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Routing - Data Table Based Routing Guide Follow

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Customer Education
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Table of Contents

 

Overview

Companies face complex decisions when routing and must consider multiple data points to accurately route records. LeanData’s Data Table Routing gives you the tools to create custom Data Tables using your desired combination of values to make routing decisions. Creating a decision in a Data Table is simply listing the data points you need to route a record and choosing fields need to be updated. One of the most powerful benefits of Data Table Routing is that you can perform multiple actions in one Node. When routing based on territories, your data points are typically City, State, Postal Code, and Country. With Data Table Routing, you can create use own data points from any field. 

 

Example: John is the LD Administrator for OnPointe Communications. He needs to route Leads to the right rep based on several data points. He can configure a Data Table, upload it into LeanData and configure the Route to Data Table node to check the Lead against the Data Table and route to the rep who owns Leads with those specific data points.

 

Setting Up Data Table Routing

Creating Your Data Table

You can create as many Data Tables as you wish if you have different routing needs based on different combinations of criteria (i.e. Annual Revenue, Number of Employees, Industry, etc).  You will first need to create a Data Table by going to Routing → Data Table Management.

 

When you open the Data Table Management screen you may see Data Tables created by other LeanData users in your organization. 

Data Tables consist of a Data Table Name, Version, Business Unit (Only if needed), and input/output fields.

Data Table Name

The Data Table Name is used to identify the data table you create. We recommend that you use a naming convention for Data Table Names. This is a required field.

Version Name

The Version Name gives you a secondary name to add for separate versions of the Data Table. For example, if you need to temporarily alter the data table to support a campaign, you can save it with a different Version Name. At least one version is required. The Version feature allows you to make changes to one version and save as a new version. Once you activate the new version, you are using a new Data Table without redeploying your graph.

Data Table Options

You can either upload an existing Data Table or create one in LeanData.

Step 1 - Enter General Information:

  1. If needed, log in to your Salesforce organization.
  2. If needed, open the LeanData Tab.
  3. Navigate to Routing, then Data Table Management.
  4. Click Create Data Table.
  5. Enter a Data Table Name.
  6. Enter a Version Name.

  1. If needed, select a Business Unit.
    • Please Note: This will only be displayed if you are using Multi-graph Routing.
  2. Click Continue to Step 2.

 

In Step 2 you will create the Data Table. You can either upload an existing Data Table (as a CSV file) or manually create a new Data Table. 

 

Step 2 - To create a Data Table in LeanData:

  1. On the Step 2 screen, select Create Data Table in LeanData.
  2. Click Continue to Step 3

OR

Step 2 - Uploading an Existing Data Table via CSV :

  1. On the Step 2 screen, select Upload Data Table (CSV).
  2. Select CSV file to upload with the below CSV format:

Upload Data Table (CSV) Formatting:

This information is provided to help you format your upload file.

  • CSV Format & Requirements
    • The topmost row of the CSV file is referenced for the Column Names.
    • As such, enter a name for each column in your Data Table.
  • Additional Header Formatting (Optional)
    • You can format the CSV file further to specify the Input/Output and Data Type setting for each column, or you can do so in Step 3.
    • Note: Most users will specify those settings in Step 3.
  • To format your CSV file ahead of time, you must include both of the following rows:
    • Input/Output setting for each column below the Column Name header row
    • Data Type setting for each column below the Input/Output row
  • Limitations & Considerations
    • Each Data Table has a limit of 20 columns and 50,000 rows maximum. 
    • Each cell cannot accept comma-separated values.
    • Users/Owners must be referenced using their SFDC User ID, not the User's name.
    • While LeanData does not provide guidance on using Regex within Data Tables, the Data Table cells do accept Regex syntax, which you may use at your own discretion.
  1. Click Continue to Step 3

 

Step 3 - Format Data Table Columns

  1. Enter the Name of the Column. Determine the name of each column in your Data Table. The column name will be used to map fields to variables in the Route to Data Table node.
  2. Select Input/Output, you will need at least one of each:
    Inputs are Columns that make up a set of criteria to read the routed records like Industry = Technology; Country = USA. Outputs are Columns that will capture which fields and values you wish to write onto the corresponding Salesforce fields on the routed record. This includes any ownership assignments you wish to make.
  3. Select the Data Type for the Column. Options include Text, Number, True/False, Country and Owner.
    • Country is only used with Input Fields
    • Owner is only used with Output Fields. 
      • Please note that SFDC User IDs should be used for the Owner column.
  4. Repeat for each Column.
  5. Click Add Column to add additional columns.
  6. If you have uploaded your CSV or manually built your Data Table and are finished, click Save. When you save the Data Table, you will see the Data Table displayed with 25 rows to fill out.

 

Data Table Columns

Data Table Columns are made up of a Column Name, Input/Output, and Data Type. Whether you import via CSV file or build your Data Table manually, all Data Tables will have the same structure.

Column Name

The Column Name is used to map fields in the Data Table to Variables in the Route to Data Table Node.

Input/Output

Select if the field will read from the routed record or write to variables on the routed record.

Inputs are columns that make up a set of criteria to read the routed record.
Example: Industry = Technology, Country = USA

Outputs are columns that write value(s) to mapped variables on the routed record.
Example: Round Robin Pool = US West Pool

Data Types
The Data Type options include Text, Number, True/False, Country and Owner.

  • Country is only used with Input Fields
  • Owner is only used with Output Fields

Please Note: It is possible to write more than 1 output on a routed record.

 

Adding Rows to the Data Table

After you have created/uploaded your Data Table, you can view it in the LeanData Tab. For a created Data Table you will need to enter data for each row you need.

Order

The Order column shows the order of the rows of the table. When you move the row up or down the Order number will change. Records are routed based on the order of the Rows.

Row ID

This is a unique identifier for the row. This is added automatically by LeanData and stays the same regardless of order in the table. The Row ID is used to reference the row in the Audit Logs.

Values

Values are the intersection of the Column and the Row and is where your data points live.

The rest of the table is made up of 25 rows to start. Any unused rows will be removed on save. To add a value to a row/column double click in the field under the desired Column Header.

You can add to or edit your Data Table as needed. On the Data Table Management page and click on the desired Data Table to open it up for editing. Please see the Appendix for the details on using operators.

 

Working with Data Tables

Once you have created a Data Table you can add additional Data Tables, edit settings of the existing tables, or edit the contents of a Data Table.

On the Data Table Management screen you will see a list of all the Data Tables in your organization. If you click on a Data Table it will open for editing. From this screen you can sort the list of Data Tables by:

  • Data Table Name
  • Version Name
  • Business Unit
  • Modified Date
  • Modified By

Please note: If there is an active version in the Data Table it will be displayed on the Data Table Management screen. If there is no active version in the Data Table, the last modified version will be displayed.

Please Note: If you are not using Business Units in LeanData, you will not see the Business Unit features.

Additional Actions for the Data Tables will be Displayed on the right side of the screen under the Actions picklist. The actions include:

  • Edit Data Table
  • Edit Name
  • View Versions
  • Download
  • Replace
  • Delete

Edit Data Table

This action is the same as clicking on the Data Table. It will open the Data Table for editing.

 

Edit Name

This action opens a screen to allow you to edit the Data Table name.

View Versions

This action opens the Version screen for the Data Table. On this screen you will see the details of the versions of you created in the Data Table.

 

From this screen you can Activate the version of  Data Table. Only one version can be activated at a time.

Please Note: One version must be activated on the Data Table before it can be used in a Route to Data Table node.

You can also duplicate the Data Table to create a new version of the Data Table. You can have up to 50 versions of your Data Table. Once you duplicate the Data Table you should edit the Version Name.

Other Actions include editing the Data Table. Replacing it with a new file or Data Table, and downloading the Data Table as a CSV file.

  • Download - This action will download a copy of the Data Table in a CSV file.
  • Replace - This action will allow you to replace the current Data Table with a new one. Please note that you cannot replace a Data Table version that is currently being used in an active graph. Instead, you can duplicate and activate a new version of the Data Table.
  • Delete - This action will delete the selected Data Table. Please Note: There is no Undo for Data Table deletions. You cannot delete a Data Table version that is being used in an active graph.

Activating a Data Table

The last step in creating a data table is to activate it. You need to open the Data Table in the Versions screen to activate it. Data Tables must be Activated before they can be used.

To Activate a Data Table:

  1. If needed, open the LeanData Tab.
  2. If needed, click on Routing then Data Table Management.
  3. Find the desired Data Table record.
  4. Hover the pointer over the right side of the desired record.

  1. When you see the Actions menu, select it to expand.
  2. Select View Versions.
  3. Hover the pointer over the right side of the record.
  4. Select Actions to expand it.

  1. Select Activate. The screen will display the Data Table record with the record’s status as Active.

 

Incorporating Your Data Tables in Router

Once you have created your Data Tables, you will need to reference it in a Route to Data Table Node in your LeanData Flow Builder configuration.

 

Using the Route to Data Table Action Node

Open the LeanData Flow Builder configuration where you intend to utilize your Data Table. We recommend creating a copy of the intended configuration and working on the copy.

In the Node Bar in the upper right hand corner of your graph, hover over Action then Route and drag in a Data Table node.

 

Data Table Selection 

In the Data Table Selection, you will select the desired Data Table from the picklist. Only Data Tables with an active version will be eligible to be selected. You can navigate to the Data Tables screen from the link next to the picklist.

Field Mappings

The Data Table contains Input and Output fields. Input fields read record values to evaluate condition set criteria. Output fields write record values to update or assign routed records. In this section, you will map variables to the Input and Output fields. After selecting the Data Table, you will see the Input and Output fields.

Input Fields

Map variables to the input fields from the selected Data Table. At least one input  and one Output field mapping is required. Input fields are read from the data table. With this input we are reading the product interest from the Lead and comparing it to the Data Table.

Example: Paul is the LeanData administrator and is building a router graph to route leads based on Product interest. He builds a data table with an Input column for the product and an Output column for the person to route the Lead to. When building the Data Table, Paul sets the Owner column as the data type Owner.

Output Fields

Map variables to output fields from the selected Data Table, then set the overwrite settings. At least one output field mapping is required. Output fields write from the Data Table to the routed Lead. With this Output we are writing the Owner from the Data Table to the Owner field on the routed record.

Overwrite Settings

  • If Blank - If the mapped variable is blank, the Data Table's output will write to the mapped variable.
  • Always - The Data Table's output will always overwrite the mapped variable (even if it already has a value).

Advanced Settings

Under the Advanced Settings are the edges that can be used as error fallbacks or to continue routing the record. If any of the conditions below are met for any Owner type Output field mappings the error fallbacks will be used.

  • Data Table Rows Not Met - This fallback is used when the record does not meet the criteria for any rows in the selected data table.
  • Record Already Assigned to Active Pool Member - By default, LeanData reassigns the records entering the Round Robin to available Pool Members. To retain ownership of an incoming record already owned by a Pool Member, change the edge target from <Disabled> to a destination. 
  • Invalid Group - Use this option to let us know the next node in case the Round Robin Pool we attempt to assign to is no longer available.
  • No Round Robin Members Available - Use this option to configure the next node in case none of the members of the Round Robin Pool are available (inactive, on vacation, reached their cap, etc).
  • Capping Conditions Unmet - Use this option to configure the next action when capping conditions have not been met for members in the Round Robin pool. 
  • Out of User Schedule - Use this edge if the node is set to respect user schedules and there are no users scheduled at the time of routing.
  • Invalid/Inactive User - Use this option to let route to the next node if the User we attempt to assign to is inactive or invalid.
  • Record Already Assigned to Owner - This is an optional edge to use if you want to route this record if it already has an owner. This edge is disabled by default. To use this edge, set it to End of Flow or to a target node.
  • Variable Not Found - Use this fallback condition in the event that the selected Additional Attendee from a variable is invalid at time of routing.
  • Next Node - If you want to take any additional actions after the Data Table assignment, you can connect it to the next node. Otherwise leave the Target as “End of Flow”. 

Working with Edges

You can Connect nodes in one of several ways:

  1. Open a node and select the Target through the dropdown next to the condition or outcome you wish to assign. Use the search functionality to narrow the scope of the results. If you want Lead processing to stop at your selected node, simply select End of Flow. 

Alternatively you can click the Stop Sign icon to set a particular edge to End of Flow, or click the crosshairs icon to assign that edge visually on the main flowchart graph view by clicking the node to which you would like that edge to proceed.

mceclip9.png

 

mceclip10.png

 

  1. If you are already in the main flowchart graph view, you can click on the yellow triangle and drag the edge you wish to direct to the next node to which you would like that edge to proceed.

mceclip11.png

 

Appendix

Values & Operators within the CSV file:

Operators Data Types Examples
Equals   String, Number, Boolean

1

abc

TRUE
Does not Equal !

INPUT only 

String, Number

!1

!abc

!”abc”
Wildcards (Contains, Starts with, Ends with) *

INPUT only 

String

abc*: starts with “abc”

*abc: ends with “abc”

a*bc*: starts with “a”, contains “bc”

*abc*: contains “abc”, including starts, ends with

94*: any number that starts with “94”, including 94

*94*: any number that contains “94”, including 94
Does not Contain, Does not Start with, Does not End with !

INPUT only 

String

!abc*: does not start with “abc”

!*abc: does not end with “abc”

a!*bc*: starts with “abc”, does not contain “bc”

!*abc*: does not contain “abc”

Greater than

Or equal to

>

>=

 INPUT only Number >100

Less than

Or equal to

<

=<

 INPUT only Number <100
Ranges -

INPUT only 

Number

 1-100, inclusive
Optional *

INPUT only

String, Number, Boolean

 *
Blank/Null

Blank cell OR

empty

INPUT only

String, Number

 Check for empty value
Not Empty !empty

INPUT only

String, Number

 Check for any non-empty value
No Action Blank cell 

OUTPUT only

String, Number

 No actions done to the variable

 

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