Contents:

• Overview
• Customization
• Summary

 

Overview

The Route to Matched Activity Node gives you the ability to assign a routed object to an owner based on a related Activity.

 

Example: Megan is the LeanData Admin for Lighthouse Development. She is currently building their Lead Router Flow. The goal of the flow is to get the Leads to the right owners. Using various nodes, she has filtered and matched the Leads to Accounts. Using the Related Activity Match Node, she has matched the Lead to the most recent activity on the account. With the Route to Matched Activity Node, Megan sets the owner of the Lead as the User identified on the most recent activity.

 

Customization

You have a number of options to configure the node.

• Node Name
• Description
• Lead (or other Object) Ownership
• Routing Schedule
• Alternate Field Assignment
• Email Notifications
• Advanced Settings

 

Node Name

By default, the Node Name is set to Route to Matched Activity. 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 Activity Owner.

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.

Lead (or other object) Ownership

The Lead Ownership Section has options for assigning the owner to the routed record.

• Matched Activity Owner: This option lets you select the owner of the matched Activity as the Lead owner.
• Matched Activity Custom User Field: This option tells the Router Flow to use a specific User Look-up field on the matched Activity record as the source of the owner information. Use the drop-down menu to select the desired field.

 

Routing Schedule

The Routing Schedule section gives you options on how to honor user schedules. You can configure each node to honor all schedule types or any combination as needed.

Alternate Field Assignment

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

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

 

Please Note: In order to use the Alternate Field Assignment, you must select the person to populate the Alternate Field from the Lead Ownership settings.

 

Email Notifications

The email notifications allow you to configure how the Route to Matched Activity node can notify Users of either a successful owner assignment or a failure. You can select an email template and list of recipients. 

• Success Notifications: Use these settings to select an email template and Users to send a message that the Owner assignment was successful.
  • Select the desired Salesforce email template from the drop-down menu.
  • Use the View Template link to open the template in a new tab.
  • 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.
    • Email Addresses - This option will let you enter additional email addresses separated by a comma.
    • Matched Object - This option lets you send the notification to a User on the matched record if the record has been previously matched in the Router flow.
    • Additional Recipients - This option lets you send the notification to a User on the Lead or on the matched Account (if there is one previously matched in the flow).

 

• Failure Notifications: Use these settings to select an email template and Users to send a message that the Owner assignment was not successful.
  • Select the desired template from the drop-down menu.
  • Use the View Template link to open the template in a new tab.
  • Use the Email Recipients section to pick the desired recipients of the notification.
    • Email Addresses - This option will let you enter additional email addresses separated by a comma.

 

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. 

• 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.
• Out of User Schedule: This edge is used if the selected user is not scheduled to accept Leads at the time of routing. This edge is only displayed when the Respect User Schedule options are selected.
• Record Already Assigned to Owner: This edge can be used if the routed record is already assigned to the Owner it matched to. Use this edge if you want to route records differently that are already assigned to the correct owner, to another node like Send Notification for a tailored message to the owner. This edge is disabled by default.
• Variable Not Found: The Variable referenced in this node cannot be found. This edge will be set to End of Flow by default, but can be used to direct to direct to another node.
• Next Node: This option allows the record to be routed to another node in the Router Flow after the owner has been assigned. This can include things like Converting the Lead into a contact, updating a different field on the Lead, 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

The Route to Matched Activity Node will allow you to assign a routed record to a User related to the Activity the routed object has matched to. This node includes options for assigning to the Activity Owner, or a Matched Activity Custom User Field, or using an alternate field assignment instead of setting the owner of the Lead. This node allows you to control how you assign the owner as well as tools for sending notifications on success or failure of the assignment. There are also fallback conditions to manage if the User is invalid or inactive.

 

For more information on working with router flows please see our Lead Router Guide.