Contents:

• Overview
• Pool Selection
• Distribution Type
• Best-Fit Assignment
• Alternate Field Assignment
• Email Notifications
• Summary

 

Overview

The Round Robin Node gives you the ability to assign a routed record to a member of a Round Robin Pool. Pools are groups of users that can receive records on a rotational pattern. The Round Robin Node has options for picking a Round Robin Pool for the routed records. Pools are defined on the side menu of LeanData under Routing > Round Robin > Pools. Your pools should be defined before adding the Round Robin node to your Router graph.

Example: Melanie is the LeanData Admin for OnPoint Communications. She is currently building their Lead Router graph. The goal of the flow is to get the Leads to the right owners. When a routed Lead does not have an account match OnPoint wants to send the lead to a Round Robin pool for distributing the leads to a pool of reps in a rotation.

 

Customization

You have a number of options to configure the node.

• Node Name
• Description
• Pool Selection
• Alternate Field Assignment
• Email Notifications
• Advanced Settings

 

Node Name

By default, the Node Name is set to Round Robin. 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. For our example, we would call this node, Assign to Round Robin.

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.

Pool Selection

The Record Ownership Section has a setting for picking the desired Round Robin pool for assigning the owner to the routed record. First, select whether you would like to use a Count-Based or Order-Based Pool, then use the pull-down menu to select the pool for the assignment.

 

User Schedules

One of the settings at the Round Robin Pool level is to respect user schedules. If a pool is set to respect user schedules, you will see a comment below the Pool selection: The selected Round Robin Pool respects User Schedules. Any records routed to the pool will check the pool member’s schedules to determine if they are working to receive the record.

• For more information on User Schedules please see our Schedules & People Guide.
• For more information on setting up Round Robin pools, see our Round Robin Overview Guide.

 

Distribution Type

The Distribution Type of the selected Round Robin Pool controls how the node assigns records to pool members.

• Order-Based: Records are assigned to pool members in turn order. This is the standard Round Robin behavior.
• Count-Based: Records are assigned based on how many each rep has received within the configured count period, with counts and calibrations serving as the underlying fairness signal. Selecting a Count-Based pool unlocks the Best-Fit Assignment options described below.

 

Distribution Type is set when the pool is created or edited, not in the node itself. For details on configuring Count-Based pools, including counts, calibrations, working hours, and credits, see the LeanData Round Robin Overview Guide.

 

Best-Fit Assignment

When the selected Round Robin Pool uses Count-Based distribution, an additional selection appears for how reps are picked from the pool.

• Standard: Records are assigned to the next eligible pool member based on counts and calibrations alone. This preserves the standard Count-Based Round Robin behavior with no attribute scoring layered on top.
• Attribute-Based: Records are assigned using Best-Fit Assignment. Reps are first filtered against admin-defined Eligibility Attributes, then ranked by Priority Attributes among the remaining eligible reps. Counts and calibrations continue to act as the fairness counterweight.

 

Eligibility Attributes

Eligibility Attributes are hard filters. A rep must satisfy every Eligibility Attribute rule to be considered for assignment. Use Eligibility Attributes for must-have criteria such as language, certification, or product line.

Use the Eligibility Attributes section to add one or more rules drawn from the attributes defined on the User Attributes admin page. Each rule references an attribute, an operator, and a value. If no rep in the pool satisfies every Eligibility Attribute rule, the record exits on the No Match fallback edge described in Advanced Settings below.

• Null boolean values are treated as false.
• Null number or date values exclude the rep from any Eligibility Attribute rule that references the attribute.

Priority Attributes

Priority Attributes are ranked tiebreakers used to choose among reps that already meet every Eligibility Attribute. Use Priority Attributes for preferred-but-not-required criteria such as win rate, tenure, or seniority.

Priority Attributes are evaluated in the order admins arrange them in the node. When two or more eligible reps are tied on counts and calibrations, the Priority Attribute list is walked top to bottom to pick the best-fit rep. Drag the rows to reorder them.

Pool-level attributes configured on the Round Robin Pool itself (for example, team membership, region, or product line) are evaluated together with user-level Eligibility and Priority Attributes at runtime. For details on pool-level attributes, see the LeanData Round Robin Overview Guide.

 

Alternate Field Assignment

This Option will tell LeanData to update another field on your record instead of updating the Owner field on the record.

• Assign Alternate Field Instead of Owner: When you select this option you will see a drop-down menu to select the target field.

 

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

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.
    • Pool Manager(s) - This option will send the notification to the user(s) who are designated as a Pool Manager for this Round Robin Pool.
    • Additional Recipients - This option lets you send the notification to a User on the routed or matched record (if there is one previously matched in the graph).
    • 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.
  • Pool Manager(s) - This option will send the notification to the user(s) who are designated as a Pool Manager for this Round Robin Pool.
  • Additional Recipients - This option lets you send the notification to a User on the routed or matched record (if there is one previously matched in the graph).
  • 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 a Field 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 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. The available edges apply to both Order-Based and Count-Based pools. When Best-Fit Assignment is enabled, the No Match edge is also available.

• Record Already Assigned to Active Pool Member: When a routed record is already assigned to an active member of the Round Robin Pool, LeanData would typically route the record to the next available pool member. The Target for this edge is set by default to maintain this behavior. If you would prefer that LeanData take no action, this fallback edge can be directed to the End of Flow option to take no action, or directed to another target node if you would like to take a different action. For Best-Fit Assignment, this check runs before Eligibility Attribute filtering, so a record already assigned to an active pool member exits on this edge regardless of attribute matches.
• Invalid Group: This is a fallback condition in the event that the selected Round Robin Pool is invalid at the time of the routing. By default, this is set to End of Flow. Setting it to a target node will allow it to proceed to additional actions such as a backup assignment or a notification. This edge applies to Order-Based, Count-Based, and Best-Fit Assignment configurations.
• No Round Robin Members Available: This is a fallback condition in the event that there are no available Round Robin members available to be assigned the routed record. This can be caused by schedules, vacations, or holiday sets. By default, this is set to End of Flow. For more information on User Schedules please see our Schedules & People Guide.
• Capping Conditions Unmet: This is a fallback condition in the event that the routed record does not meet the capping conditions on the Round Robin Pool. By default, this is set to End of Flow. For Best-Fit Assignment, capping is evaluated after Eligibility Attributes, so a rep can be excluded either by Eligibility Attribute filtering or by capping.
• No Match (Best-Fit Assignment only): This fallback condition fires when Best-Fit Assignment is enabled and no rep in the pool satisfies every Eligibility Attribute. By default, this is set to End of Flow. Direct this edge to a backup assignment node, a notification, or another fallback when you want a defined behavior for records that cannot be matched on must-have criteria.
• Next Node: This option allows the record to be routed to another node in the routing graph after the owner has been assigned. This can include things like updating a different field on the record, etc. You can also set this node to End of Flow. This will stop routing records at this node instead of sending it to another node.

 

Summary

LeanData’s Round Robin Node is a great way to distribute Routed Records among a group of users in a rotation pattern. The Node includes options for assigning a record owner or an alternate field. The node also includes fallback edges to route the record if there are no available pool members or if the pool has been removed.

For more information on working with router flows please see our Routing - FlowBuilder Interface Guide.

 

For questions or additional assistance please contact LeanData Support.