Tips & Tricks is series of short videos highlighting common use cases for LeanData and how to accommodate these Use Cases in LeanData.
Interested in something you see below? Follow the link to the Tips & Tricks Video to learn how to do it.
Continuing Routing After a Merge
Sometimes you want to merge records, and also continue with more routing decisions and action on the merged record. Use this tip to initiate routing on merged records to continue your routing.
Self-Serve Audit Logs
Always answering questions about why records were routed the way they were? Give your Users a direct link to the audit logs to investigate on their own.
User-Initiated Routing
Ever want to give your reps the ability to send a record through a router graph without needing admin privileges? This video will show you how.
Stamping Duplicate Accounts
Have Duplicate Accounts in your system? Learn how to use LeanData Duplicate Account matching to identify and flag duplicates.
Reassigning Inactive Owned Records
As you deactivate Users in Salesforce, you will start to have records owned by these Inactive Users. Learn how to regularly re-assign records to active reps, without having to run manual batches.
Handling Enrichment
There are many enrichment vendors out there. Learn how you can accommodate any enrichment software that works with Salesforce, even without a direct LeanData integration.
Assigning Contact Roles
Learn how to associate Contacts to Opportunities in either Contact Router or Opportunity Router.
Aligning Contacts with Account Owners
As reps come and go and contacts and Accounts get shuffled around, find out how you can keep your Contact Owners aligned with the Account Owner.
You might start to receive multiple Leads from a new company that do not match to any Account in your system. Here is a way to aggregate them together so that you can regularly review them to decide whether you would like to create an Account for them.
You want to "top off" your Account managers with fresh Accounts as they finish working their current Accounts, but you don't want any individual Account Owner to have more than a certain threshold. Here is how you would set that up with Conditional Capping and Routing Scheduler.
As a New lead continues to interact with assets on your website, it may get updated multiple times shortly after it is created, leading to routing the record twice. Here is one way to prevent double routing.
Some organizations use Salesloft cadences to manage sales engagement. Learn how you can incorporate LeanData's Salesloft Integration to automate follow up based on campaign activity.
When merging duplicate records, you might typically prefer values from the newer record. But sometimes there are specific fields and values you prefer from the older record. Here is one way you can ensure those values are preserved on the master record.
Sometimes you need to reference an alternate set of working hours different from the hours assigned to a user, or you need an entire round robin pool to have a set of working hours, even if the individuals in it have different hours. Here's how you can use SFDC queues to incorporate alternate working hours into your routing graph.
If you would like to test out different processes in your routing graph, here is a creative way you can distribute records down different paths in an unbiased manner and track the effectiveness of each path separately.
For those who use both 6sense and LeanData, combining the intent data you get from 6sense with the automation you can configure with LeanData will allow you to create processes for assigning and reassigning Accounts according to intent signals.
Do you ever need to update a different record than the one you are routing, such as a Matched Account, or a Related Activity? We walk through how you can do so using LeanData's Update Record Node.
Sometimes you need to use different matches for different purposes. LeanData's Object Variables will allow you to store different matches in different Variables and reference them whenever you need them in your routing graph.
As a native Salesforce solution, LeanData is subject to any validation or duplicate prevention rules you have in Salesforce. Here is a way that you can exclude specific Users like the LeanData Integration User from your validation rules.
Keeping Round Robin pools up to date with the latest members does not have to rely on someone remembering which Users to add. If there are specific criteria that will dictate which Users should be added to a pool, you can add them easily using Conditional Membership.
You may know that LeanData can update fields, but sometimes you may need to append additional text to a field instead of replacing it entirely. Here is how to do that in LeanData Router.
Tracking the history of certain fields is incredibly useful for troubleshooting, but there are limits to how many fields you can track in Salesforce. Here is how to set up Routing Metrics Mapping to track fields in your LeanData Logs.
Do you want a way to continue routing after Lead Router converts a Lead into a Contact? Here is a way to trigger Contact Routing when LeanData specifically converts a Lead.
If you ever wanted to add a Round Robin Pool within a Round Robin Pool, here is one way you can approximate that in LeanData.
Sometimes you want to trigger a record to route depending on the prior value on a field. This will explore a way you can compare a field's new value with its prior value in order to trigger routing.
When using LeanData Router, you can begin your process on one object, then continue it on a different object. You just need to know how to identify the other object record and properly trigger it for routing purposes.
When merging duplicates in LeanData sometimes you only want certain fields overwritten. Here is a way that you can selectively choose which fields you want to be overwritten on a merged record.
When using Round Robins, sometimes you actually want to assign two different User fields with the Round Robin. Here is how to do that, whether you want to assign to the same User or to different Users within the same Round Robin Pool.
Sometimes when you’re using both LeanData Tagging and Routing, you may notice that LeanData routes to a different Account than it is tagged with. Here is a way to prioritize the Account Match stored in the Reporting Matched Account field.
Sometimes you are uploading a large list or making some bulk changes to records, and you want to skip or bypass LeanData routing for these records. Here is a way to exclude these records from LeanData Routing without affecting routing for other records.
If you use multi-select picklists, you might want to use something like the “contains” operator to look for one of several different values in a field. Even though there isn’t a contains operator, here are two ways you can set up your nodes to look for a one out of several options in a multi-select picklist.
Combine LeanData's matching capabilities and FlowBuilder interface with the fine-grained merging capabilities of Cloudingo using the Cloudingo Merge Lead Integration Node in FlowBuilder. Here’s one example of merging two leads with different preferences for different fields.
If your organization uses many complex criteria for routing, you may end up with a visually cluttered graph. Here’s how to set up a Data Table in LeanData to consolidate many different decisions and actions into a single node.
At some point in your routing graphs, you may need to reference the specific entry edge through which a record entered the graph. Here is one way that you can store the entry edge of a record so that you can use it in a later routing decision.
Getting started with LeanData routing is as easy whether you already know what you want or you are looking for some ideas. LeanData’s provided routing templates are a great way to get started quickly.
LeanData is great for updating records, but what if you need a way to remember and reference what a value was before LeanData updated it. Here is a way to reference pre-routing values in notifications.
Learn how to prioritize urgent records in your CRM by offloading less time-sensitive records to a recurring routing job. This ensures that urgent records are processed quickly, while less critical records are still assigned.
Learn how to prioritize urgent records in your CRM by offloading less time-sensitive records to a recurring routing job. This ensures that urgent records are processed quickly, while less critical records are still assigned.
Have you ever needed to provide reporting on how many records passed through certain points of your Routing Graph? If you need this information in a native Salesforce report, here is how you can set up your LeanData graph to capture that data in an easily reportable way.
When a Round Robin Pool member is unavailable, the other members of the Pool will typically be the backup. But if you want a different User — such as the intended recipient’s manager — to be the backup instead, here is a way to set up your graph to make that assignment.
When routing existing records through a LeanData, you may end up assigning a record to the User who already owns it. If you want to prevent unnecessary notifications when there are no net ownership changes, here is a method to accomplish that.
Sometimes you want to count how many time a specific record passes through a routing graph or a specific branch. Here is a way you can set up a Data Table to increment a counter field to the next value each time it passes through.
You may know how to set up conditions for LeanData to add and remove Users from Round Robin pools automatically, but you can also set up a graph to update a User record against these conditions when records reach a certain points of your graph, such as missed SLAs.
Discover how to prioritize urgent records in LeanData by adjusting entry edges in your routing graph. This straightforward approach ensures time-sensitive leads are processed promptly and efficiently.
Learn how to handle special matching scenarios in LeanData by using variables and data tables to force matches to specific subsets of accounts. This method is ideal for special account types that may have unique matching criteria like partner or government accounts.
Learn how to simplify the management of long exclusion lists in LeanData by leveraging data table routing functionality. This tutorial walks through the process of converting manual filters into streamlined, easily editable data tables for efficient lead routing.
Over times reps will end up owning old records that may not be the best use of their time. Here is an efficient solution for regularly cleaning up record ownership and ensuring your team focuses only on what will produce the most results.
Learn how to introduce manual intervention in LeanData’s duplicate matching and merging process. This video walks you through setting up a workflow that allows record owners to review and override automatic merges before they happen.
When assigning records outside of working hours, you typically need to find alternative users or backup assignments. Using LeanData's Hold Until node with working hours, you can automatically hold record assignments until the intended recipient's working hours begin. This ensures records are delivered at the optimal time while maintaining the desired assignment routing.
While you can always initiate routing when new tasks are created, this tip shows you how to trigger routing when existing related tasks are updated, allowing you to automate cross object assignments and field updates.