- Updated vs. New Entry
- Update Rules and Conditions
- Things to Know & Best Practices
LeanData Router includes an Update Entry node as an entry point for processing existing records through your Router flow when they are updated in your Salesforce instance. The Updated Entry Node is the same for each of the Router Types:
- Lead Router - Updated Lead
- Contact Router - Updated Contact
- Account Router - Updated Account
- Opportunity Router - Updated Opportunity
- Case Router - Updated Case
The Update Entry Node is the entry point for existing records (Leads, Contacts, Accounts, etc.) to get processed by your LeanData Router flow. Users can define specific update rules that will initiate LeanData’s router to process the record through the Updated Entry Node. All Update Entry Nodes share the same features regardless of the object type. We will use Leads as examples but the information will translate to all the different object flows. You can customize this node and what passes through it using filters to include or exclude specific records based on changes to their attributes and fields/values.
Updated vs. New Entry
In the New Entry Node, you customize the node to filter which records pass through the node. All records are examined to see if they meet the filter criteria when the record is created. In the Updated Entry Node you customize the rules to define which updates will trigger the record to be examined and passed through the router flow. Any updates to a record that are not part of the Updated Entry Node rules will not trigger the record to pass into the router graph.
The customization options allow you to configure the behavior of the Updated Entry Node, and what specific updates LeanData will listen for to initiate routing on a record.
Example: Stephen is the LeanData admin at Lighthouse Development. He is tasked with creating a Router Flow for Leads. He has been instructed to set up the Updated Entry Node to route Leads that have their status changed to Marketing Qualified. When a Lead’s status is changed to Marketing Qualified, Router will pass the Lead through the Updated Entry Node and onto the flow as configured by Stephen. Any update to a Lead that does not change the status to Marketing Qualified will be ignored by the Updated Entry node.
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, they will be able to understand the goal of the customizations.
Updated Leads to be Sent Through the Lead Workflow
This setting allows you to choose which Leads that the Updated Entry Node will pass to the rest of the flow.
- None: Do not send updated Leads through the router flow. This will effectively stop updated Leads from entering the flow.
- Include the Leads below: Define update rules on Lead fields/values to specify which Updated Leads to route through the flow.
Update Rules and Conditions
If you choose to route existing Leads using the Updated Entry Node, you have many options to define what kinds of updates will will initiate routing. You can have 1 or more rules on the Updated Entry Node. You can have multiple rules with multiple conditions.
Under the Include the Leads Below option you will find the following:
LeanData will evaluate a record when it is updated to meet this condition. The records that are updated to meet this condition will be sent on through the flow and directed to the Target node.
The Label is used to let you name the connection to the next node that the Lead will follow from the New Entry Node. The words Edge 1 can be customized.
The Target field is a drop-down menu of the other nodes in the flow. Selecting a node from this dropdown will indicate which node a Lead that meets this condition should progress to next. You can also select “End of Flow” if you don’t wish to direct this to any node. As you create other nodes, they will appear on this list.
To Add a Rule to the Updated Entry Node:
- Click on the New Entry Node.
- Click the pencil icon to the right of the node. The edit window opens on the right of the page.
- Select the option: Include the Leads Below
- Click Edit Condition. You will see new fields displayed for Lead Field, Operator, and Value. Edit these fields as needed to create the desired update condition.
Each rule you add creates a new edge for the node. A rule with multiple conditions will still only add 1 edge. Edges are outcomes from a node that can be used to connect to a next node.
Multiple Update Rules
You can create multiple rules as needed on the node. Each new rule creates a new edge for records to follow. You can add additional conditions to the rule and/or add additional rules with conditions, allowing you to have very complex rules.
When using multiple rules, the node will process each rule sequentially until the record meets a rule, and then it will direct the record using the edge for the corresponding rule.
Please Note: When creating a rule with multiple conditions, the relationship between the two conditions is automatically set to AND. This cannot be changed to OR. If you need to filter for multiple conditions with an OR relationship, you can add another rule or you will need to use a Branch Node later in the flow.
Example: Stephen needs to edit the Router Flow so that Updated Leads that have a Status of MQL and a Rating of Hot are routed to one node and Leads that have a Status of MQL and a Rating of Warm will be routed to another node. He can do this by creating a second rule on the Updated Entry Node.
Please Note: You can add this type of filtering to other nodes in the flow. You do not need to filter all the records in the Update Entry Node. The Branch Node is typically a better option if you need multiple exit routes from a node.
Working with Edges
Edges are the exits a lead will take from a node. In the settings you will see the edge selection as the field Target.
You can Connect nodes in one of several ways:
- In the 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.
- 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.
Things to Know & Best Practices
- Updates to the output of a formula field will not be detected as an update to the record. This is due to the way that Salesforce handles formula fields. You will need to use a different update condition if attempting to trigger routing off of updates to a formula field.
- Certain system fields are blacklisted so that updates to these fields cannot be used as a triggering condition: Last Modified Date, Last Modified By, Last Transfer Date, Last Viewed Date, Last Referenced Date.
- The Update Lead Node cannot be deleted. If you don’t plan to route updated Leads you can inactivate the node by setting Updated Leads to be sent through the Lead workflow to None.
- Each rule in the Updated Lead node can follow its own path into the router flow, depending on the constructed logic. You can have multiple distinct update conditions as entry points
- Within a single rule, multiple conditions are looked at as AND scenarios; Condition 1 AND condition 2 MUST be met in order to satisfy the Updated Lead condition for an existing Lead to be sent through the routing flow
- It is best to utilize the criteria within the Updated Lead Node to indicate criteria that will trigger routing, and then to use decision nodes afterwards to filter out exceptions, rather than housing both triggering conditions and filtering conditions within the entry node.
- The Update Lead Node will evaluate rules from top to bottom. If a Lead update satisfies multiple rules it will follow the path of the first rule that it meets.
- LeanData will only initiate Lead routing on an update condition if the Lead is updated to subsequently meet the criteria. If the Lead had already met the condition prior to the update, LeanData will not initiate an updated Lead routing job.
The Update Entry Node will route records when they have been updated. You can define the rules that will initiate an existing record to be evaluated and routed according to your router flow. For more information on working with router graphs please see our Lead Routing Guide.