Last Revised: 27 May 2020 Written by Veloxity CRM Time Estimate: About 5 minutes to read. Version 2.0
Jump to the following sections to learn more about Working with Lead Assignment Rules:
- What are Lead Assignment Rules?
- Where can I find Lead Assignment Rules?
How can I use Lead Assignment Rules?
- What are some common examples of Lead Assignment Rules?
- How do Lead Assignment Rules work?
- Tips for using Lead Assignment Rules
- How can I Create a New Lead Assignment Rule?
What are Lead Assignment Rules?
Lead Assignment Rules are used to automate your organization's lead assignment process for new lead records.
When a new lead record is created in the system, Lead Assignment Rules automatically assign the new lead record to specific users or sales divisions based on the rules you've created in the system.
How can I use Lead Assignment Rules?
- Automatically assign inbound leads to specific sales reps or sales divisions as the leads are added to Veloxity CRM using Lead Assignment Rules.
- This high level of automation makes it easier for sales managers to distribute leads according to specific criteria and allows more efficient follow-up and qualification of inbound leads.
- Any data on the lead record can be used to create Lead Assignment Rules including your own custom fields.
- In addition to Lead Assignment Rules, Veloxity CRM Setup includes a Web Form for Lead Capture that can be added to your website.
Where can I find Lead Assignment Rules?
Lead Assignment Rules are located in CRM Setup.
From the Main Menu, click My Profile > App Setup > CRM Setup > Lead Assignment Rules
Navigating Lead Assignment Rules
You are looking at a screenshot of Lead Assignment Rules in CRM Setup:
Figure 1. Lead Assignment Rules in CRM Setup.
How can I use Lead Assignment Rules?
What are some common examples of Lead Assignment Rules?
As you begin working with Lead Assignment Rules, you must decide what kinds of rules to create. How will your inbound leads be assigned? Companies often create one kind of rule for each type of lead assignment.
Some common Lead Assignment Rules include the following:
- Lead Assignment Rules Based on Territory: Leads are assigned to sales reps based on location. Location is configured using data on the Lead Record related to data such as postal code, State/Province, or City.
- Round Robin Based Lead Assignment Rules: Leads are evenly assigned to teams or individuals on a rotating basis. Veloxity makes these assignments by using Lead Assignment Date.
- Lead Assignment Based on Product Interest: Leads are assigned to reps based on the particular product or service of interest. For example, an automotive sales company may have new vehicles, used vehicles, and commercial vehicles divisions. The Lead would be assigned to the sales specialists within a particular vertical. This is configured using data on the Lead Record related to data such as the level of service package, product of interest, or company size.
- Lead Assignment Based on Lead Stage: Leads are assigned to sales reps based on their current lead stage in the system. For example, Lead stage could include data on whether the Lead is new, if the Lead needs to be nurtured, or if the Lead is not interested. Different sales reps may be trained to work with Leads at each of these stages. (Configure your Lead Stages in Veloxity CRM to work with Lead Assignment Rules.)
- Tiered Lead Assignment Rules: Leads are assigned to reps based on the potential size of the opportunity. The most potentially profitable opportunities are handled by the most experienced sales reps. This is configured using data on the Lead Record such as company size or the level of the product/service of interest.
How do Lead Assignment Rules work?
- When a new Lead is created, Lead Assignment Rules run, in order, until a rule finds matching criteria and assigns the record to an Owner.
- Rules with a lower order value will run before rules with a higher order value. For example, Rule 1 will run before Rule 2. Rule 2 will run before Rule 3, and so on.
- If no rules find matching criteria, then the Lead is not assigned. (We recommend creating a "Catch All Rule" as the last rule in your system to be sure all Leads are assigned.)
- Only rules marked "active" will run. Active rules are validated when saved. If the rules are not valid, the rules will not be able to be saved until they are fixed or marked inactive.
Tips for using Lead Assignment Rules
- After configuring your Lead Assignment Rules, create a test lead for each of the new Lead Assignment Rules you've created. Run the Lead through the system to make sure the Lead is correctly assigned. If the Lead is not correctly assigned, return to this section and adjust your rules. When you are finished, remember to delete the test Lead.
- Create a "Catch All" Last Rule in your system. If the Lead doesn't meet the criteria for any of the configured rules, the Lead will still be assigned and not fall through the cracks.
How can I Create a New Lead Assignment Rule?
You are looking at a screenshot of Selecting a Rule Type to Create a New Lead Assignment Rule:
Figure 2. Selecting a Rule Type to Create a New Lead Assignment Rule.
What is the difference between the two rule types?
Navigate to Lead Assignment Rule Configuration
- Click Add New Rule.
- Select New Rule Type.
- In the first rule type, the system determines the parent by comparing the record's fields to the fields of all eligible parents. This Rule Type takes the values on the lead and uses them to route the Lead to the correct Sales Division. The Sales Division is not fixed.
- In the second rule type, you choose a specific parent, but the system will only assign to it if the new record meets the rule's criteria. Is the Lead valid for the Rule? This Rule Type checks to see if the terms match. If the terms in the Lead match the rule, then the Lead is assigned to the specified Sales Division. The Sales Division is fixed.
You are looking at a screenshot of Creating a New Lead Assignment Rule:
Figure 3. Creating a New Lead Assignment Rule.
- Enter the Rule Name and Description.
- Select Sales Division (this only applies if you selected the second rule type "Choose a Specific Parent")
- Select the Sales Division Selector Operation from the pick list. The Sales Division Selector Operation determines how individuals or teams will be assigned Leads.
- Round Robin: A basic round robin approach for Lead Assignment to Sales Divisions. Round Robin works across all Sales Divisions provided by the rule definition.
- If no sales divisions are provided by the rule, then Round Robin will work with all Sales Divisions in the system and select the Sales Division with the oldest, most recently assigned Lead.
- No Selector Operation: Do not use any selector operation. If a single Sales Division matches, use that as the parent. If more than one Sales Division matches, use all of them as the parent.
- Create the Rule Term. (See below for more information on creating the Rule Term.)
- Click Save.
How can I create the Rule Term?
You are looking at a screenshot of Creating the Rule Term:
Figure 4. Creating the Rule Term.
Use the following steps to create the rule term:
- Select the Lead Field from the pick list.
- Select the Operator (only operators that work with your selected Opportunity Field will be shown):
- = (an exact match)
- ≠ (show results that don't have the value you enter)
- is contained in (show results that are contained within a specific value)
- contains (use for fields that include your search string, but sometimes include additional information)
- > (greater than)
- ≥ (greater than or equal to)
- < (less than)
- ≤ (less than or equal to)
- Select Sales Division Field or Value. (Sales Division Field will only be an option when using the first rule type where the Sales Division is not fixed.)
- Enter the Sales Division Field or Value.
What are some examples of Lead Assignment Rule Terms?
Tiered Lead Assignment Rules: Leads are assigned to sales reps based on the potential size of the opportunity. The most potentially profitable opportunities are handled by the most experienced sales reps. This is configured using data on the Lead Record such as company size or the level of the product/service of interest.
- Enter Target Sales Division. (Who will this Lead be routed to? James Mitchell is the most experienced Sales Rep.)
- Select Sales Division Operator. (Will you use round robin? Are there multiple experienced sales reps who should take turns receiving Gold leads?)
- The following Rule Term will route all Leads interested in the gold-level service to the selected Target Sales Division.
You are looking at a screenshot of a Tiered Lead Assignment Rule:
Figure 5. Tiered Lead Assignment Rule.
Lead Assignment Rules Based on Territory: Leads are assigned to sales reps based on location. This is configured using data on the Lead Record related to data such as postal code, State/Province, or City.
- Enter Target Sales Division. (Who will this Lead be routed to? The Boston Sales Team.)
- Select Sales Division Operator. (Will you use round robin? Are there multiple sales reps on your Boston team and you would like them to take turns receiving Leads?)
- The following Rule Term will route all Boston-based Leads to the Boston Sales Team.
You are looking at a screenshot of a Territory Lead Assignment Rule:
Figure 6. Territory Lead Assignment Rule.