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Routing - Update Record Node Guide

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Contents:

 

Overview

The Update Record Node gives you the ability to populate one or more fields on a record with a specific value or a value from another field. This node can only populate editable fields.

Example: David is the LeanData administrator for Lighthouse Development. One of the requirements for the Router graph is to be able to report on Leads after they are routed. Lighthouse Development needs to be able to report on which Leads were assigned using LeanData automation. He adds an Update Record Node to fill in the Lead's Description field with the value "Assigned by LeanData" at the end of the Router graph.

 

Customization

You have a number of options to configure the node.

  • Node Name
  • Description
  • Record Update
  • Email Notifications
  • Advanced Settings

 

Node Name

By default, the Node Name is set to Update Record. You can change this label to anything you need. We strongly recommend giving this node a meaningful name.

 

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 Update

The Record Update section is how you define how you would like your record updated. You will first determine which record will be updated, and then configure which field(s) on that record will be updated and the values they will be updated with.

 

Which record do you want to update? 

First, select which record you wish to update. 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 update 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 Field(s) do you want to update? 

After selecting which record you wish to update, select the field you would like to update from the Field dropdown. Then enter the value you would like to populate in this field using the Value entry box. If you would like to update more fields, use the Add Field button. 

 

Inserted Values

The Insert feature allows you to insert a value from another field, variable, or input a relative date instead of a static value. Fields from Variables that were defined earlier in the graph (including from any matched objects) may also be used. To insert a value, select Insert, then Variables, then you can select from a list of eligible fields and Variables.

 

 

You can also use inserted values to populate URL fields using specific components of the record, such as the Record Id. This is useful for linking to a record that requires the record ID in the URL.

 

Relative Date Stamping

In addition to Inserting values from Variables or other fields, you can also update a field with a relative date. When you select a date field from the Field drop-down menu, you will have the option to insert a relative date into the field.

 

Example: Lana is the LeanData admin and has been tasked to edit the Lead Router so that when a Lead is assigned to a sales rep, the Lead is stamped with the current date as the MQL Date. She adds the Update Record Node to the router graph. She then configures the Node to add the relative date stamp to the MQL Date field.

In the pop-up window you can select to use Today’s Date or XX number of days before / after today.

 

Email Notifications

The email notifications allow you to configure how the node can notify Users of either a successful operation 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 2 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.

 

Advanced Settings

The Advanced Settings section gives you fallback options for the routed records and the ability to send the record to the next node of the graph as needed. 

  • Variable Not Found: If you have configured this node to update a record based on a Variable, such as a matched record, and that Variable is not found, the record will proceed through this edge.

Next Node: This option allows the record to be directed to another node in the Router graph after it has been updated. This can include things like assigning a record to User, or proceeding to another Decision node. If no further action is desired, you can set this node to End of Flow. This will stop all LeanData actions at this node instead of allowing it to proceed to another node.

 

Summary

The Update Record Node gives you a powerful tool for updating fields on a record or any of its related records. You can update fields with a static value, a value from a related record, a variable, or a combination of these. You can also update a date field with a relative date 

 

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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