Contents:

• Overview
• Customization
• Schedule Meeting with
• Queue Owned Lead
• Meeting Type
• Create Event
• Form Field Mapping
• Advanced Settings
• Summary

 

Overview

The Schedule Meeting with Matched Lead Node gives you the ability to schedule a meeting with the Lead Owner or a User on the Lead record on a Lead record matched to the Prospect.

 

Example: Caleb is the LeanData Admin for OnPoint Communications. He is currently building their BookIt Router Flow. The goal of the flow is to get the Prospect from the webform to the right person for scheduling the meeting. Using various nodes, he has filtered, matched the Prospect to the best Lead, and routed them to scheduling a meeting.

 

Customization

You have a number of options to configure the node.

• Node Name
• Description
• Schedule Meeting With
• Queue Owned Lead
• Additional Attendees
• Meeting Type
• Form Field Mapping
• Advanced Settings

 

 

Node Name

By default, the Node Name is set to Schedule Meeting with Matched Lead. 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. 

 

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.

Lead Selection

Use this section to leave the Matched Lead stored in the Match Node selected or to pick any other Lead stored in a variable earlier in the flow. Leaving the Matched Lead (Default) selected is the default mode.

 

 

Schedule Meeting With

The Schedule Meeting With Section has options for scheduling the meeting with the Lead users.

• Lead Owner: This option lets you select the owner of the matched Lead as the person to schedule the meeting with.
• Lead Custom User Field: This option tells the Graph to use a specific User Look-up field on the matched Lead record as the source of the person to schedule the meeting with. Use the drop-down menu to select the desired field.

 

 

Queue Owned Lead

When routing Prospects it is not possible to schedule meetings with queues. The Schedule Meeting with Matched Lead Node has an option to prevent the accidental routing of Prospects to queues. This option, Prevent Scheduling a Meeting with a Queue, will add a new fallback edge to this node, Queue Owner. Records that would be routed to a queue will follow the Queue Owned Matched Lead edge.

 

 

Meeting Type

The Meeting Type is a pull-down menu for you to pick the type of meeting being scheduled. This pull-down is synced to your Meeting Types.

 

 

Create Event

The Create Event settings will allow you to create a Salesforce event upon the meeting being booked successfully.

 

 

Related To

Use the Related To field to relate the Salesforce meeting to the Routed Record or a matched object like an Account.

 

 

Assigned To

Use the Assigned to setting to select the person in Salesforce that the Event is assigned to. 

 

 

Event Subject

Use the Event Subject to create a subject for the Salesforce Event. You can add text or use Insert to copy from a variable on the Prospect.

 

 

Additional Event Fields

You can use the Additional Event Fields to add information to an Event Field when the Event is created. You can select Value or Variable.

Value will add any text you enter into a text field. You will also see a list to pick from depending on the field. In our example below, we picked the Reminder field. As a result the Value field is a picklist of times to set for the reminder. If it were a text field you will see a blank text box to fill in.

Variable will give you the ability to copy information from a Variable on the Prospect and add it to one of the Salesforce Event fields.

 

 

Form Field Mapping

The Form Field Mapping settings allow you to map any other fields you collect from your webform to send back to your Marketing automation. You can enter in a value or pick a variable from the list of prospect variables and map it to the form field API name.

 

 

Advanced Settings

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

• Invalid/Inactive User: This is a fallback condition in the event that the selected User is not active or invalid at the time of the routing. By default this will be set to End of Flow.
• Variable Not Found: This is a fallback condition in the event that the selected Additional Attendee from a variable is invalid at time of routing.
• Insufficient User Access: LeanData will follow this edge if unable to schedule with the selected user (e.g., user not properly authorized for Booklt and / or has no product access).
• Queue Owner: this edge will be used if the selected owner to schedule a meeting with happens to be a queue.

 

Working with Edges

You can Connect nodes in one of several ways:

1. 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.

 

 

2. 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 Schedule Meeting with Matched Lead Node will allow you to schedule a meeting with a User on the Lead the Prospect has matched to. This node includes options for scheduling a meeting with the owner of the matched Lead or another User field on the Matched Lead. There are also fallback conditions for Invalid/Inactive Users, Queue Owned Matched Lead, and Scheduling Configuration Error.

For more information on working with BookIt graphs please see our Calendar Routing Guide.