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Lead Automation Actions – Sales Execution

Here you’ll learn about sales related automation actions. These actions are all directed towards your sales users. Use this feature to –

  • Notify users when certain criteria are met.
  • Create tasks for users.
  • Automate lead and activity distribution among your users.

 

Notify Users

Allows you to send a notification Email to a LeadSquared user. Click Notify User and the Set Email Content pop-up box appears.

By default, the notification is directed to the lead owner. You can add more LeadSquared users to the ‘To‘ field. You can also direct the notification to the activity owner or include the activity owner in the ‘Cc‘ or ‘Bcc‘ fields
You can also mail merge lead fields, owner fields, sender fields and activity fields into your email content using the mail merge option highlighted below.

 

Create Tasks

Allows you to create both appointment and to-do type tasks (see Managing Task Types). Click Create Task and enter the task details.

create tasks

Note: You can mail merge lead and activity fields in the subject and description of the task. You can also schedule the task to be created using date-time fields from an activity (only for automations with activity triggers).

 

Distribute Leads

The distribute lead action allows you to set conditions to distribute leads among your users.
As an example, let’s say you want to distribute all leads from a certain city to specific users. Click the Distribute Lead action to open the Distribute Lead pop-up window.
Enter a rule name in the space provided and then click the choose conditions(s) link.

Choosing conditions

On the Select Criteria pop up, choose the lead field as City and then enter Bangalore. Next, click Add Condition.

Your criteria will show up as highlighted below. Click Set Criteria to proceed.

Now select one of the following options from the drop-down

  • Users – Select particular users to distribute the leads to.
  • Sales Groups – Select the group you want to distribute leads to.
  • User Properties – Perform an advanced search based on user attributes. For more information, see User Advanced Search.

 

Distributing Leads to Users

After you select one of the options, you will be prompted to select the users/groups/user properties and assignment order. Click the corresponding link to assign users/groups/user properties.

Distribute lead card

On the Select Users pop-up, choose the users and the sequence you want your distribution to follow.
You’ll see an Availability Status section at the bottom if you’ve enabled the Check In and Check Out feature for user management. You can toggle the between the All and Available options to distribute leads to all users or to available users only. Click Save when you’re done.

Distribute by user availability

You can proceed to add multiple rules by using the New Rule link. You can name each rule and then re-order them by simply dragging and dropping. The rules will execute in the sequence you set up.

You must set a default rule that will execute when no other rules match the set criteria. The default rule will automatically distribute the lead to a user you select.

Note: If you’ve chosen the Available users option and the user is not available, the lead will be distributed to the user specified in your default rule.

New Rules

Your automation is now set up to distribute leads to your users based on the city lead field.

 

Distributing Leads to Sales Groups

You can distribute leads to multiple sales groups (in different regions for instance). For example, you can create 2 rules, such that Delhi leads get assigned to the Delhi sales group and Mumbai Leads get assigned to the Mumbai sales group –

  1. On the Distribute Lead pop-up, once you’ve set up the conditions for the rule, select the Groups option and click Choose groups and assignment order.
  2. The Select Groups pop-up will appear. Select the groups you want to distribute the leads to.
  3. You can also distribute leads to only the available users in a group by clicking the  option. This feature will only work if you’ve configured the Check-in/Check-Out functionality.
  4. Click Save when you’re done.
  5. Back on the Distribute Lead pop-up, you’ll have to set a default rule that will execute when no other rules match the set criteria. The default rule will automatically distribute the lead to a user you select.
  6. Click Save.

Note: If you don’t want leads to be distributed to the managers of a sales group, click the Exclude all group managers checkbox as shown below –

Exclude group managers from lead distribution automation

 

Distributing Leads based on User Properties

You can also distribute leads to user’s based on user properties. For instance, you can distribute leads to users based on their designation, department, Manager name etc. You can even combine multiple properties using the All Conditions (And) and Any Condition (Or) operators. So for example, you can assign leads to users who are from a particular department and have a particular designation.

In this example, we’re setting up the lead distribution such that If a lead’s state is Maharashtra then we’re assigning him to users who work out of Mumbai Or Pune –

  1. On the Distribute Lead pop-up, once you’ve set up the conditions for the rule, select the User Properties option and click Choose user properties.
  2. The Select Users pop-up will appear. You can also distribute leads to only the available users in a group by clicking the  option. This feature will only work if you’ve configured the Check-in/Check-Out functionality.
  3. Choose the operator you want to use between condition groups (AND/OR). Select the user details from the drop-down. To add another condition within the same group click the And/Or button inside the condition group box.
  4. If you want to add multiple condition groups, click Add Condition Group on the bottom left side of the pop-up.
  5. When your conditions are set up, click Set Criteria button.
  6. Back on the Distribute Lead pop-up, you’ll have to set a default rule that will execute when no other rules match the set criteria. The default rule will automatically distribute the lead to a user you select.
  7. Click Save.

Lead Distribution Automation

Note: You can also mail merge fields while creating condition groups. For more information, see How to distribute leads to users by matching lead and user properties?

 

Distribute Activities

Activity distribution works largely the same way as lead distribution. However, there are a few pre-conditions that must be met –

 

Example Use Cases

You can use this feature to distribute activities amongst users, sales groups or teams, to complete different phases of a process or steps in an implementation cycle. For example, you can distribute –

  • A ‘Document collection’ activity to a field sales team to collect identification documents.
  • An ‘Account Creation’ activity to a supervisor or manager for approval.
  • A ‘Loan Application’ activity to a risk assessment team to determine eligibility.

 

Distribute Activity Configurations

The Distribute Activity action appears under Sales Execution following a lead activity-based trigger.

distribute activity

When you click the Distribute Activity action, the configuration pop-up will appear. You can create multiple distribution rules consisting of various conditions.

  1. Enter the Rule Name in the space provided (Use the New Rule option to create multiple rules).
  2. Click the Choose Condition(s) link.

choose distribution conditions

Select the appropriate conditions, click Add Condition (you may add multiple conditions), then click Set Criteria. For more information on setting conditions, see How to Use Advanced Search.

set distribute activity conditions

Now assign the activity to/based on users, groups or user properties. For more information on each of these, see the ‘Distribute Leads to Users’, ‘Distribute Leads to Groups’ and ‘Distribute Leads Based on User Properties’ sections above. The process is exactly the same for activity distribution. Click Save when you’re done.

Note: You must set a default rule that will execute when no other rules match the set criteria. The default rule will automatically distribute the activity to a user you select.

distribute activity final

You can now continue to add actions or conditions to the automation.

If you distribute an activity to a user who doesn’t have permission to view a particular lead, you can use the Add Share Lead link (only for ESS tenants) to temporarily give the user lead access. For more information, see How to Share Leads for a Limited Duration.

add lead share to activity distibute

 

Any Questions?

Did you find this article helpful? If you have any doubts or feedback, please leave us a comment below.