Contents
- Overview
- Key Features
- Example Use Cases
- Related Activity Match Node
- Customizing the Related Activity Match Node
- Suggest Meeting with Matched Activity Action Node
- Customizing the Matched Activity Action Node
- Making Related Activity Decisions
- Configuring the General Decision Node
- Summary
Overview
When using Smart Rep Suggestions in BookIt Handoff, you can identify Activities (Tasks or Events) associated with a Lead/Contact. This functionality enables you to make scheduling decisions based on these related activities, providing greater control and flexibility in your scheduling logic when handing off prospects between reps.
Key Features
- Related Activity Match Node: The Related Activity (RA) Match Node is used to identify Activities (Tasks or Events) on the Lead / Contact or other Matched Objects, such as a matched Account.
- General Decision Node: This node can be used after the Related Activity Match node to make decisions based on fields and criteria from the related activity.
- Suggest Meeting with Related Activity Action Node: The Suggest Meeting with Matched Activity Node will allow reps to schedule meetings with Users found on a related activity.
Example Use Cases
- Schedule meetings with the rep who had the most recent activity with a Lead/Contact.
- Check if a duplicate Lead's most recent activity was more than 30 days ago before scheduling with a Round Robin pool.
- Schedule a meetings with Leads/Contacts based on the type and timing of related activities on their matched objects.
Related Activity Match Node
The Related Activity (RA) Match Node is used to identify Activities (Tasks or Events) on the Lead / Contact or other Matched Objects, such as a matched Account.
The Related Activity (RA) Match Node also includes filters and Tiebreakers to help you identify the best Activity to match to if there are multiple potential Activities.
Customizing the Related Activity Match Node
You have a number of options to configure the node.
- Node Name
- Select the Related Object
- Filter Matched Activities
- Prioritize Matched Activities
- Set Variable to Matched Activity
- Advanced Settings
Node Name
By default, the Node Name is set to "Match Node." You can change this label to anything you need. We recommend giving this node a descriptive name that clearly identifies its purpose.
Select the Related Object
To find activities related to a Lead/Contact, you must specify which object LeanData should search. You have two options:
- Routed Lead / Contact: This option will look for Related activities on the Lead / Contact itself.
- Object from another Variable: This option requires having a matched record from a previous match node. You can select from the available Matched objects in the dropdown menu.
Filter Matched Activities
Use filters to include or exclude specific activities. You can create filters that either include only certain activities or exclude specific ones. For example, in the example, we have created a filter to exclude all Email-type activities.
The Value / Field selector offers two filtering options: you can either filter for a specific value on the activity, or compare a field on the Activity with a field on the related record.
For each condition you add, you will see:
- Field: The Field selector will give you a list of all the fields on the Activity record that you are filtering.
- Operator: The Operator gives you a condition to apply to the field for the decision. (Example: Contains, does not contain, starts with, is null, etc). The values in the Operator selection change depending on the field selected.
- Value/Field: The Value is the value you are filtering for in your selected field. If you select Field for Value/Field, you will see Lead Field as the label and the field will be a pull-down of fields on the related record.
Working with Multiple Conditions
When you edit or add filter rules, you can include as many conditions as needed to create your desired filter. When working with multiple conditions, you are given the option to specify the relationship between the conditions. By default, you will see an AND relationship. You can change this to OR as needed. You can also use parentheses to group conditions together. Example: ((1 AND 2) OR 3).
Exclude Matched Activities with Inactive Owners
This option, when checked, will prevent LeanData from matching to activities with inactive owners.
Prioritize Matched Activities
In the Prioritize Matched Activities section, you'll find a list of rules called Tiebreakers. These rules are applied after filters when multiple Activities remain under consideration. Tiebreaker rules process from top to bottom and serve to narrow down the pool of potential Activity matches to identify the best one. The node examines each rule sequentially until only one potential Activity remains, which will then be used in downstream decisions and actions.
You can:
- Add rules
- Edit existing rules
- Remove rules
- Change the order of the rules
Adding a Rule
To add a custom Tie-Breaker Prioritization Rule, click New Rule. There are three rule types: LOGIC, SOQL, and MIN MAX.
LOGIC - When configuring a new logic rule, you can use a Field or Field Value from the matched Activity level. This works the same way as adding Filters.
SOQL - You can use a SOQL (Salesforce Object Query Language) string here. More Info
MIN MAX - The field you select is at the activity level. Set the Operator to either Min or Max. Min represents the lowest possible value, while Max represents the highest. For Date and Time fields, Min equals the oldest date and Max equals the newest date. When applied to time, MIN is the earliest time and MAX is the most recent or furthest into the future.
Editing a Rule
To edit a rule, simply click on the rule to open it for editing. You will see the same options as in the Filters section.
Removing a Rule
To remove a rule, click the trash can icon on the rule you wish to delete.
Changing the Order of Rules
To change the order of rules, click and drag the directional arrows on the left side of the rule you wish to move. Release the rule after moving it up or down the list of priority rules. These rules will be evaluated from top to bottom when determining priority.
Set Variable to Matched Activity
The Related Activity Match node will store the matched activity that it finds in a container called a Variable, which can then be referenced later in your graph for use in decisions and actions.
By default, LeanData will save the output of the Match Node to a variable named "Matched Activity" that you can reference later in decisions or actions. You can rename the Variable if you'd like, but in most cases, this is not necessary.
Advanced Settings
Under Advanced Settings there are options for setting the targets for the node edges.
Node Edges
There are two exit edges from the Match Node. Under Advanced settings you can select a target node for each edge, defining what you'd like LeanData to do in each scenario. Alternatively, you can visually connect edges by clicking the yellow triangle icon under the node in your graph and dragging the edge to your desired destination node.
Match: LeanData has identified a best match based on your Tiebreakers and Filters.
No Match: LeanData has not identified a match, after considering your Filters.
Suggest Meeting with Matched Activity Action Node
The Suggest Meeting with Matched Activity action node allows you to schedule a meeting with an owner based on a related Activity that was previously identified in a Related Activity Match node.
Customizing the Matched Activity Action Node
You have a number of options to configure the node.
- Node Name
- Activity Selection
- Main Host
- Additional Host(s)
- Respect User Schedules
- Meeting Type
- Event Creation
- Advanced Settings
Node Name
By default, the Node Name is set to "Suggest Meeting with Matched Activity." You can change this label to anything you need. We recommend giving this node a descriptive name that clearly indicates its purpose. This helps others quickly understand what the node does.
Activity Selection
In the Activity Selection section, select the variable for the specific activity you would like to reference to find the appropriate user to suggest a meeting with. In most cases, this will be the variable set in a prior Match to Related Activity Node.
Main Host
Select which User field on the Related activity contains the User you to suggest for the meeting. In most cases, this will be the Matched Activity Owner, but you can select any other User lookup fields using the Matched Activity Customer User Field option, and BookIt Handoff will suggest a meeting with the User found in that field.
Lock Suggestion: Checking the Lock Suggestion box will prevent the Meeting Scheduler from removing the Main Host from the meeting or reassigning the Main Host status.
Additional Host(s)
You can add additional hosts to the meeting in the Additional Host(s) section. You can either select a specific user from the dropdown or indicate another User lookup field that contains your desired additional host(s).
When selecting an additional host, you can mark them as optional by clicking the Optional checkbox. By marking an additional host as optional, their calendar will not be considered when presenting meeting time options to the meeting scheduler.
If you do not mark an additional host as optional, they will be considered a required host, and their calendar will be considered when presenting meeting time options.
Respect User Schedules
By checking the Vacations checkbox under Respect User Schedules, you can determine whether BookIt should only consider Users who are available and not on vacation.
When checked, if the intended User is not available, the record will follow the Out of User Schedule edge.
User Vacations are configured on a separate page under the People section of LeanData.
Meeting Type
In the Meeting Type section, select the Meeting type you would like to use for these meetings. The Meeting Type will determine details such as the length, available hours, reminders when suggesting meetings.
Event Creation
If you would like LeanData to create a Salesforce Event when the meeting is booked, check the Create Salesforce Event checkbox under Event Creation.
Once you opt to create an event, you must indicate which record to relate the newly created event to, who should own the Event record (Main host, Specific User, or a User from a Variable), and the Subject of the Event.
Additionally, you can populate other Event fields in the Additional Event Fields section by clicking Add Field.
Advanced Settings
The Advanced Settings section gives you fallback options for what LeanData should do in certain scenarios:
- Invalid/Inactive User: This is a fallback condition in the event that the selected User isn’t active or invalid at the time of the routing. By default this will be set to End of Flow.
- 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. LeanData will follow this edge when it cannot find a referenced variable.
- Insufficient User Access: LeanData will follow this edge if unable suggest the selected user. This may occur if the user is not properly authorized for BookIt and/or has no product access.
Making Related Activity Decisions
If you need to reference fields on a related activity identified in a Related Activity Match node, you can use the General Branch Decision Node. This node allows you to make routing decisions based on field values found on the related activity. The General Decision Node can be found in the Node Bar under Decision > Branch > General.
Configuring the General Decision Node
You have several options to configure the node.
- Node Name
- Compare Items
- Conditions
Node Name
Give your node a descriptive name that reflects its purpose, such as "Check Activity Type" or "Evaluate Last Activity Date".
Compare Items
In the Compare Items section, you'll set the items you want to compare for the decision. While you can use this node for many types of decisions, the following outlines how to use it specifically for matched activities.
For Item 1 (left side), select Object > Matched Activity (or your related activity variable name).
- Whichever variable you select for Item 1, the node will use that object's fields for routing conditions. For example, if you selected the Matched Activity variable, the node will use activity fields like Type, Status, Subject, or CreatedDate for your conditions.
For Item 2 (right side), select Value if you're looking for specific values on the related activity record. If you're comparing a related activity field with a field on a different object, select an Object Variable instead.
Configuring Rules
Once you have defined which items you want to compare, you can add rules as needed by clicking Add Rule. After adding a rule, you will need to define the conditions for that rule and set a target for that edge.
- Select which field from the Activity you wish to reference (e.g., Type, Subject, CreatedDate).
- Select the Operator to use for comparing the field (e.g., equals, contains, less than).
- Select the Value or field from Item 2 to compare against.
You can add more conditions by clicking Add Condition and use AND/OR logic to create complex decision rules based on the matched activity's properties.
Set the target for each condition to indicate the next node this edge should proceed to, or select End of Flow.
Records that don’t meet any of your defined conditions will follow the Default edge.
Summary
This Related Activity Nodes in BookIt Handoff allow you to match, reference, and suggest meetings with Users associated with related Salesforce activities. This enables use cases such as allowing meeting schedulers to schedule meetings with reps who have previously engaged with the Lead/Contact, or make routing decisions based on past activity details like activity type, recency or subject.
For additional assistance, please submit a ticket with LeanData Support.