BookIt - Schedule Meeting with Matched Opportunity Node Guide

Contents:

• Overview
• Customization
• Opportunity Selection
• Schedule Meeting with
• Additional Attendees
• Meeting Type
• Create Event
• Form Field Mapping
• Advanced Settings
• Summary

Overview

The Schedule Meeting with Matched Opportunity Node gives you the ability to schedule a meeting with the Matched Opportunity Owner or a User on the Match Opportunity record.

Example: John is the LeanData Admin for GlobalWorld Software. He is currently building their BookIt Calendar Router Flow. The goal of the flow is to get the Prospects to the meeting. Using various nodes, he has filtered and matched the Prospect to an Opportunity When a Prospect is matched to an Opportunity, the Prospect is routed to schedule a meeting with the owner of the Opportunity using the Schedule Meeting with Matched Opportunity node. 

Customization

You have a number of options to configure the node.

• Node Name
• Description
• Opportunity Selection
• Meeting Ownership
• Additional Attendees
• Meeting Type
• Create Event
• Form Field Mapping
• Advanced Settings

Node Name

By default, the Node Name is set to Schedule Meeting with Matched Opportunity. You can change this label to anything you need. We strongly recommend giving this node a meaningful name such as the subject of the assignment. This will help others understand the purpose of the node.

Description

This field is not required but we recommend adding a description to document any customizations made to the node. If someone else needs to take over the management of the flow, the description will help them to understand the goal of the customizations.

Opportunity Selection

Use this section to leave the Matched Opportunity stored in the Match Node selected or to pick any other Opportunity stored in a variable earlier in the flow. Leaving the Matched Opportunity (Default) selected is the default mode.

Schedule Meeting With

The Schedule Meeting Section has options for assigning the owner to the routed record.

• Matched Opportunity Owner: This option lets you select the owner of the matched Opportunity as the person to book the meeting with.
• Matched Opportunity Custom User Field: This option tells the BookIt Graph to use a specific User Look-up field on the matched Opportunity record as the source of the person to schedule the meeting with. Use the drop-down menu to select the desired field.

Additional Attendees

The Additional Attendees Section lets you add additional attendees from your Salesforce Organization to the scheduled Meeting to create a group meeting. You can add specific users in your organization or a select user from a routed record such as a Lead or Matched Account.

You can add multiple users to a scheduled meeting and mark each as Optional to respect their schedules.

Meeting Type

The Meeting Type is a pull-down menu for you to pick the type of meeting being scheduled. This pull-down is synced to your Meeting Types.

Create Event

The Create Event settings will allow you to create a Salesforce event upon the meeting being booked successfully.

Related To

Use the Related To field to relate the Salesforce meeting to the Routed Record or a matched object like an Account.

Assigned To

Use the Assigned to setting to select the person in Salesforce that the Event is assigned to.

Event Subject

Use the Event Subject to create a subject for the Salesforce Event. You can add text or use Insert to copy from a variable on the Prospect.

Additional Event Fields

You can use the Additional Event Fields to add information to an Event Field when the Event is created. You can select Value or Variable.

Value will add any text you enter into a text field. You will also see a list to pick from depending on the field. In our example below, we picked the Reminder field. As a result the Value field is a picklist of times to set for the reminder. If it were a text field you will see a blank text box to fill in.

Variable will give you the ability to copy information from a Variable on the Prospect and add it to one of the Salesforce Event fields.

Form Field Mapping

The Form Field Mapping settings allow you to map any other fields you collect from your webform to send back to your Marketing automation. You can enter in a value or pick a variable from the list of prospect variables and map it to the form field API name.

Advanced Settings

The Advanced Settings section gives you fallback options for the routed Prospect and the ability to send the record to the next node of the graph as needed. 

• Invalid/Inactive User: This is a fallback condition in the event that the selected User is not active or invalid at the time of the routing. By default this will be set to End of Flow.
• Out of User Schedule : This edge is only available if you enabled the Respect User Schedule option earlier in the node properties. LeanData will follow this edge if the intended User is unavailable due to a vacation configured in LeanData > People > Users.
• Variable Not Found: This is a fallback condition in the event that the selected Additional Attendee from a variable is invalid at time of routing.
• Insufficient User Access: The Insufficient User Access edge will be followed if LeanData is unable to schedule with the selected User (e.g., User not properly authorized for Booklt and / or has no product access).

Summary

The Schedule with Matched Opportunity Node will allow you to route the Prospect to the Matched Opportunity the Prospect has matched to. This node includes options for assigning an alternate field assignment for scheduling a meeting. This node allows you to control which meeting type to use and how to configure an associated Salesforce Event. There are also fallback conditions to manage if the User picked for scheduling is invalid or inactive.

For more information on working with BookIt graphs please see our Calendar Routing Guide.