Contents:

• Overview
• Customization
• Email Notifications
• Summary

 

Overview

The Route to Territory Node gives you the ability to assign a record to a User based on the Territory that they own.

 

Example: Lana is the LeanData Admin for GlobalWorld Software. 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 most of the Leads to Accounts. For other Leads that do not match existing Accounts, she wants to route them to the correct user with territory based assignments.

 

Customization

You have a number of options to configure the node.

• Node Name
• Description
• Territory Segment
• Routing Schedule
• Alternate Field Assignment
• Territory Field Tagging
• Email Notifications
• Advanced Settings

 

Node Name

By default, the Node Name is set to Route to Territory. 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 Territory.

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.

Territory Segment

The Territory Segment picklist allows you to pick the desired Territory Segment from a list of your available Territory segments. There is a link to view your territory segments in a new tab.

 

The Territory Segment picklist is only used to pick from the list of existing territory segments. For information on creating Territory Segments, please see our Territory Management Overview Guide.

Please Note: You will not be able to use Territory Segments that reference Round Robin Pools for a different object. 

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 record instead of updating the Owner field on the record. When you check the Assign Alternate Field Instead of Owner option, you will not be updating the owner of the routed record but you will assign the User to another field selected on the routed record.

 

Please Note: The User assigned to the selected field in Alternate Field Assignment is the user selected by the Territory Assignment.

Territory Field Tagging

This option allows you to add the name of the Territory that was selected for the record. When the option Tag LD Territory Field on Lead Record When Routed is selected, you will see a picklist for the field on the record to update with the name of the territory.

If you want to ONLY tag the record with the Territory but NOT route or assign the record to a territory, select the option Only tag the [record] with the Territory 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

Please Note: The only difference between the Success Notification and the Failure Notification is what triggers the message. If you wish to use both, you will need to configure both types of messages to send.
 

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 of a referenced Round Robin Pool.
    • Additional Recipients - This option lets you send the notification to a User on the Lead or on a 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 of a referenced Round Robin Pool.
  • Additional Recipients - This option lets you send the notification to a User on the Lead or on a 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 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.

• Record Already Assigned to Active Pool Member: By default, LeanData reassigns the records entering the Round Robin to available Pool Members. To retain ownership of an incoming record already owned by a Pool Member, change the edge target from Disabled> to a destination. 
• Capping Conditions Unmet: Use this edge to configure the next action when capping conditions have not been met for members in the Round Robin pool. 
• Territory Not Assigned: Use this edge to dictate the next node you would want LeanData to reference if a record does not meet the criteria for any of the Territories in your CSV. If you don’t want LeanData to take any further action, select “End of Flow”
• Invalid/Inactive User: Use this edge to let us know the next node to look at if the User we attempt to assign to is inactive or invalid.
• Out of User Schedule: This edge will only appear if you enabled the Respect User Schedule Option in the node. This will determine the next steps if the intended user is not available due to their schedule at the time of assignment.
• Invalid Group: Use this edge to let us know the next node in case the Round Robin Pool we attempt to assign to is no longer available.
• No Round Robin Members Available: Use this edge to configure the next node in case none of the members of the Round Robin Pool are available (inactive, on vacation, reached their cap, etc).
• Record Already Assigned to Owner: Use this edge if you would like LeanData to do something different if the Record is already owned by the intended user. This option is disabled by default.
• Variable not Found: This edge will determine what LeanData should do if the assignment references a variable that does not exist, whether it be from the routed record or matched or related record.
• Next Node: If you want to take any additional actions after the Territory assignment, you can connect it to the next node. Otherwise leave the Target as End of Flow.

 

Summary

The Route to Territory Node allows you to assign a routed record to a User related to the Territory the record has matched to. This node allows you to control how to assign the owner of the routed record as well as tools for sending notifications on success or failure of the assignment. There are also fallback conditions to manage how to route the record in case the territory is not assigned..

 

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