Round robin lead assignment rule in Salesforce Lightning Experience

Posted by Craig Maxwell on Nov 12, 2019 12:26:13 AM
Craig Maxwell
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First off, what’s a “round robin”? In Salesforce CRM terms it refers to a method of evenly assigning leads to users within a team in a series or sequence.

For example, you have 5 SDRs (Sales Development Representatives) working with new inbound leads and as a Salesforce administrator, you want to equally divide these between the team.

A round robin rule allows you to equally distribute new lead records without having to manually assign them using a rotation as shown below:

  • lead number (1) goes to SDR 1
  • lead number (2) goes to SDR 2
  • lead number (3) goes to SDR 3
  • lead number (4) goes to SDR 4
  • lead number (5) goes to SDR 5
    lead number (6) goes to SDR 1 (notice the rotation?)
  • lead number (7) goes to SDR 2
  • lead number (8) goes to SDR 3
And so on...



To achieve this in Salesforce you need to create 2 custom fields on the lead object, an Auto Number field and a Formula field. In a moment we’ll walk you through how to create and use these to automatically distribute leads and have your sales team thinking you’re some kind of wizard... 🧙

To create the new fields go to Setup > Object Manager > Lead > Fields & Relationships and select “New”

Step 1. Pick the data type “Auto Number”.
create a round robin lead assignment rule in Salesforce Lightning Experience - SalesHud

Enter the following details in at Step 2.

  • Field Label: Lead Number
  • Display Format: {0}
  • Starting Number: 1
  • Field Name: Lead_Number

create a round robin lead assignment rule in Salesforce Lightning Experience - SalesHud

A unique number will now be assigned to this field for each new lead record created in a sequence, Auto Number fields are not editable by users. As new records are created this number will increase, the first lead “1”, the next “2”, and so on).

You will also see a checkbox to tell Salesforce to "Generate Auto Number for existing records". If you need to assign existing records a number go ahead and check this box, if you leave it blank, only new lead records moving forward will be given a number and assigned.

Next you will need to create a new Formula field that will take the auto number generated by Salesforce and assign it with sequential value that falls  within a range you specify (This formula is what makes the “Round Robin” rotation possible).



Let's get started by creating a new field and selecting "Formula" as the data type in Step 1. then click next.
create a round robin lead assignment rule in Salesforce Lightning Experience - SalesHud

Enter the following details under Step 2.

  • Field Label: Round Robin ID
  • Field Name: Round_Robin_ID
  • Formula Return Type: Number
  • Options: Decimal Places = 0

create a round robin lead assignment rule in Salesforce Lightning Experience - SalesHud

In the next step, click on the "Advanced Formula" tab and in the formula editor type in the following formula: MOD(VALUE({!Lead_Number__c}) ,3) +1
create a round robin lead assignment rule in Salesforce Lightning Experience - SalesHud

This MOD function takes the "Lead Number" created earlier and applies a bit of math to only return a number within a specified range, the “3” in the case of this formula means that it will only return the numbers 1, 2, or 3.

If you change the “3” in the MOD formula here to “5” you’ll get a result of either 1, 2, 3, 4, or 5 as your Round Robin ID.

Now that we have a method to tag each lead with sequential Round Robin IDs, we can use this ID to create a Salesforce Lead Assignment Rule.



Type “Lead Assignment Rules” into the quick find search in setup and navigate to Lead Assignment Rules > New.

Give your new rule a name, tick the "Active" checkbox and click “Save”.
create a round robin lead assignment rule in Salesforce Lightning Experience - SalesHud

On the next screen click on the "Rule Name" for the rule you just created and click the “New” button to build the following rule:
create a round robin lead assignment rule in Salesforce Lightning Experience - SalesHud

Step 1:

Sort Order

1

Step 2:

Field

Operator

Value

Lead: Round Robin ID

equals

1

Step 3:

Select the User to be assigned the lead and make sure to select an email template so that you are notifying the new owner of a new lead flying their way!
create a round robin lead assignment rule in Salesforce Lightning Experience - SalesHud

Click Save & New to create repeat these steps creating a rule for each rep that needs to be assigned a lead based on the Round Robin ID. Bear in mind, the "Sort Order" sets the order in which your rules are evaluated.



To test the rule, make sure your lead page “Layout Properties” has the “Assign using active assignment rules” checkbox marked as “Show on edit page”.
create a round robin lead assignment rule in Salesforce Lightning Experience - SalesHud

You can then create a new lead and check the “Assign using active assignment rule” checkbox before saving to trigger your new assignment rule.
create a round robin lead assignment rule in Salesforce Lightning Experience - SalesHud

Voilà! 🎩


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Topics: Salesforce Administration, Sales Operations, Salesforce.com