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Assign Leads Settings

Assign Lead functionality allows you to change the lead owner to a new owner, once an account match is found, using lead and account criteria and assignment rules. Because matched leads or leads with specific criteria may end up having different owners, than those not configured with Matchmaker, this functionality ensures the lead is assigned to the appropriate owner. Ultimately, owners will be able to view their assignments using views or reports of their accounts, leads and contacts.

Enable or disable lead assignment

  • Click Yes to enable lead assignment.
    • If you click No, this feature will not be enabled and Conversion functionality will not be available.

 

Which leads should not be assigned? 

The product will attempt to automatically assign all leads to new owners unless you define exclusions. 

You can exclude leads from assignment by selecting a lead field, operator and value criteria from the respective picklists. Any leads that include the criteria, will not be assigned to new owners. 

Checkbox.jpg Field - Selections from this picklist are defined by the Lead Standard and Custom Fields.

Checkbox.jpg Operator - Sets parameters for the field and value filter logic.

Checkbox.jpg Value - If value appears in the selected lead field, the lead will not be matched.

  • Click Add Filter to add exclusions. 
  • Click Add Filter Logic to view or adjust the exclusion filter.

If you adjust the logic and want to revert to the default, click Clear Filter Logic. The Filter Logic row will be cleared and you can display again by selecting Add Filter Logic. 

NOTE: Filter Logic default function is set to AND between each field exclusion row.  You can change the Filter Logic by adding an OR between each filter and group by putting parenthesis around two filters.  This works similarly to standard Salesforce workflow logic.

EXAMPLE: Which leads should not be assigned?

Let's use the AND filter logic, where all statements must be true.

  • You exclude all leads where:
    • the Company contains Granite 
    • the City starts with Bedrock
    • the number of  Employees is greater than 1500,
  • then...all leads that contain Granite in the Company name, that are located in a city that starts with Bedrock and has more than 1500 Employees will not be assigned to new owners.* 

*New owner assignment will be based on Account and Lead assignment rules (below).

NOTE: Leads excluded from lead assignment will still comply with the settings selected in Match Leads configuration, but they will not be assigned a new owner, and the Assigned Date on the lead will not be populated. Assignment for these excluded leads will continue to be part of the lead default assignment rules, you have set up in Salesforce.

Define events that initiate lead assignment 

There are two types of events (circumstances) that initiate when leads get assigned:

  1. Lead to account match that initiates lead assignment
  2. Ownership change that initiates lead assignment

Event #1 Lead to account match initiates lead assignment:

 Checkbox.jpg   When the Matched Account field is populated and was previously blank. 

Choose an option:

  • Checkbox.jpg   Assign all leads that are matched.
    • Select this option if you want all matched leads to get assigned a new owner.
  • Checkbox.jpg   Only assign leads where the checkbox field is checked (set as true). 
    • Select this option if you want to assign a subset of matched leads. Only leads with that value will be assigned a new owner.

EXAMPLE: 

Event #1 Lead to account match that initiates lead assignment: 

  • If you select Assign all leads that are matched, then all matched leads will get assigned to a new owner, based on Assignment Rule settings (below).
  • If you select Regional (based on lead checkbox fields, set as true), then only Regional matched leads will get assigned to a new owner.  
    • All other matched leads will exit the Matchmaker workflow. 

Event #2 Ownership change that initiates lead assignment

Checkbox.jpg  When lead ownership changes to a specific user or queue.

If the owner of a lead changes to a specific user or queue, that change initiates a re-assignment. 

  • Checkbox.jpg   Add owner to trigger (initiate) assignment

Add an individual user or a queue to trigger lead assignment (re-assignment).

  • Select Owner Type | User or Queue |Select User or Queue Name.
  • Click Add Owner. 
  • The owner will appear in the Configured Lead owners list.
    • All leads that are changed to these owners will be re-assigned (to new owners you select in Assignment Rules settings).

Unmatched Leads - Ownership change that initiates lead assignment

Complete a selection from Checkbox.jpg Event 2 | When lead ownership changes to a specific user...

  • This is the first configuration step for assigning unmatched leads. 

 

Example: Event #2 Ownership change that initiates lead assignment

The default lead assignment rule for Spiral org states that any new lead is assigned to Jay (Sales Director). However, a workflow is used to change the ownership to an assignment queue, when a campaign score threshold reaches 100.

Now with Ownership change to trigger assignment enabled, the leads that reached the 100 score threshold, will be re-assigned again from the assignment queue to a different user, such as the account owner. In this case, the account owner for all accounts with a campaign score threshold of 100 is Lindsay, resulting in matched leads with a 100 score threshold will be assigned to Lindsay.

Define assignment based on matched account

Checkbox.jpg Which assignment path should lead take, based on matched account criteria?

Checkbox.jpg   Account-based assignment inclusion (Assignment based on account checkbox criteria).

  •   Select the account field assignment criteria.
    • The assignment path will change, depending on your selection. If you select --All--, then all matched leads will be assigned to the Account-based assignment rules selections. 
    • If you select check-box criteria, set as true, then only those matched leads will be assigned to the Account-based assignment rules selections. 
    • All remaining leads will be assigned to your Lead assignment rules selection. 
    • If you want to bypass the Account-based assignment rules altogether, and want all of your matched leads assigned to the Lead assignment rule, then select --All--, and do not make any of the Account-based assignment selections.

EXAMPLE: Which leads should be assigned based on matched account information?  

In the beginning of Assign Lead configuration, you excluded matched leads associated with a company containing Granite, in the city starting with Bedrock, with more than 1500 employees.  

  • This means that leads with that criteria, will be excluded from the Matchmaker assignment rules and will be assigned owners based on the way you would normally assign leads.  All other leads will participate in the Matchmaker assignment rule process. 
  • Based on the other leads, you want to assign owners based on matched account information, so you select accounts with the Inclusion checkbox, set as true as the criteria.
    • Based on this selection, the assignment path will be:
      • Leads matched to accounts with the Inclusion checkbox set as true, will be assigned to the Account-based assignment rules. If owners are not active, they will be assigned to Lead assignment rules.
      • Other leads, that are matched to accounts without the Inclusion checkbox, set as true, (check-box isn't selected on the matched account) will be assigned to the Lead assignment rules.

Refer to Assignment Rules below to learn more about the assignment path for each scenario.

Checkbox.jpg  Define assignment rules

Now that you have selected which leads to assign, you will select who leads are assigned to.

There are two types of assignment rules: 

  1. Account-based assignment rules
  2. Lead assignment rules

Based on the lead exclusion criteria and the account (inclusion) checkbox criteria, the lead will follow an assignment path.

Account-based assignment rules

Account-based assignment rules determine the owner the matched lead is assigned to. Based on your selections, leads will assign sequentially to:

  • An account team role 
  • A custom account user lookup field selection
  • An account owner

 

EXAMPLE: Account-based assignment rules - How it works...

Now that you have determined which matched leads will get assigned new owners, you need to determine who those leads will get assigned to.  

If you select:

  • An account team role:
    • and you select the SDR role as your 1st choice, then all matched leads with the Inclusion checkbox, set to true, will get assigned to the SDR team role.
  • An account user lookup field selection:
    • and the lookup field is populated with the name Roan Bear, then all matched leads with the Inclusion checkbox, set to true, will get assigned to Roan.
  • An account owner:
    • and the account owner is Sam, then all matched leads with the Inclusion checkbox, set to true, will get assigned to Sam.

You can choose as many Account-based assignment rules as you like. If the owner of a selection is not active, then the product will look for the next sequential assignment rule that you selected. If none of the owners are active, the product will assign to the Lead assignment rule selection.

NOTE: For this example we used the matched leads assigned to accounts with the Inclusion checkbox, set as true, however, if you select--All-- or any other checkbox in the Account-based assignment inclusion setting, the same Account-based assignment rules mentioned above apply.

Make Account-based assignment rule selections

Checkbox.jpg   Assign to account team role

  • Select account team role | Add Team Role to Configured account team roles list. You can add as many roles as you wish.

Sequential assignment also applies to this rule. The product will assign to a team role based on sequential order. If a role is not active, the product will assign to the next role in this list. If none of the roles are active, the product will sequentially move to the next account-based assignment rule or lead assignment rule selection.

Checkbox.jpg   Assign to user in a custom account user lookup field

  • Select an Account user lookup field. The lead will be assigned to the role/user listed in the lookup field. 

Checkbox.jpg   Assign to Account owner

  • Select Account Owner. Matched leads will be assigned to the Account Owner.   

 

 

Lead assignment rule

Leads where matched account criteria is false will skip Account-based assignment and use Lead assignment rules.

You can select and trigger a specified Lead Assignment Rule.

Checkbox.jpg   Select Lead Assignment Rule

  • A Lead assignment rule must be selected even if you have made other Account-based assignment rule selections. If for any reason, the other assignment selections aren't available, this will become the default for assigning leads to owners. 
  • Select Use Active Rule if you would like to use the default active lead assignment rule you have set up in Salesforce.

When desired Assign Lead configuration settings are selected | Click Save and Close

NOTE: If you select a lead assignment rule, and delete the rule, the system will automatically turn off assignment. You will need to go back into configuration, to specify assignment.

Unmatched Leads - Lead assignment rule

To assign unmatched leads, select the appropriate Lead assignment rule from the picklist.

Remember, you also need to complete the section, When lead ownership changes | Event #2 that initiates lead assignment to a new owner.

Click Save and Close.

Based on these two required selections, unmatched leads will be assigned to the Lead assignment rule you selected. 

Assigning Unmatched Leads

You have the ability to assign unmatched leads.  The following three settings apply to unmatched leads. 

  • Exclusions
  • When lead ownership changes to a specific user or queue (required)
  • Assign to - Lead assignment rules (required)

EXAMPLE: Assign Lead to a New Owner - How it works...One variation

If you currently assign all new leads to an SDR named Ivy, and instead would like a subset of those leads, such as matched targeted account leads, to be assigned to the account owner, you can assign all matched targeted account leads to the account owner.

The matched targeted account lead owner will be re-assigned from the Ivy to the account owner name. 

NOTE: This is one variation of lead assignment. Criteria selected within this section allows you to configure other assignment options.

Support

Do you need assistance or have questions? Contact our Customer Success team by logging a case in the Full Circle Customer Success Community.

 

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