Contents:
Overview
The Related Activity (RA) Match Node is used to identify Activities (Tasks or Events) on the routed record or a Matched Object like a matched Account. Once the routed object (Lead, Account, etc) has been matched to an Activity you can route the Lead based on the Activity.
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.
Example: Majid is the LeanData admin for Lighthouse Development. In his Router flow, he needs to check the Matched Account’s most recent activity so that he can assign the routed Lead to the person that most recently interacted with the Account and has the most context on the Account.
Each Match node includes Tiebreakers to identify the best matched record if there is more than 1 possible match. Tiebreaker rules are included in the node configuration to pick the best match when LeanData finds multiple activities. These Tiebreakers function just like the Tiebreakers in Tagging. The Tiebreakers on the node are local only to the node. Any changes made to the node’s Tiebreakers do not affect the Tagging Tiebreakers or even the Tiebreakers on other match nodes.
Customization
You have a number of options to configure the node.
- Node Name
- Description
- Activities
- 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 strongly recommend giving this node a meaningful name such as the goal of the Match Node or simply Match Related Activity. This will help others understand the purpose of the node.
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 flow, the description will help them to understand the goal of the customizations.
Activities
Use the Activities section to pick which object is related to the Activity you wish to reference for the match node. The options include Primary and Matched Object.
Lead
Use the Primary option to reference an activity on the routed Lead record itself.
Matched Object (Routed Leads)
If you have previously matched to another object like an Account, you can select Matched Object and then the object type to match to activities on that matched object.
Activities (Routed Contacts, Opportunities, and Cases)
With other routed objects, where the Account is already known (Contacts, Opportunities, and Cases) the Activities section is a little different. Because these object records are owned by an Account when they are routed, we do not have to match to an Account. For the Related Activity Match Node for these objects, Account is listed under the Primary option instead of under Matched Object.
Filter Matched Activities
Use Filters to include or exclude activities from matching to the routed record. In our example, we are excluding activities with the type of Email so that will only consider either Call or Meeting activities.
Value/Field
The Value/Field selector lets you choose between filtering for a value in a field on the activity and/or comparing a field on the Activity with a field on the routed record.
When using Value, you are looking for a specific value in a field on the Activity record. For example, if you wanted to exclude any activity with the status of Not Started or Deferred, you can create a Value filter with the Matched Activity Field set to Status, the Operator set to Equals, and the Value set to Not Started, Deferred.
When using Field, you are comparing the value of a field on the Activity record with a field on the routed record. For example, if your goal is to compare the Priority field on the Activity record to the Priority field on the routed Lead record, you could select Priority from both the Activity (Matched Activity Field) and the Lead field.
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 evaluating against in your selected field. This is typically a pull-down menu of possible values. 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 routed Lead record.
You can add as many conditions as needed to create the desired Filters.
Working with Multiple Conditions
When you edit or add rules, you can have multiple conditions. When you have a rule 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 will see a list of rules called Tiebreakers. These rules are applied after filters if there are multiple Activities that can match to the routed record. Tiebreaker rules are processed from the top down and are used to narrow the pool of possible Activity matches down to the best match. The node will check each rule, one at a time, from top to bottom, until only one remaining potential Activity remains. This Activity will be matched to the routed record. The Related Activity (RA) Match Node includes a set of default Tiebreaker rules. You have the following options to modify the Tiebreakers:
- Edit the existing rules
- Add/remove rules
- Change the order of the rules
Editing a Rule
To edit a rule, simply click in the rule to open it for editing. You will see the same options as in the Filters.
Adding a Rule
If you choose to add a custom Tie-Breaker Prioritization Rule, click New Rule. There are three rule types; LOGIC, SOQL, 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 as adding Filters
SOQL - You can use a SOQL (Salesforce Object Query Language) string here. More Info
MIN MAX - The field you are choosing is the activity level field. Set the Operator to either Min or Max. Min meaning the lowest possible value and max being 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 oldest time and MAX is the most recent or further into the future.
For example, Mel the LeanData Admin wants to build a tiebreaker rule that will look for the Activity with the Min (oldest) created Date. She sets the Activity Created Date to MIN to ensure the tiebreaker looks for the oldest Activity that matches.
Set Variable to Matched Activity
LeanData Routing allows you to store values in a container called a Variable, which can then be referenced later in your routing graph for use in routing decisions and actions. This will allow you to assign recurring values, such as lists of User Ids, email domains, state names or zip codes to a Variable, which can then be used multiple times throughout your routing graph.
By default, LeanData will save the output of the Match Node to a variable for you to retrieve later. You can rename the Variable container as needed.
Advanced Settings
Under Advanced Settings there are options for setting the targets for the node edges.
Node Edges
There are 3 exit edges from a Match Node. Under the Advanced settings you can select a target node for each of the edges for what you would like LeanData to do in each of these scenarios.
Match: LeanData has identified a best match based on the algorithm, after applying your Tiebreakers and Filters.
No Match: LeanData has not identified a match, after considering your Filters.
Multiple Matches Identified: If LeanData has more than one match remaining after your Filters, and you would like to take a different action than identify one best match, you can direct this edge to your desired action. This option is disabled by default. Upon enabling, you will also have to remove any Min/Max tiebreakers.
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 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.
Summary
The Related Activity (RA) Match Node allows you to match a routed record (like a Lead or Account) to an Activity on that record or on a matched record. You can then route the record to the owner of the matched Activity.
For more information on working with router flows please see our Lead Routing Guide.
For questions or additional assistance please contact LeanData Support.