Routing - Routing Scheduler Overview

Contents:

• Overview
• Definitions
• When to Use Scheduled Routing
• Where Do I Access Scheduled Routing
• How to Run a Scheduled Routing Job (One Time)
• Scheduling a Routing Job
• Reviewing Scheduled Routing Audit Logs
• Reviewing Scheduled Routing Insights and Deployment History
• FAQs
• Best Practices

Overview

The LeanData Routing Scheduler feature allows bulk processing of Leads, Contacts, Accounts, and/or Opportunities through the LeanData Routing platform using a CSV file to upload a list of unique Salesforce IDs or a SOQL query to identify the records to process. Additionally, you can schedule your routing jobs to run now or in the future.

Definitions

• Scheduled Routing Job
  • A batch of leads, contacts, accounts or opportunities processed through a specified Routing graph which runs independently of any continuous routing you may have enabled in your instance. 
• CSV file
  • The file that contains the IDs of the records you wish to route must be in a Comma Separated Value (comma delimited) file format.

When to Use Scheduled Routing

A few common use cases where you may need to use a Scheduled Routing job are:  

• Routing records that did not meet your expected routing criteria.
• Routing records that were created prior to LeanData’s implementation.
• Routing records that have special routing requirements through a Router graph that is different from the currently deployed Router graph.
• Routing records that you cannot trigger with an update to that record.

Where Do I Access Scheduled Routing

The Schedule Routing page will be found in the Routing Section of your LeanData Dashboard.

From the main screen in Routing Scheduler, you can see a list of all Active jobs, Inactive jobs, and your job run history.

How to Run a Scheduled Routing Job (One Time)

To start a new Scheduled Routing Job, click on the Schedule Routing Job button. Begin by giving your scheduled routing job a name for reference later. We suggest using a naming convention to make it easier to find the jobs when there are multiple job scheduled

Select Your Flowbuilder Graph

Clicking the drop down menu for the FlowBuilder graph will show you all graphs (valid/invalid) that are saved within LeanData for the object type that is being routed.

You can also opt to Use the Live Graph at Scheduled Run Time, which will utilize whichever graph is live at the time the job initiates.

Please Note: You will not be able to use graphs that have errors or are otherwise invalid. If you choose to Use the Live Graph at Scheduled Run Time, you will be able to select how LeanData should handle Hold Until nodes.  If you select any other option, the Scheduled Routing Job will only complete actions that occur prior to the Hold Until Node in the graph. They will not be subject to the conditions in the Hold Until node or any decisions/actions after the Hold Until node.

The Trigger drop down box allows you to choose whether you’d like to have your records sent through the “New Lead” node or the “Updated Lead” entry node (assuming you are routing Leads) in that graph.

The Select Edge drop down allows you to choose which specific path from that entry point you’d like your records to proceed through. You will want to pick the edge which aligns with the criteria that you'd like to follow for this list of records. 

Please Note: Your records do NOT have to meet the criteria specified in this entry condition to proceed.

If your selected graph has merging nodes, you will see an option to enable merging for this job.  This is in place as you may not want to unintentionally merge records during this job.

Job Type

Under Job Type there are 2 options, One-Time or Recurring. 

Select One-Time to run this routing job just once. If you select One-Time, you will also have the option to Delete the One Time Job after it is run.

Select Recurring to run this job multiple times. 

Start Time

For the start time you can choose ASAP to start the job as soon as possible or Date to specify a date to start the scheduled routing job.

Records to be Routed

In this section, choose how you will identify the records to be routed. You can select a CSV file of record Id’s or write a SOQL statement to identify the desired records.

Selecting a CSV File

Create a CSV file containing a column of the record IDs you wish to route. The IDs can either be 15 or 18 digits in length. If your CSV file contains a header row, you will need to click the button for ‘Include header row at the top’ under the file name and select the column with IDs.

Please Note: if you export a CSV file from Salesforce, you will have to remove any copyright text that is appended to the end of your CSV.

Using a SOQL Query

Alternatively, you can use a SOQL query to identify the records you wish to process in the routing job. You can follow the format [FieldName1 = 'Value1' AND FieldName2 = 'Value2'].

For example if you wanted to route all Lead records with a Lead Source of Event and a Status of Unqualified, you can enter [LeadSource = 'Event' AND Status = 'Unqualified'] without the brackets. 

*Note: The number of records you can include in a Scheduled Routing batch is subject to Salesforce limitations for CSV uploads and Batch Apex queries.

You can build your SOQL statements using our manual editor or our SOQL Builder.

SOQL Builder

We have included a SOQL Builder tool to help you build your queries.

Please Note: When building criteria for which records should be routed in the scheduled job, you cannot directly compare two fields. You will first have to create a Salesforce formula field that evaluates the two fields you wish to compare and outputs the result. You can then reference this formula field as your criteria in your Scheduled Routing Job.

Order By

When using SOQL statements, you can set how to order the records by picking the field to order by and configuring the settings like ascending or descending, how to deal with Nulls, and a limit on the number of records. These settings are optional.

Please Note: if you set a limit, LeanData will only process records up to this limit each time this Scheduled Job runs. If there are additional records that fit your criteria beyond this limit, they will not be processed.

Routing Actions

If your selected graph has any action nodes that send notifications, merge duplicates, or respect user schedules, you may also want to disable these actions for this job. This allows you to prevent notifications, merging, or other actions without having to remove these actions from your graph.

Confirmation

On this screen, you will see the details of the job summarized.

Click Schedule Routing Job to initiate the job.

Please note: The User of record for any LeanData actions taken by this job will be whichever User initiates this Scheduled Routing Job, not the LeanData Integration User. If you would like all Scheduled Routing Jobs to run using the LeanData Integration User, regardless of who initiates the job, please reach out to LeanData Support to enable a backend setting.

Scheduling a Routing Job

Sometimes it is beneficial to regularly schedule a Routing job for records that fit certain parameters. For example, if you need to regularly route new list uploaded Leads over the weekend.

Please Note: In order to schedule a recurring routing job, you will need to use an SOQL statement to select the records to be routed.

Reviewing Scheduled Routing Audit Logs

Once your Scheduled Routing job has completed, you can review what was processed within your LeanData Audit logs.

In the LeanData Dashboard, select Routing -> Leads (or whichever object is applicable) -> Audit Logs. 

Reviewing Scheduled Routing Insights in Deployment History

You can also review the Routing Insights for the Scheduled Routing job you ran. Routing -> Leads (or whichever object is applicable) -> Routing Insights and Deployment History. Each Scheduled Routing Job will be displayed as a separate deployment.

Please Note: When you click on Routing Insights and Deployment History, the currently deployed Router Graph will be displayed on a new browser tab. The Deployment History will be on the original tab.

On this screen you will select which deployment you would like to look at:

To view the Routing Insights, double click on the deployment you wish to view, and you will see Routing Insights for that Scheduled Routing job.

FAQs

Q. What information do I need to upload a CSV file?

• The only thing you truly need on your file is a column containing the SFDC IDs for the records you wish to route.

Q. I have a large number of records to route, can I do them all at once?

• Yes you can, but if you intend to process a large file (over 50K), we recommend splitting the job into separate batches and running the batch over a weekend to minimize any potential disruption. This job will occupy an APEX processing slot for the duration of the job.

Q. Will Scheduled Routing Jobs affect how my Continuous (ongoing) routing is processed?

• Scheduled Routing Jobs and Continuous routing jobs run in separate parallel APEX jobs. Other than occupying an APEX job slot for the duration of the job, Scheduled Routing jobs should not have an effect on how your Continuous routing jobs are processed. 

Q. Why can’t I select my file?

• The usual cause of this issue is that the file is not saved as a CSV. Please check your file format and retry.

Q. I uploaded my file but the job ran with zero records processed, what caused this?

• This is usually an issue with how the IDs are appearing on the CSV file you uploaded. 
• The IDs are not long enough or too long.  SFDC IDs must be either 15 or 18 digits in length to be recognized.
• The IDs are not found in your SFDC instance.
• There is a footer from a SFDC export that needs to be removed from your CSV.

Q: How do you cancel a Scheduled Routing job?

• After starting a Scheduled Routing job you have the option to cancel the run as seen on the far right. This will abort all pending jobs that have not been processed yet.

Best Practices

• When running a Scheduled Router job for the first time, the best practice is to run a small subset of IDs to validate that the updates are taking place as you expect

• During times where you will be processing a large file using the Scheduled Router, the recommendation is to run the job after hours or over a weekend where the job would not affect time sensitive processes in your Salesforce instance. 
  • If you will need to process records during normal business hours, we recommend breaking up your file into smaller batches and running them sequentially

• There are times when running a Scheduled Routing job while using Lead-to-Lead routing functionality might produce unintended routing outcomes, as all the Leads from a particular company may end up getting routed to an inactive owner or queue. Please consider this when designing your Router graph. You may need to make a copy of your graph and remove this node before utilizing this graph in a Scheduled Router job.

For additional assistance please submit a ticket with LeanData Support.