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Tips & Tricks is series of short videos highlighting common use cases for LeanData and how to accommodate these Use Cases in LeanData.

Interested in something you see below? Follow the link to the Tips & Tricks Video to learn how to do it.

 

Continuing Routing After a Merge

Sometimes you want to merge records, and also continue with more routing decisions and action on the merged record. Use this tip to initiate routing on merged records to continue your routing.

 

Self-Serve Audit Logs

Always answering questions about why records were routed the way they were? Give your Users a direct link to the audit logs to investigate on their own.

 

User-Initiated Routing

Ever want to give your reps the ability to send a record through a router graph without needing admin privileges? This video will show you how.

 

Stamping Duplicate Accounts

Have Duplicate Accounts in your system? Learn how to use LeanData Duplicate Account matching to identify and flag duplicates.

 

Reassigning Inactive Owned Records

As you deactivate Users in Salesforce, you will start to have records owned by these Inactive Users. Learn how to regularly re-assign records to active reps, without having to run manual batches.

 

Handling Enrichment

There are many enrichment vendors out there. Learn how you can accommodate any enrichment software that works with Salesforce, even without a direct LeanData integration.

 

Assigning Contact Roles

Learn how to associate Contacts to Opportunities in either Contact Router or Opportunity Router.

 

Aligning Contacts with Account Owners

As reps come and go and contacts and Accounts get shuffled around, find out how you can keep your Contact Owners aligned with the Account Owner.

 

Grouping Related Leads with No Account Match

You might start to receive multiple Leads from a new company that do not match to any Account in your system. Here is a way to aggregate them together so that you can regularly review them to decide whether you would like to create an Account for them.

 

Load Balancing Accounts

You want to "top off" your Account managers with fresh Accounts as they finish working their current Accounts, but you don't want any individual Account Owner to have more than a certain threshold. Here is how you would set that up with Conditional Capping and Routing Scheduler.

 

Preventing Double Routing

As a New lead continues to interact with assets on your website, it may get updated multiple times shortly after it is created, leading to routing the record twice. Here is one way to prevent double routing.

 

Using the Salesloft Node

Some organizations use Salesloft cadences to manage sales engagement. Learn how you can incorporate LeanData's Salesloft Integration to automate follow up based on campaign activity.

 

Preserving Specific Values in Merging

When merging duplicate records, you might typically prefer values from the newer record. But sometimes there are specific fields and values you prefer from the older record. Here is one way you can ensure those values are preserved on the master record.

 

Referencing Alternate Working Hours with Queues

Sometimes you need to reference an alternate set of working hours different from the hours assigned to a user, or you need an entire round robin pool to have a set of working hours, even if the individuals in it have different hours. Here's how you can use SFDC queues to incorporate alternate working hours into your routing graph.

 

A-B Testing in LeanData

If you would like to test out different processes in your routing graph, here is a creative way you can distribute records down different paths in an unbiased manner and track the effectiveness of each path separately.

 

Using 6sense with LeanData

For those who use both 6sense and LeanData, combining the intent data you get from 6sense with the automation you can configure with LeanData will allow you to create processes for assigning and reassigning Accounts according to intent signals.

 

Updating Related Records

Do you ever need to update a different record than the one you are routing, such as a Matched Account, or a Related Activity? We walk through how you can do so using LeanData's Update Record Node.

 

Referencing Different Matches with Variables

Sometimes you need to use different matches for different purposes. LeanData's Object Variables will allow you to store different matches in different Variables and reference them whenever you need them in your routing graph.

 

Bypassing Validation Rules

As a native Salesforce solution, LeanData is subject to any validation or duplicate prevention rules you have in Salesforce. Here is a way that you can exclude specific Users like the LeanData Integration User from your validation rules.

 

Updating Pools with Conditional Membership

Keeping Round Robin pools up to date with the latest members does not have to rely on someone remembering which Users to add. If there are specific criteria that will dictate which Users should be added to a pool, you can add them easily using Conditional Membership.

 

Appending Text to a Field

You may know that LeanData can update fields, but sometimes you may need to append additional text to a field instead of replacing it entirely. Here is how to do that in LeanData Router.

 

Track Fields with Routing Metrics Mapping

Tracking the history of certain fields is incredibly useful for troubleshooting, but there are limits to how many fields you can track in Salesforce. Here is how to set up Routing Metrics Mapping to track fields in your LeanData Logs.

 

Continuing Routing after Conversion

Do you want a way to continue routing after Lead Router converts a Lead into a Contact? Here is a way to trigger Contact Routing when LeanData specifically converts a Lead.

 

Nested Round Robin Pools

If you ever wanted to add a Round Robin Pool within a Round Robin Pool, here is one way you can approximate that in LeanData.

 

Triggering Routing on Directional Changes

Sometimes you want to trigger a record to route depending on the prior value on a field. This will explore a way you can compare a field's new value with its prior value in order to trigger routing.

 

Cross Object Operations in Router

When using LeanData Router, you can begin your process on one object, then continue it on a different object. You just need to know how to identify the other object record and properly trigger it for routing purposes.

 

Selective Overwriting When Merging

When merging duplicates in LeanData sometimes you only want certain fields overwritten. Here is a way that you can selectively choose which fields you want to be overwritten on a merged record.

 

Assigning Multiple Owners in a Round Robin

When using Round Robins, sometimes you actually want to assign two different User fields with the Round Robin. Here is how to do that, whether you want to assign to the same User or to different Users within the same Round Robin Pool.

 

Prioritizing the Reporting Matched Account in Routing

Sometimes when you’re using both LeanData Tagging and Routing, you may notice that LeanData routes to a different Account than it is tagged with. Here is a way to prioritize the Account Match stored in the Reporting Matched Account field.

 

Skip LeanData Routing on Bulk Uploads

Sometimes you are uploading a large list or making some bulk changes to records, and you want to skip or bypass LeanData routing for these records. Here is a way to exclude these records from LeanData Routing without affecting routing for other records.

 

Looking for a Value in a Multi Select Picklist

Multi-select picklists can produce unexpected results depending on the operators used. If you want to check whether a field includes one out of of several values, here are two ways to configure your nodes to do that.

 

Field-Specific Merging Preference with Cloudingo

Combine LeanData's matching capabilities and FlowBuilder interface with the fine-grained merging capabilities of Cloudingo using the Cloudingo Merge Lead Integration Node in FlowBuilder. Here’s one example of merging two leads with different preferences for different fields.

 

Setting Up a Data Table for Routing

If your organization uses many complex criteria for routing, you may end up with a visually cluttered graph. Here’s how to set up a Data Table in LeanData to consolidate many different decisions and actions into a single node.

 

Referencing Entry Edges for Routing

At some point in your routing graphs, you may need to reference the specific entry edge through which a record entered the graph. Here is one way that you can store the entry edge of a record so that you can use it in a later routing decision.

 

Get Started Quickly Using Templates

Getting started with LeanData routing is as easy whether you already know what you want or you are looking for some ideas. LeanData’s provided routing templates are a great way to get started quickly.

 

Referencing a Prior Value in Routing

LeanData is great for updating records, but what if you need a way to remember and reference what a value was before LeanData updated it. Here is a way to reference pre-routing values in notifications.

 

Manage Volume with Recurring Routing Jobs

Learn how to prioritize urgent records in your CRM by offloading less time-sensitive records to a recurring routing job. This ensures that urgent records are processed quickly, while less critical records are still assigned.

 

Creating Notification Snippets with Variables

Learn how to prioritize urgent records in your CRM by offloading less time-sensitive records to a recurring routing job. This ensures that urgent records are processed quickly, while less critical records are still assigned.

 

Reporting on Specific Graph Branches

Have you ever needed to provide reporting on how many records passed through certain points of your Routing Graph? If you need this information in a native Salesforce report, here is how you can set up your LeanData graph to capture that data in an easily reportable way.

 

Assign to Unavailable Pool Member's Manager

When a Round Robin Pool member is unavailable, the other members of the Pool will typically be the backup. But if you want a different User — such as the intended recipient’s manager — to be the backup instead, here is a way to set up your graph to make that assignment.

 

Don't Notify if Routing to Same Owner

When routing existing records through a LeanData, you may end up assigning a record to the User who already owns it. If you want to prevent unnecessary notifications when there are no net ownership changes, here is a method to accomplish that.

 

Add an Incremental Counter Field to Your Record

Sometimes you want to count how many time a specific record passes through a routing graph or a specific branch. Here is a way you can set up a Data Table to increment a counter field to the next value each time it passes through.

 

Automatically Remove Users from Pools Who Miss SLAs

You may know how to set up conditions for LeanData to add and remove Users from Round Robin pools automatically, but you can also set up a graph to update a User record against these conditions when records reach a certain points of your graph, such as missed SLAs.

 

Add Entry Edges for Prioritization

Discover how to prioritize urgent records in LeanData by adjusting entry edges in your routing graph. This straightforward approach ensures time-sensitive leads are processed promptly and efficiently.

 

Force Matches to Specific Accounts

Learn how to handle special matching scenarios in LeanData by using variables and data tables to force matches to specific subsets of accounts. This method is ideal for special account types that may have unique matching criteria like partner or government accounts.

 

Managing Long Filter Lists

Learn how to simplify the management of long exclusion lists in LeanData by leveraging data table routing functionality. This tutorial walks through the process of converting manual filters into streamlined, easily editable data tables for efficient lead routing.

 

Automatically Reassign Old or Expired Records

Over times reps will end up owning old records that may not be the best use of their time. Here is an efficient solution for regularly cleaning up record ownership and ensuring your team focuses only on what will produce the most results.

 

Allow Manual Overrides Before Merging Duplicates

Learn how to introduce manual intervention in LeanData’s duplicate matching and merging process. This video walks you through setting up a workflow that allows record owners to review and override automatic merges before they happen.

 

Hold Until Working Hours

When assigning records outside of working hours, you typically need to find alternative users or backup assignments. Using LeanData's Hold Until node with working hours, you can automatically hold record assignments until the intended recipient's working hours begin. This ensures records are delivered at the optimal time while maintaining the desired assignment routing.

 

Initiate Routing from Related Activity Updates

While you can always initiate routing when new tasks are created, this tip shows you how to trigger routing when existing related tasks are updated, allowing you to automate cross object assignments and field updates.

 

Quote Approvals with Any Object Routing and NotifyPlus

When deals need quick approvals for discounts or quotes, manual processes can create bottlenecks. Using LeanData’s Any Object Routing with NotifyPlus Slack Integration, you can automate the routing of quote approvals directly through Slack, allowing approvers to review and action requests instantly while maintaining visibility across teams.

 

Organizing Graph Layouts with Pivot Nodes

In this video, we will show you how to use a True/False decision node as a visual 'pivot point' in your graph. This allows you to create clean bends in connector lines to make your graph layout more organized and easier to read without changing its functionality.

 

Standardizing Field Data with Data Tables

In this video, we will show you how to use a Data Table to map multiple data variations to a single, standardized value. This process allows you to perform mass data cleanup, which results in cleaner data and more reliable reporting.

 

Building a Tiered Matching System in FlowBuilder

When matching lead records to accounts, you may need a way to categorize matches into different confidence levels. Here is an approach to build this into your graph, providing valuable data about match confidence that can improve your routing decisions, while still proceeding with matching and routing as usual.

 

Using Sales Engagement Variables with Data Tables

When you have many different sales engagement sequences to choose from, creating a separate node for each sequence can quickly clutter your graph. Using LeanData’s Data Tables and Variables, you can dynamically reference sequence IDs to consolidate multiple potential sequences into a single node.

 

Using Data Tables for Vacation Coverage

When team members take vacations, their leads need to be covered by backup reps to maintain responsiveness. In this video, we show you how to use Data Tables and User Schedules to automatically route records to designated backup reps when the intended assignee is on vacation. This approach allows you to manage vacation coverage mappings in a centralized data table without modifying your routing graphs.

 

Escalating Time-to-Action Urgency

When sales reps receive new Leads, a single reminder often isn't enough to ensure timely follow-up. Using multiple Hold Until nodes in LeanData, you can create an escalating accountability system that sends reminders after 1 day, notifies managers after 3 days, and reassigns records after 5 days of inactivity. This approach drives consistent follow-up while maintaining appropriate response windows for your team.

 

Offloading Complexity with Routing Scheduler

As your routing graphs grow, managing complexity becomes a challenge. Using Routing Scheduler, you can offload less urgent branches of your graph into separate scheduled jobs. This keeps your live routing graph simple and focused while ensuring all records still get processed according to your logic.

 

Hold Until User Is Available

When users are unavailable to receive new records, you typically have to either assign them anyway or find another user to handle them. Using LeanData's Hold Until node, you can automatically hold records until the intended recipient becomes available. This prevents time-sensitive records from getting buried under other notifications and ensures users receive their assignments at the right time.

 

Round Robin Values Instead of Users

When you need to assign different values to incoming records but don't want to change ownership, LeanData's round-robin capability can be cleverly repurposed. Here is an approach that gives you the distribution benefits of round-robin while populating any field of your choosing.

 

Tracking Time to Action Beyond SLA Expiration

When a rep misses an SLA, you still need to know how long it actually took them to work the record, not just that the timer expired. With Extended Tracking on the Track SLA node, LeanData holds the record past the SLA Timer and keeps measuring Time-to-Action while marking the SLA status as Unmet. You get accurate total response times for coaching and reporting, without stacking extra nodes or stitching logs together.

 

Using Sales Engagement Tools to Satisfy Hold until Conditions

Tracking timely follow-up is crucial but difficult when reps don't update fields consistently. You can utilize the Hold-Until Node with sales engagement tools to automate this through synchronized Salesforce tasks. 

 

Updating Multiple Records with Collections

When you need to make changes to many related records simultaneously, using single-record updates won't suffice. Using LeanData's Collections feature, you can identify and update multiple related records in a single graph allowing you to efficiently manage bulk updates without creating separate processes for each record.

 

Reference Parent Accounts with the Account Hierarchies Match Node

When your forms include open-ended fields like "Tell us about your use case," the responses often contain valuable buying signals but are difficult to use in routing logic. Using the AI Inference Node, you can automatically classify lead quality from free-text responses and route high-value leads to the right reps.

 

Use AI to Classify Lead Quality from Open-Ended Form Responses

Most lead forms include an open-ended field asking prospects to describe their use case or what they’re trying to solve. That response often contains strong buying signals — urgency, budget, team size — but because it’s unstructured text, it typically gets ignored in routing logic. This video walks through how to use LeanData’s AI Inference Node to interpret those responses, classify lead quality, and route accordingly.

 

Curate Meeting Times with BookIt Invite

Sometimes you want to offer only your preferred meeting times rather than sharing your full calendar. BookIt Invite lets you curate specific time slots and embed them directly into your messages for quick, friction-free scheduling.

 

For questions or additional assistance please contact LeanData Support.