The LeadSquared activity distribution app lets you define rules to automatically assign custom activities to your users.
If your business use case includes multiple teams or departments between which activities have to be divided, this app will help you simplify the activity distribution to the respective users.
The app also allows you to create multiple rules and arrange them to fire in a particular sequence. Based on these rules you can assign custom activities to a single user or to a group of users in round robin fashion.
This article will take you through
- How the app simplifies your workflow.
- How to install and configure the app.
- How to setup activity based webhooks to trigger the app.
- How to create rules to distribute activities to users.
Example use case:
Your sales representative has made a sale to a customer who is now being on-boarded. As part of the on-boarding process, the product setup and licenses have to be enabled by your customer support team. Once the on-boarding is complete, your sales representative needs to inform the customer that the product is ready to use.
How the app automates your workflow:
Your sales representative is your ‘Lead Owner’ in LeadSquared. Using the app, whenever a ‘Sales Activity’ takes place, you can distribute the ‘On-boarding Activity’ (Created as a Custom Activity) to users in the customer support team (Activity Owners). Once the on-boarding activity is complete, your sales representative (Lead Owner) can call the customer and inform him that the product is ready to use.
- You have to be the administrator to access the app settings.
- You have to create custom activities to distribute.
- You have to add webhooks to implement the app in your workflow.
The LeadSquared Activity Distribution app is a licensed feature. It may not be available under your plan. Please contact email@example.com if you are unable to find it.
1. Install the App
Navigate to Apps>App Marketplace>Lead Distribution (on the left panel)>Select the activity distribution app and click Install.
2. Configure the App
Once the app is installed, hover the mouse over the settings wheel and click Configure.
A message with the instructions you need to follow will pop-up.
The Activity Distribution app will now show up on your Apps menu. Navigate to Apps Menu>click Activity Distribution App.
3. Create Webhooks
On the Activity Distribution page, click the Webhook Information link. Your webhook URL will be displayed as highlighted below. Copy the URL.
Now navigate to Settings>API and Webhooks>Webhooks, then click Create.
In the Add Webhook section,
- Select the Event as Lead Activity Creation.
- Choose the Activity Event as any custom activity. The activity distribution app will only work for custom activities and not for system activities. Although you can create a webhook using a system activity, the activity distribution app will not work.
- In the Webhook URL text box, paste the webhook URL you copied from the Activity Distribution page.
- Click Save to create the webhook.
4. Add Rules
You can add multiple rules to configure the behavior of the activity distribution app.
You can set a default rule which will execute when no other rules match the posted activity (that you setup using the webhook).
- Select the No Action radio button if you don’t want to apply any rules or,
- If you select the Specific User radio button, the activity will be assigned to the selected user if no rules are executed.
Click Save to continue.
Click the Add Rule button after setting the default rule. For each rule, you need to Enter the Rule Name and then specify the rule. A rule has two parts, conditions and assignment-actions.
- Conditions help you to identify an activity based on its properties such as location (Status, Owner, etc.).
Conditions follow the SQL syntax.
Essentially, it is a logical combination of AND/OR statements based on activity properties. The property name of activity field should exactly match the schema name that LeadSquared recognizes. You can find out the schema name of each activity field by navigation to Settings>Customization>Custom Activities & Scores and then editing an activity (pencil icon) to view the fields and their corresponding schema names. For sales activity fields, navigate to Settings>Customization>Sales Activity Fields.
- You should strictly use single-quotes in defining strings.
- You can use brackets to separate different set of AND/OR conditions.
- Use * as wild character. * can be used in the start or end of the text. For example ‘*ware’ , ‘soft*’. It cannot be used in the middle. So ‘Sof*are’ will not work.
- Assignment action helps you to assign the activity to a user or run a round-robin sequence among a group of users.
In this example, whenever an ‘Example Custom Activity’ activity is created (already setup using the webhook), and the activity field ‘Status’ = ‘Start On-boarding’, the ‘On-boarding distribution’ rule will distribute the activity to the user ‘Frank Doe’.
Once you have defined a rule, make it active by checking Is Active, then click Save. You can add as many rules as you want. Each rule will be executed on activity creation and if the condition is met, it will assign the rule as per the specified assignment. No further rule will be executed. If no condition is met, the default rule will be executed.
You can edit or delete rules at any time. You can also change the order of execution of rules by simply dragging and dropping.