then select the  square icon with an arrow , or  More Actions  >  Reassign Clients .

Note that on client lists other than the team tab , you can only select and reassign clients that are currently assigned to yourself.

Alternately, you can quickly bulk assign or reassign clients from your Team tab , even if they aren’t currently assigned to you.

• Go to your  Clients  tab
• Note that this tab won’t be available for accounts that only have access to view clients assigned to themselves
• Tap on  Options  
• Tap on Reassign some clients (to manually select which clients to reassign) or Reassign all clients (to reassign all clients to someone else)

Unassigned Clients

If you’ve configured your Lead Assignment rule to Leave Unassigned , all new leads will send new lead alerts to all team members who have permissions to view unassigned clients. The first person to claim the lead will be assigned to it.

If you have permissions to view unassigned clients and configured your Team View settings to show unassigned leads, you’ll see unassigned clients displayed on your client lists in a teal blue colour with the word ‘ Unassigned ‘ in the preview. You can also view all unassigned clients under your Team tab > Unassigned .

When viewing an unassigned client, you’ll have two options:

• CLAIM LEAD will immediately assign the client to yourself
• Assign to will let you assign the client to another team member

Note that once a lead has been assigned to a team member, it can be reassigned to someone else later on, but can’t be changed back to unassigned.

Deactivating Team Accounts

You can deactivate an account at any time to immediately revoke access and stop payment for that account, via the following steps:

• Go to your Team Members dashboard by clicking on Team > Team Members on the Privyr desktop site
• On the account you wish to deactivate, click on ‘ … ‘ then ‘ Deactivate Account ‘
• Once completed, the account status will be updated to ‘ Deactivated ‘

When a user’s account is deactivated, their access will be immediately revoked and they won’t be able to log into Privyr or access any data on the team. Billing for the account will also be immediately stopped.

However, any clients that were assigned to the deactivated user will still be assigned to their account, to ensure no information is lost. You can reassign some or all of these clients to other team members via the Privyr app.

REACTIVATING ACCOUNTS

If you wish to reactivate an account that has been deactivated, simply click on ‘ … ‘ then ‘ Reactivate Account ‘. Once an account is reactivated, it will appear as ‘ Active ‘ on your Team Member dashboard and the user will be able to log into Privyr again. This will also restart billing for their account.

Billing for Team Accounts

Billing for each account starts once a team member logs in for the first time to activate their account, and stops when the account is deactivated. Charges or credits will be pro-rated and added onto your next billing cycle. You can deactivate an account at any time to revoke access and stop billing for that account.

If you are currently on a free trial, you can invite unlimited team accounts and will not be charged for any team accounts unless you purchase a Privyr subscription . Billing does not start until your free trial ends.

Only active team accounts will be charged. You will not get charged for team accounts that have been invited but not yet activated.

You can view your active team accounts and team billing details via the following steps:

• Click on ‘ View Billing Details ‘ to view a full breakdown of the billing for your team