Routing - New Activity Trigger Node

Updated August 03, 2023 23:12

Overview

The New Activity Trigger Node will allow you to initiate routing based on the creation of a Salesforce Activity (Task or Event). If it meets the conditions that you define, the routed record will be routed when the Activity is created that meets your triggering conditions. The New Activity Trigger Node is available with Lead, Contact, Opportunity, Account, and Case Router.

Example: Stephanie is the LeanData Admin for TechPoint Software. She is currently building their Lead Router Flow. She would like to initiate the routing of Leads when a Salesforce Task is created to follow up with a website inquiry for that Lead. She adds a New Activity Entry Node that will initiate routing on non-disqualified Leads when a Salesforce Task is created with "Website Inquiry" included in the Task's Subject field. Please Note: Although the New Activity Trigger is available for Lead, Contact, Opportunity, Account, and Case Router, the instructions below will assume you are using Lead Router for simplicity, unless otherwise specified.

Key Use Cases

Expedite sales cycles by routing Leads to the most qualified reps when high-impact activities are created.
Improve chances of converting Prospects to Customers by routing Accounts to the right rep when a high-priority meeting is scheduled with customer
Increase likelihood of Cross-sell and Upsell by routing Contacts to the right rep when custom demos for new products with existing customers are scheduled.

New Activity Trigger Node

Unlike the default entry nodes, the New Activity Trigger Node will initiate routing from a different object (Task or Event) than the one being routed. This node can be added from the Node Bar as needed. It can also be deleted if you no longer need it.

Configuration

Opening the Node, there are different options for configuration:

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, they will be able to understand the goal of the customizations.

Route:

This section allows you to choose which records will be included and sent through the rest of the graph.

All Leads with New Activities: Send all Leads with new Activities through the routing graph.
Leads with New Activities meeting the following conditions: Use filters on Lead fields/values to specify which new records are eligible to be routed through this entry node. You will also be able to specify which criteria must be met on the triggering Activity to initiate routing. This option will be selected by default.

Please Note: if you would not like to route records based on new Activity, you can delete this entry node entirely.

Trigger Rules

If you choose to filter the records coming through the New Activity Trigger Node, you can add rules that will define the conditions that will trigger records to be routed. You can create multiple rules by clicking the Add Trigger Rule button and direct them to the path you would like them to proceed. Each rule and its associated outcome is called an "Edge".

When using multiple rules, the node will process each rule sequentially from top to bottom until the record meets a rule, and then it will direct the record using the edge for the corresponding rule. If a record satisfies multiple rules, it will follow the edge for the top-most rule. You can re-order the rules using the drag handles to the left.

Condition
The Condition is used to set up the desired filters or triggers. Records meeting these conditions will proceed to the next node specified as the Target.
Label
The Label is used to let you name the connection to the next node that the record will follow from the New Activity Trigger Node. This label can be renamed.
Target
Target gives you a drop-down menu of the other nodes in the graph. Selecting a node from this dropdown will indicate which node a record should progress to next, assuming it meets the conditions for this edge. You can also select “End of Flow” or use the stop sign icon if you don’t wish to direct this to any node. As you create other nodes, they will appear on this list.

Within each Triggering rule, you will see two sections:

1) Which Leads do you want to include?

2) Which Activities should trigger Lead Routing?

Which Leads do you want to include?

Under Which Leads do you want to include? you can select either All Leads, or Leads meeting these conditions.

If you select All Leads, all Leads will be eligible to be triggered through this edge.

If you select Leads meeting these conditions, you can specify specific criteria to identify which Leads should be eligible to be routed through this entry edge. This is the option that will be selected by default, and a few recommended fields will be populated by default.

To add additional conditions, click the Add Condition button. When you have a rule with multiple conditions you are given the option to specify the relationship between the conditions with AND/OR statements in the Rule Logic section. You can also use parentheses to group conditions together.

You are encouraged to customize your conditions to ensure that only the records you want routed in this manner will be eligible.

Which Activities should trigger Lead Routing?

Under Which Activities should Trigger Lead Routing, you will specify what criteria new Activities must meet in order to trigger routing for their associated object through this specific edge. You must specify Activity criteria in order to use this node.

To add additional conditions, click the Add Trigger Condition button. When you have a rule with multiple conditions you are given the option to specify the relationship between the conditions with AND/OR statements in the Rule Logic section. You can also use parentheses to group conditions together.

In order to prevent unintentionally triggered routing, you are encouraged to use strict Activity triggering criteria to ensure that only specific Activities will trigger routing.

Referencing Triggering Activities in Decision Nodes

As with other objects, you can use decision nodes to make routing decisions based on criteria from the Activity that initiated routing. You can do this by using a Related Activity decision node (True-False or Branch).

When selecting the Activity, select the option for Triggered, to ensure that the Decision Node will reference the Activity that triggered routing, instead of an Activity identified in a Related Activity Match node.

Please Note: if a record is triggered in both a New Activity Trigger Node and through a New Activity exit from a Hold Until node, the Hold Until Node exit will be prioritized.

Frequently Asked Questions

When a New Activity is created, which related record will LeanData evaluate to trigger Routing?

The Activity will route the object assigned in the following fields:
- If Activity field = Related To, route specified Account, Opportunity or Case
- If Activity field = Name, route specified Lead or Contact

What happens when a new Activity is created on multiple objects (i.e. Account and Contact) and meets conditions to be triggered in multiple graphs?

A single activity can be created for both Account and Contact and will trigger routing for both.

What happens if an Activity meets conditions of both Hold Until Activity and New Activity?

Hold Until Activity node will always be prioritized

If an Opportunity is under an Account and a new Activity was created under the Account, can I trigger the Opportunity graph by referencing the new Activity created under the Account?

No. In order for the Opportunity graph to also trigger, a new Activity must be created under the Opportunity and meet conditions set in the Opportunity graph.

What happens when multiple Activities for the same record are triggered for routing?

If 5 new activities were created and meet the trigger rule conditions, the record will be routed 5 times.

Warning:: Please set strict Activity conditions to only allow for routing of records when high-impact Activities are created to prevent constant triggering of unintended routing.

Can I trigger routing by Updating existing Activities?

Currently, LeanData only supports triggering records when a new Activity is created.

Summary

The New Activity Trigger Node will allow you to initiate routing of records based on the creation of a new Activity associated with that record, further enabling what you can do with your routing.

For additional assistance, please contact LeanData Support.

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