Routing - Assign Record Node

Updated August 09, 2023 23:04

Overview

The Assign Record Action Node gives you the ability to assign a record to a specific owner from your list of Users and Queues as part of the routing flow. The owner assignment does not depend on having a previously matched record in your graph.

Example: Alex is the LeanData Admin for GlobalWorld Software. He is currently building their Lead Router Flow. The goal of the flow is to get the Leads to the right owners. Using various nodes, he has filtered and matched the Leads. Most of the Leads are routed to various owners using a round robin node. When a Lead comes in through the New Entry Node but is not Marketing Qualified, Alex assigns it to a Marketing Hold Queue using the Assign Record Node.

Customization

You have a number of options to configure the node.

Node Name
Description
Record Assignment
Routing Schedule
Email Notifications
Advanced Settings

Node Name

By default, the Node Name is set to "Assign Record". 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. For our example, we would call this node, "Assign to Marketing Queue" for our use case.

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 graph, the description will help them to understand the goal of the customizations.

Record Assignment

The Record Assignment section has options for assigning records.

Which record do you want to assign?

This option lets you select which record will be assigned. This may be the record that initiated the routing itself (most common) or a record that is related to it via a prior Match Node. Choose which record you wish to assign by selecting the appropriate Variable from the dropdown. Other than the Routed record itself, only Variables that have been previously identified in the graph will be available.

Which (Object) User Field do you want to Update?

After selecting the record you wish to update, you will have to specify which User field you would like to update on this record. The Owner field is most common, but other editable User fields, such as "SDR", "BDR", or "Partner Rep" may be selected if you have them.

Who do you want to assign the (Object) to?

After selecting the record you wish to update and which User field should be updated, you will have to specify a specific User or Queue whom you would like to assign the record to. You can either select a Specific User, or a User found on a Variable such as a previously matched object.

Specific User: This option will give you a dropdown of all your eligible Users and Queues. You can select the specific User or Queue you would like to assign the record to.

User from Variable Field: This option will allow you to select a User field from a Variable, such as a previously matched object, or a different User field from the routed record. Whichever User is found in that field will be used for this record. Only Variables that were defined in a previous node will be available here.

Routing Schedule

The Routing Schedule section gives you options on how to respect your User Schedules. You can configure each node to respect all components of a User's Schedule or any combination as needed. Schedules are configured in the People > Settings > Schedules section from the main LeanData Dashboard.

Email Notifications

The email notifications allow you to configure how this node can notify Users of either a successful action or a failure. You can select an existing template or create a new message using Compose Email. To build a Success or Failure Notification you must:

Pick the recipients
Select an existing template or compose an email

Please Note: The only difference between the Success Notification and the Failure Notification is what triggers the message. If you wish to use both, you will need to configure both types of messages to send.

Email Recipients

Use these settings to select Users to send a message that the node operation was either a success or failure:

Success Notifications:
- Use the Email Recipients section to pick the desired recipients of the notification.
  - New Owner - This option will send the notification to the new owner of the record.
  - Previous Owner - This option will send the notification to the previous owner of the record.
  - Additional Recipients - This option lets you send the notification to a different User on the record or a User from a previously identified Variable, such as a matched object.
  - Email Addresses - This option will let you enter additional email addresses separated by a comma.

Failure Notifications

Use the Email Recipients section to pick the desired recipients of the notification.
- Email Addresses - This option will let you enter additional email addresses separated by a comma.

Message

In the Message section you will create the email message that the node sends out. You have two options:

Email Template - Use the Email Template option to select from your existing email templates in Salesforce.
Compose Email - Use the Compose Email option to build an email notification using field(s) from the Owner, Routed Record, or a link to the audit log for the routed record.

Email Template

When you select the Email Template option, you will be asked to select the desired Salesforce Template. You cannot edit the message in LeanData. You can use the View Template link to view the selected template.

Compose Email

The Compose Email option allows you to create a new email message in the node. Use the Insert Variables picklist to add fields from the routed record to the message.

You can insert fields from the routed record or any record related with the matched record. In addition to these fields, you can also insert a link to the audit log for this specific routing action, or to the audit log for every action performed on this record in LeanData. When selecting your field to insert, select either Audit Log Link or Full Audit Log Link to include the Audit Log URL in your message.

Use the Insert Relative Date button to add the date the record was routed or a set number of days after the date the record was routed.

Working with Edges

You can Connect nodes in one of several ways:

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 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 FlowBuilder graph view by clicking the node to which you would like that edge to proceed.

If you are already in the main FlowBuilder 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.

Summary

The Assign Record Node will allow you to assign a record to a specific User or Queue in your system. The node has options to control how you assign the record as well as tools for sending notifications on success or failure of the assignment. There are also fallback conditions to manage specific scenarios.

For more information on working with Router graphs please see our Lead Routing Guide:
https://leandatahelp.zendesk.com/hc/en-us/articles/360016339074

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