lead assignment sort order

AppAssessor

Articles by role:

Consultants
Business Analysts

By Lucy Mazalon

By Ben McCarthy

Dreamforce Events
Courses Login

UPCOMING EVENTS

Lessons learned from einstein copilot: how copilot increases flexibility in your business, future-proofing your career as a salesforce professional, learn how light & wonder revolutionized field service with surveyvista, rambleforce 2024.

Lake District, UK

Supercharge RevOps With Salesforce Document Automation

Salesforce lead assignment rules best practices and tricks.

By Stacy O’Leary

I confess: I love Salesforce Lead Assignment Rules almost as much as I love the Approval Process . A good set of Lead Assignment Rules will buy you endless friends in both sales and marketing, and will make your incoming data sparkle and look perfect (even if it is not!) In this guide, I’ll be talking about the initial Lead sort, upon creation.

Salesforce Lead Assignment Rule Example

Criteria #1: If State = California, assign to Stacy
Criteria #2: If Country = United Kingdom, assign to Ben
Criteria #3: If Country = France, assign to Lucy
Criteria #4: If Annual Revenue is greater than $500,000,000 USD, assign to “High Roller Queue”

Planning Lead Assignment Rules

Discovery: questions to ask.

Where are the new Leads coming from? Marketo? HubSpot? Other integrated systems? Web forms? Are there any examples you look at? Make friends with the people who run these systems, you need to have a good relationship because you’re going to need their help.
What fields are populated on these newly created Leads? What fields are required? If it’s minimal, can you get more information? Generally, the more information you have, the easier it is to sort.
What if a Lead comes in from one of your Partners? What if a Lead comes in from one of your competitors? From one of your employees? Are there any kinds of Leads that should never be distributed out to your team, like students or media inquiries? (Remember – ANYONE with access to the internet can fill out your form! They do not have to be a legitimate prospect!)
Who is covering what territories? Do you have any territories that don’t have a sales rep yet? Do all new Leads have enough data to determine territories?
What about the Leads that don’t meet any criteria at all? Where will they go? Who will work them?

Refining the requirements

Our new Leads, almost always, come from Marketo . They could come from a Marketo form, or a list imported from a trade show, but Marketo is the system that pushes them to Salesforce. If a person creates their own Lead, we do not want to take it away from them.
We always have: first name, last name, lead source, email, company, state and country. We sometimes have # of Employees, but that’s pretty much all we know about them at the moment of creation.
Any Lead that comes in from a Partner should be directed to our channel team. We don’t want to market to competitors, employees, or students.
We have a territory plan defined by Sales, and we’d also like to separate prospects for the UK and France, though we do not have a sales rep for those areas yet.
If something comes in that we cannot otherwise sort, let’s put it in a holding place and let marketing send out generic nurture emails. If a person in this holding place takes interest, we can always give it to the sales team later.

	Western US	Eastern US + Canada	UK + France
# of Employees	Maeve Easton	To Be Determined
# of Employees >=5,000	Jessica Harris	Dylan Wolfe	To Be Determined

Partners (any Lead that comes in from a Partner company)
Disqualified (any Lead that comes in from a competitor, is an employee, or is a student)
UK + France (any Lead where Country = United Kingdom, or France)
Unsorted (any Lead that does not meet any criteria)

Creating Lead Assignment Criteria

Leads that shouldn’t be distributed, next criteria.

The Final Empty Criteria

Activate the Lead Assignment Rules

Leads can only be sorted by a field value at the moment it was sorted.
The Lead Router does not auto-convert Leads to Contacts
You cannot deactivate a User license if that person is part of the Lead Assignment Rules (even if the Lead Assignment Rules have been deactivated.)
Create a report for yourself, for that last criteria – Leads that are unsorted. This way you can review them periodically and see if there’s enough volume to justify sorting them in a certain way.

Stacy O'Leary

More like this:

7 unmissable admin announcements at dreamforce ‘24.

By Christine Marshall

3 Key Insights from the “State of Salesforce” 2024-2025 Report

5 ways to customize salesforce logins, leave a reply cancel reply.

Save my name and email in this browser for the next time I comment.

Master Lead Distribution: How to Create a Round Robin Assignment Rule

Introduction.

In the ever-evolving landscape of business, efficiency and fairness in task distribution are paramount. Especially within sales and customer service teams, ensuring that leads are assigned equitably can be the difference between success and stagnation. This is where the concept of a round robin assignment rule comes into play, a mechanism designed to distribute leads or tasks evenly across team members, preventing overload and ensuring that no one is left out or overwhelmed.

Understanding Round Robin Assignment

At its core, the round robin assignment rule is an elegant yet straightforward method for distributing leads among a designated group of individuals. The process operates much like a circular rotation, where each team member is assigned the next available lead in a sequence. Once every member has received a lead, the cycle begins anew. This approach guarantees that every member of the team gets an equal share of the workload, fostering a sense of fairness and balance.

Imagine a wheel where each spoke represents a team member. As the wheel turns, leads are assigned to each spoke in turn. This systematic rotation ensures that no single team member is burdened with too many leads at once, promoting an environment of equity and shared responsibility.

Why Implement a Round Robin Rule?

The need for a round robin assignment rule is particularly critical in high-paced environments where leads flow in at a rapid rate. Without a structured assignment process, it’s easy for some team members to become overwhelmed while others remain underutilized. This imbalance not only diminishes overall productivity but can also lead to employee dissatisfaction and burnout.

Moreover, by implementing a round robin rule, businesses can eliminate any unconscious bias in lead assignment. Each team member receives an equal opportunity to work on leads, ensuring that assignments are made purely on availability and not influenced by personal preferences or other subjective factors. This level of impartiality is vital in maintaining a harmonious and motivated team.

Setting Up a Round Robin Assignment Rule

Creating a round robin assignment rule might seem daunting at first, but with the right tools and a methodical approach, it can be seamlessly integrated into your workflow.

Begin by identifying the members who will be included in the round robin rotation. This could be your sales team, customer service representatives, or any group of individuals who need to share a workload evenly. It’s essential to ensure that all members are equally capable and ready to handle the leads or tasks assigned to them.

This example will be for Leads, but the same concept can be applied to Case Assignment Rules as well. A round robin assignment rule allows you to equally distribute new Lead records without having to manually assign them using a rotation as shown below:

Lead 1 goes to Sales Rep 1
Lead 2 goes to Sales Rep 2
Lead 3 goes to Sales Rep 3
Lead 6 goes to Sales Rep 1 (notice the rotation?)
Lead 7 goes to Sales Rep 2
Lead 8 goes to Sales Rep 3
and so on..

To pull this off in Salesforce you’ll need to create two custom fields on the Lead object. The first is an Auto Number field and the second is a Formula field. You’ll see in a moment how to leverage these two fields to assign Leads. To create our new fields, go to Setup > App Setup > Customize > Leads > Fields. Slide down the page past the “out of the box” fields until you see the “New” button where you can create a custom field.

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

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

On the next screen click on the Rule Name

Step 1: Sort Order: 1 Step 2:

Field: Lead: Round Robin ID
Operator: equals

How does Sort Order come into play?

Benefits of Round Robin Assignment

The advantages of employing a round robin assignment rule are multifaceted. Beyond fostering fairness and balance, it also enhances efficiency by automating the lead distribution process. Manual lead assignment is not only time-consuming but prone to errors and inconsistencies. By automating this task, businesses can save valuable time and ensure that leads are assigned swiftly and accurately.

Furthermore, a round robin rule can significantly boost team morale. Knowing that leads are being distributed fairly can reduce feelings of favoritism or inequality, leading to a more cohesive and motivated team. This, in turn, can translate into better performance, as team members are more likely to engage fully with their tasks when they feel valued and treated equitably.

Additionally, round robin assignment can improve lead response times. By ensuring that each team member receives a manageable number of leads, it becomes easier for them to respond promptly, increasing the likelihood of converting leads into customers.

The round robin assignment rule is a powerful tool for ensuring fairness and efficiency in lead distribution. By automating the process, businesses can eliminate bias, improve response times, and create a more motivated and balanced team. While there may be challenges to overcome, with careful implementation and ongoing performance monitoring, the round robin rule can become an integral part of a successful lead management strategy.

We would love to hear from you Please feel free to send us a message via the form

Post by Date

September 2024
M	T	W	T	F	S	S
						1
2	3		5		7	8
	10	11	12	13	14	15
16	17	18		20	21	22
23	24	25	26	27	28	29
30

Dynamic Help Text in Lightning Component July 25, 2019

How to Implement Custom Activity Timeline in Salesforce Lightning March 31, 2020

Boost Salesforce Automation: IsNew(), IsChanged(), & PriorValue() August 10, 2022

Streamline Your Salesforce Org: Proven Data Deletion Techniques April 24, 2020

How to Open Salesforce Files Dynamically in Lightning Component May 4, 2020

Privacy Overview
Strictly Necessary Cookies

This website uses cookies so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful.

Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings.

If you disable this cookie, we will not be able to save your preferences. This means that every time you visit this website you will need to enable or disable cookies again.

Support Portals
PRM Portals
Member Portals
Online Communities
User Experience
Accelerators
AC Knowledge Management Enterprise
AC Events Enterprise
AC Ideas Ultimate
AC Partner Marketplace
AC Partner Co-Branding
AC Job Board
AC B2B Commerce Recurring Orders
AC MemberSmart
AC Fundraising
AC B2B Commerce OrderPad
Higher Education
Member Organizations
Manufacturing
IT\High-Tech
Video library
Success stories
Product learning hub
SI Partners

Book a demo

If you'd like to book a demo with us and see how our products work, please complete the form and we'll arrange a demo with you as soon as we can.

I agree to the Privacy Policy and Terms and Conditions

By submitting this form, you agree to occasionally receive guides, tips, and tricks from AC. You can unsubscribe at any time.

How to Create Salesforce Assignment Rules: a Step-by-Step Guide

Salesforce is a strong and even irreplaceable tool when it comes to modern customer relationship management, customer service, and sales. Since it has an array of functionalities, one might feel overwhelmed by them. No worries!

Today we’d like to highlight one of the most important features for your marketing and service activities: Salesforce Case Assignment Rules and Salesforce Lead Assignment Rules. What is the difference between them? Keep reading.

Assignment Rules in Salesforce Explained

First things first, assignment rules are a great instrument to better organize your sales and support teams’ work. It’s also a perfect tool for improving your lead generation. As you already know, there are two types of assignment rules in Salesforce: Lead Assignment Rules and Case Assignment Rules. By using them, you can automate the process of assigning appropriate users or queues to Leads and Cases.

To better understand the Salesforce terminology, we’ll give you a short definition of what is a Lead and what is a Case in Salesforce:

Lead – this is a prospect, meaning that this is someone who is interested in your product or service, but not yet ready to buy.
Case – this is literally a customer’s question, complaint, or suggestion about your product or service.

How to locate Salesforce Lead Assignment Rules and Case Assignment Rules? Easy. First, go to the Setup tab in your organization. Start typing Assignment rules in the Quick Find box and there you are: you can view assignment rules under Marketing (Salesforce Lead Assignment Rules) and Service (Case Assignment Rules) tabs.

lead assignment rules and case assignment rules in Setup

With assignment rules, you can automatically deliver specific Cases to the right people in the team or departments who are specialized in a certain area (aka subject-matter experts), so that the customers receive timely and qualified responses. A Case Assignment Rule can assign cases without the connection to the case creation source. The thing is that a case can be submitted through a customer portal, a self-service portal, or by email, to name just a few options.

Plus, assignment rules in Salesforce also enable you to sort cases by priority according to the customer’s support package (Platinum, Silver, etc.).

The same thing applies to Lead Assignment Rules in Salesforce. By leveraging lead assignment criteria, you can specify how leads will be assigned to users or queues. They can do that regardless of whether leads are created manually or imported with the Data Import Wizard.

Salesforce Classic vs Lightning Experience: Establishing the Key Differences

Assignment Rules Limitation

You can’t build as many assignment rules as you see fit. There are certain limitations in Salesforce. For instance, there are limits for the number of rules, entries, and actions allowed by the rule.

Thus, there can be up to 2,000 total rules across objects (applies to any combination of workflow, assignment, auto-response, and escalation rules, active or inactive), 50 actives rules per object (applies to any combination of active workflow, assignment, auto-response, and escalation rules, as well as record change processes), 3,000 entries per rule, and 300 formula criteria entries per rule.

Besides, there is a limitation on actions when creating assignment rules in Salesforce – up to 200 actions allowed per rule. As for filter criteria, you can specify up to 25 per rule entry.

Creating Assignment Rules in Salesforce

Now that you know what assignment rules are for, we’ll show you how to set them up. After reading this paragraph, you’ll understand how to create a Case Queue, Case Assignment Rules, and Lead Assignment Rules in Salesforce. Spoiler alert: this is no sweat!

1. Case Queue in Salesforce Creation

What is a queue? It allows groups of users to manage a shared workload more effectively. A queue is basically a location where records can be transferred for processing by a group member.

Now, let’s get the ball rolling.

Navigate Setup in your Salesforce organization. Type “Queue” in the Quick Find box and then enter its Name and Label.

Leave the Queue Email field empty if you want the support employees included in the queue to receive emails when new cases are created or type the email addresses of the people who will receive this kind of notification.
Choose Case and add it to the Selected Objects column.

Choose members and add them to the Selected Members column. After everything is done, click Save.

2. Case Assignment Rule Creation

To create one Case Assignment Rule, acess Setup in your Salesforce organization. Type Assignment Rules in the Quick Find box and choose Case Assignment Rules. After that, click the New button and enter the Rule Name. Once you’re done, hit Save. Make sure you tick the Activate field to make your new assignment rule legitimate. Remember that this action will deactivate any other current Case Assignment Rule.

Click on the rule you just created. In the Rule Entries section, click the New button.

This is when all the magic starts. The Sort Order section defines the order in which entries will be processed. If you enter “1”, it means that this entry will be processed first.
Select the criteria for this rule entry. Here, you have several options: to run this rule if the criteria are met or if formula evaluates to true. In our case, I selected the criteria. This pretty much a standard Case Assignment Rule with such criteria as Case Number, Case Origin, and Case Reason.

After that, you can choose the User or a queue this rule entry will be assigned to. I will select a User.
Choose the Email Template this user will receive when the new case will be assigned to him. After that, hit the Save button.

Do not omit the testing phase – you need to clearly understand if everything is working correctly or you need to change assignment rules.

3. Lead Assignment Rule Creation

With Salesforce Lead Assignment Rules, the process is pretty much the same. Navigate to Setup in your Salesforce organization. As previously done, start typing Assignment Rules in the Quick Find box and select Lead Assignment Rules. Click the New button.
Specify the lead assignment rule name and do not forget to check the Activate box.
In the Rule Entries section, choose New. Here, you specify the order in which the rule entry will appear and define the criteria for the given rule entry. For this lead assignment, I will specify such criteria as Lead:City equals New York, Lead:Email contains examplecompany, and Lead: Lead Status equals Open – Not Contacted.

Next, we need to select a User or a queue for this lead assignment. Let it be Olesia Melnichenko.
After that, we also choose an email template and click Save.

Tips and Tricks for Creating Assignment Rules in Salesforce

Test your assignment rule in a sandbox before running it on your production org. This way, you can prevent yourself from glitches and inaccurate data.
Leverage custom formula fields to simplify complex assignment rules. This might be the case if you need to enlist the states by regions.
Set up round robin assignment rules for avoiding bottlenecks in your work routine. It means that the system will allocate each new case or lead to a different user or a queue until everyone has been assigned the same amount and the process repeats.
Consider a final rule entry with no criteria. This way, you can gather everything that didn’t match the criteria you define and assign it to a user or a queue.

Bottom Line

Hopefully, we managed to unscramble the assignment rules in Salesforce for you. They are the best for streamlining your business operations. Just imagine how sleek and error-free your work can be! Newly created leads and cases are assigned to an appropriate team member or queue, no chaos.

That is why you shouldn’t miss the benefits you can get from using assignment rules. Give them a try on your organization! In case you have any troubles, ask the Advanced Communities team . We can help you with everything from the Salesforce integration and configuration or further technical maintenance.

Subscribe to Our Newsletter

Receive regular updates on our latest blog posts, news, and exclusive content!

Rate the article

3.2 / 5. 13

Discover more articles!

In Loving Memory of VisualForce…

Lightning Bolt is a set of features for creating custom community templates and packaging them.

ideas enterprise updates five ways to improve your business

Ideas Enterprise Updates + 5 Ways to Improve your business using Ideas!

Ideas Enterprise Updates: disable voting option for several statuses and configure multiple email notifications for multiple communities.

Data Access and User Permission Management in Experience Cloud Sites

As organizations continue to adopt Salesforce's Experience Cloud, it becomes increasingly important to understand the various tools and techniques available for managing user permissions and data access within the platform. In this article, we will explore the concepts of permission sets and profiles, and provide you with best practices for securing your site and managing data access.

AC Partner Marketplace Product Sheet

How the app streamlines the entire channel sales process, from onboarding to selling.
How it enhances partner management with a self-service platform, real-time updates, and lead generation.
How it supports network expansion and automates business workflows.

Complete the form to get your free copy.

By submitting this form, you agree to occasionally receive guides, tips, and tricks from AC. You can unsubscribe at any time.

AC Knowledge Management Enterprise Product Sheet

Key features – See how AC Knowledge Management Enterprise empowers your support team.
Benefits – Understand the value it brings to your customers.
Real results – See the impact AC Knowledge Management Enterprise can have on your organization.

AC Ideas Ultimate Product Sheet

Capture – Easily collect ideas from customers, team members, and stakeholders.
Evaluate – Use built-in tools to score, prioritize, and review ideas based on custom criteria.
Implement – Track progress, convert cases into ideas, and turn the best ideas into actionable projects.

AC MemberSmart Product Sheet

Key features – See how AC MemberSmart empowers your team.
Benefits – Understand the value it brings to your members.
Real results – See the impact AC MemberSmart can have on your organization.

AC Events Enterprise Product Sheet

Key features – Learn how AC Events Enterprise automates registration, marketing, and analytics.
Benefits – Learn how it improves attendee satisfaction and helps your event shine.
Proven results – See how the app transforms your event outcomes.

Admin Tutorials

Chapter 11 - Sales Cloud

Lead Assignment Rules in Salesforce

Experience Salesforce

What You’ll Learn

What are lead assignment rules, example scenario.

How to Create Salesforce Lead Assignment Rules?

Benefits of Lead Assignment Rules

What is Sales Cloud in Salesforce?
Accounts in Salesforce
Campaign Management in Salesforce
Contacts in Salesforce
Salesforce Lead and Lead Processes
Lead Conversion in Salesforce
Opportunities in Salesforce
Products and Pricebooks in Salesforce
Quotes in Salesforce

Link Copied to Clipboard!

Effective lead management in Salesforce’s changing environment is essential for boosting sales. They are automated processes within Salesforce that determine how newly created leads are assigned to users or queues. Lead assignment rules in Salesforce are essential for making sure that leads are managed and dispersed in your company correctly.

This technical blog will walk readers through the nuances of Salesforce’s lead assignment rules, look at actual cases, and comprehend the significant advantages they provide.

Salesforce Lead Assignment Rules are used to automatically assign lead records to a particular user or queue based on different conditions. It can contain many rule entries that determine the assignee of a lead. Rule entry specifies the following:

Sort Order, which determines the order of evaluation of rule entries.
Entry criteria determine which rule entry the response will be sent through.
Name of the user/queue to which the record should be assigned.
An email template will be used to send the response.

We can create as many assignment rules as we want, but only one can be active at a time. “Don’t Reassign Owner” determines if the user whose process stack is in use becomes the owner of the rule entity or if it remains owned by its creator user.

Source-Based Assignment – Leads originating from the company’s website forms are assigned to the inside sales team. These leads are automatically directed to the relevant representatives based on the web form source, ensuring a quick response.

Territory-Based Assignment – For leads generated from trade shows, assignment rules are configured to assign them to the field sales representatives responsible for the respective geographic territories. This ensures that local representatives handle leads effectively.

Round-Robin Assignment – Marketing campaigns yield a large volume of leads. To distribute these leads equitably, the organization uses round-robin assignment rules. Leads are systematically rotated among the sales representatives, ensuring a fair distribution of opportunities.

How to Create Salesforce Lead Assignment Rules?

Creating lead and case assignment rules in Salesforce is a relatively straightforward process.

Step 1: After logging in, go to the horizontal navigation bar’s upper right corner and choose Setup.

Step 2: Type “assignment rules” into the Setup search box, then choose Lead Assignment Rules.

Step 3: To add a new assignment rule, select New.

Step 4 : Enter a name in the Rule Name box and Click Save when finished.

Step 5: To specify your rule criteria, click open your newly generated rule and choose New in the Rule Entries.

Here, the “Enter the rule entry” window requires you to enter an Order for your new rule (the Order is the order in which the entry is processed, like a queue).

Next, you need to determine whether your new rule is based on meeting a set of criteria or a formula. In the “Run this rule if the” dropdown box, select either “criteria are met” or “formula evaluates to true.”

Lastly, select the user or queue to whom your rule will assign your new lead (use the lookup feature to find specific users or a queue)

Step 6: After completing these steps, select Save.

Implementing lead assignment rules in Salesforce provides several key benefits:

Leads are automatically routed to the most suitable representatives or teams, reducing manual assignment efforts.
It is used to assign the owner to a lead record, which is stored from Web-to-Lead. But while creating lead records manually, the ‘Assign using active assignment rule’ option is visible, which lets the owner be assigned as per the criteria defined in the assignment rule. The owner will be the creator of the record.
With source-based rules, organizations can ensure that leads are promptly attended to, resulting in faster response times and increased lead-to-opportunity conversion rates.
Territory-based rules allow organizations to align leads with representatives who have in-depth knowledge of specific regions, increasing the chances of successful conversions.
Round-robin assignment rules prevent the overload of leads on a single representative and ensure that all sales team members have an equitable opportunity to engage with potential customers.
Automation reduces the likelihood of manual errors in lead assignment, ensuring that no lead is overlooked.

Lead assignment rules in Salesforce are potent tools for optimizing lead management. Whether it’s routing leads by their source, assigning them to the proper territory, or equitably distributing them among your sales team, these rules streamline the process and enhance efficiency.

By understanding the principles of lead assignment rules and harnessing their capabilities, organizations can ensure that no lead goes unattended, resulting in increased conversion rates and driving sales success.

Need Extra Support? Our FREE study materials have got you covered.

Our expert-prepared study materials provide the answers you need. Clear your doubts and improve your skills with detailed notes from industry professionals.

Sign Up for Free Demo

Introducing LeanData for Buying Groups. The Orchestration you need in order to sell the way that businesses buy.

Intelligent Lead Delivery
Convert Signals to Revenue
The Authoritative Guide to Buying Groups
Products Overview Discover modern Revenue Orchestration
Integrations Connect signals to plays
Pricing Plans for every company
Why LeanData

Snowflake Scales Account Based Plays with LeanData Revenue Orchestration

Palo Alto Networks Sees Revenue Increases with Buying Groups Strategy

Become a Partner Team up with LeanData
Technology Partner Directory Discover ISV solutions to fit your needs
Solutions Partner Directory Connect with our network of authorized Service Integrators

LeanData’s integration with Salesloft allows a user to route prospects to the right reps.

Slack has transformed business communication– it’s the platform where work can happen.

Expertly target and engage high-value accounts when they’re ready to buy.

LeanData’s integration with Outreach allows a user to route prospects to the right reps.

Learning Center
Certification
Tips & Tricks
Help Center
About Us Learn more about us and our mission
Newsroom Keep up with what’s new at LeanData
Events Stay up to date and network with industry professionals at our upcoming events
Careers Join the LeanData team
Contact Us Get your questions answered - contact us now

G2 Recognizes Lead-to-Account Matching and Routing as Newest Tech Category, with LeanData the #1 Vendor

Leandata showcases power of modern revenue orchestration at opsstars 2022, leandata announces winners of the 2022 opsstars awards, what are lead assignment rules in salesforce.

Lead assignment rules are a powerful feature within Salesforce to assist your team’s automation of its lead generation and customer support processes. Assignment rules in Salesforce are used to define to whom your Leads and Cases (customer questions, issues or feedback) are assigned based on any one of a number of specified criteria you determine.

Organizations typically develop lead assignment rules for their GTM processes or flows:

Rules for inbound Leads
Rules for website-generated Leads
Rules for importing Leads from an event

For case assignments, a company might establish one case assignment rule for weekdays and another assignment rule for weekends and holidays.

A lead or case assignment rule often consists of multiple rule entries to specify exactly how leads and cases are assigned throughout your go-to-market teams. For example, related to customer service inquiries, a standard case assignment rule might have multiple entries. Cases with “Type equals Gold” are assigned to the Gold Level service queue, cases with “Type equals Silver” are assigned to the Silver Level service” queue, and so on.

As organizations grow and scale, they operationalize multiple GTM motions: inbound, outbound, account-based, upsell/cross-sell, and hybrid. However, many are limited to having just one rule in Salesforce.

As a work-around, many organizations create one massive lead assignment ruleset. They then wedge all of their rule entries into that one big ruleset, regardless of how many different motions that represents. Over time, Salesforce lead assignment rules can quickly become unmanageable .

This post covers the best practices for Salesforce lead and case assignment rules. The ultimate goal is to fully engaging your hard-won leads and speed up your organization’s time-to-revenue.

How to Define Assignment Rules

Your Salesforce administrator can only have one rule in effect at any particular moment in your go-to-market motions, and that assignment rule is intended to both automate lead generation processes and other customer-facing processes routed through your CRM.

Lead assignment rules specify how leads are assigned to users or queues as they are created manually, captured from your website, or imported via SFDC’s Data Import Wizard.

Case assignment rules determine how cases are assigned to users or put into queues as they are created, either manually or through the use of Web-to-Case, Email-to-Case, On-Demand Email-to-Case, the Self-Service portal, the Customer Portal, Outlook, or other data generation applications.

Criteria for Lead Assignment Rules

Okay, so you’ve decided that lead assignment rules in Salesforce make sense for your revenue operations team – now what?

Well, first, you’ll need to determine the edition of your Salesforce instance. Lead assignment rules are available in the Group, Essentials, Professional, Enterprise, Performance, Unlimited, and Developer Editions of SFDC. Case assignment rules, conversely, are available only in the Professional, Enterprise, Performance, Unlimited, and Developer editions.

With regard to User Permissions, to view assignment rules, you’ll need View Setup and Configuration permissions. However, to create or change assignment rules, you’ll need Customize Application. If you are not your organization’s Salesforce administrator, you should check with them before attempting to head off on your own.

How to Create Salesforce Lead Assignment Rules

Creating lead and case assignment rules in Salesforce is a relatively straightforward process.

Login to Salesforce and select Setup in the upper right corner of the horizontal navigation bar.
In the Setup search box , type “assignment rules” and then select either Lead Assignment Rules or Case Assignment Rules.
Select New to create a new assignment rule.
In the Rule Name box, type a name and specify whether it should be active for leads or cases created manually and by those created automatically by web and email. When done, click Save .
Click open your newly created rule and select New in the Rule Entries to specify your rule criteria.
Step 1 in the “Enter the rule entry” window requires you to enter an Order for your new rule (the Order is the order in which the entry is processed, like a queue).
In Step 2, you determine whether your new rule is based on meeting a set of criteria or a formula. In the Run this rule if the dropdown box, select either “criteria are met” or “formula evaluates to true.”
Lastly, in Step 3, select the user or queue to whom your rule will assign your new lead or case (use the lookup feature to find specific users or a queue). After completing Step 3, select Save .

Why Are Your Salesforce Lead Assignment Rules Not Working?

If you discover your lead or case assignment rules are not working, here are a few tips to quickly troubleshoot the root cause.

First, check to ensure the assignment rule is active. Remember, only one case or lead assignment rule can be active at one time. Secondly, ensure the record is assigned to the correct user or queue.

Make certain to select the checkbox Assign using active assignment rule . In support of this step, enable field History tracking on case or lead owner, as well as add object History (case or lead) in your page layout.

One common problem is overlapping rule entries, or rule entries in the wrong order. With dozens of rule entries, many will overlap, causing records to get assigned unpredictably. For example, if entry #1 assigns California leads to John, and entry #2 assigns Demo Request leads to Jane, then John might wonder why he’s receiving Demo Requests leads who are supposed to go to Jane.

Assignment Rule Examples

The image, below, shows sample rule entries being entered into Salesforce for a variety of “what if” situations:

Junk leads containing “test” are sent to an unassigned queue
Demo requests are routed directly to SDR 3
Leads at accounts with over $100 million in annual revenue are routed to AE 1
Leads in certain states are sent to their respective representatives

How LeanData Simplifies Salesforce Lead Assignment

Creating lead and assignment rules in Salesforce is relatively straightforward. However, as your GTM motions become more and more complex, it becomes necessary to populate that one rule with multiple defining rule entries. As you grow and scale, your rule threatens to become unwieldy. Then these problems arise:

Difficulty in both comprehending and managing
Poor visibility, making it difficult to troubleshoot and validate
Restrictions allowing only the criteria on the routed record

salesforce-lead-assignment-rules-example

LeanData’s lead routing flow and assignment solution is a native Salesforce application that allows users to create flows in an easy-to-understand visual graph. Its visible representation of an organization’s desired lead flow affords many benefits to users, including:

Easier ability to visualize and understand complex flows
Real-time visibility of the routing of leads and the ability to quickly troubleshoot and make adjustments
At-a-glance ability to use information on matched records for routing decisions and actions

Assignment rules in Salesforce are a relatively easy-to-learn feature that can be very quickly implemented, delivering a flexible and powerful logic to your CRM processes. Automating your lead and customer processes will accelerate your GTM motions and deliver your organization a sustainable competitive advantage.

For more best practices, read the eBook, “ Best Practices for a Winning B2B Marketing Data Strategy .”

How to Automate Lead Routing in Salesforce

How assignment rules work in Salesforce When leads come into your Salesforce instance, a rep needs to reach out to...

Salesforce Lead-to-Account Matching, the Easy Way

Salesforce lead-to-account matching is an important consideration in better aligning Sales with Marketing and increasing the efficiency and productivity of...

10 Best Lead Assignment Tools for Revenue Teams (2024)

Lead assignment tools optimize sales processes by building efficiency into lead distribution. Here are the top 10 lead assignment tools worth investigating.

Interested in scheduling a demo or free trial? Contact us today.

Salesforce Assignment Rules Deep Dive

July 7, 2022

What Are Salesforce Assignment Rules

Assignment rules are a standard feature in Salesforce used to automate the assignment of leads and cases. They can be a great alternative to manually assigning records. However, there are more than a few limitations you’ll want to be aware of. In this article we’ll discuss the benefits and limitations of Salesforce assignment rules so you can decide if they make sense for your organization. We’ll also share advice and guidance on how to effectively configure assignment rules.

The Benefits of Assignment Rules

Salesforce assignment rules are a powerful tool designed to streamline the distribution and management of leads and cases within an organization. By automating the assignment process, these rules ensure that leads and cases are instantly assigned to the most appropriate team members based on specific criteria such as product interest, priority, and geographic location. This target approach helps to accelerate response times, balance workload, improve team performance, and increase customer satisfaction. The use of assignment rules in Salesforce, therefore, represents a strategic advantage for businesses looking to optimize their sales and support workflows, ultimately driving growth and customer loyalty.

Limitations of Assignment Rules

While Salesforce assignment rules offer significant advantages, they also have limitations that organizations should be aware of:

Limited to leads and cases : One of the most significant limitations of Salesforce assignment rules is the inability to assign standard or custom objects beyond leads and cases. This restriction often prompts organizations to look for an alternative solution that can assign any object .
Lack of round robin assignment : They do not support round robin assignment, which is essential for most modern sales and support teams. Instead, each rule assigns records to a specific user or queue you designate.
Lack of workload-based assignment : They don’t consider the existing workload of team members, potentially leading to an uneven distribution of leads and cases. This can result in slow response times and employee burnout.
Lack of availability-based assignment : They don’t consider the availability of team members, resulting in leads and cases being assigned to team members that are away from work or otherwise unavailable.
Difficult to maintain : Assignment rules can quickly become difficult to manage—even for small teams with simple assignment logic. Here’s an example of what a small portion of a typical assignment rule looks like:

Assignment rules can still be very useful despite these limitations. Continue reading to learn how assignment rules can be used to optimize your lead and case routing process.

How Assignment Rules Work

An assignment rule is a collection of conditional statements known as assignment rule entries. Each assignment rule entry contains one or more conditions and a user or queue to whom matching records will be assigned.

The Sort Order field can be used to change the order in which assignment rules are executed. Leads and cases will be evaluated against assignment rule entries in order and assigned by the first assignment rule entry that matches.

In the example above, we’ve prioritized our rules for Canada provinces (e.g. Ontario) higher than our country-wide Canada rule entry to ensure that leads from specific provinces don’t get assigned to the wrong person.

Next we’ll step you through how to actually create an assignment rule.

How to Create Assignment Rules

You’ll need the “Customize Application” permission in order to manage assignment rules. If you don’t have this permission, contact your Salesforce administrator.

Ready to create your first assignment rule? Follow these steps:

Login to Salesforce.
Navigate to Setup .
Search for “assignment rules” in Quick Find and click either Lead Assignment Rules or Case Assignment Rules .
Click New to create a new rule.
Name your rule and then click Save . We recommend leaving the Active box unchecked for now.

Now you’re ready to specify how leads or cases will be assigned.

Click on the rule you created.
Click New to create a rule entry.
Sort Order : this controls the order in which rules are executed.
Criteria : you can enter one or more filters to define which records should be assigned by this rule.
Owner : choose a user or queue to which records should be assigned. Alternatively you can check the Do Not Reassign Owner checkbox if this rule should not assign records.
(Optional) Select an email template for notifying users of assignments.
Click “ Save. ”
Repeat the above steps for any additional rule entries.

Activate Your Assignment Rule

You can follow these steps to activate your assignment rule:

Navigate to your assignment rule.
Click the Edit
Check the Active
Click Save .

Keep in mind that only one assignment rule can be active at a time. We’ll discuss how your active assignment rule can be used to assign records in the next section.

What Triggers Assignment Rules in Salesforce

There is often some confusion about how and when assignment rules run. There are a few different ways these rules can be triggered:

Creating a New Record : When a new lead or case is created, either manually or through an automated process, assignment rules can be triggered to assign the record to the appropriate user or queue.
Updating a Record : If a record is updated and meets certain criteria set in the assignment rules, this can also trigger the reassignment of the lead or case.
Web-to-Lead or Web-to-Case Submission : When leads or cases are generated through Salesforce’s web-to-lead or web-to-case features, assignment rules can automatically assign these incoming records.
Data Import : When importing data into Salesforce, you can opt to apply assignment rules to the imported records, ensuring they are assigned according to the established criteria.
API Creation or Update : Records created or updated via Salesforce’s API can also trigger assignment rules, depending on the configuration.
Manual Triggering : Users with the appropriate permissions can manually apply assignment rules to leads or cases, either individually or in bulk.

Understanding these triggers is essential to effectively utilizing assignment rules in Salesforce, ensuring that leads and cases are assigned to the right team members promptly and efficiently.

Tips and Tricks

It’s always a good idea to include a final rule entry with no conditions. This will be used to catch anything that didn’t match your rule criteria and assign it to a user or queue for review.
It’s also a good idea to include a rule entry that assigns junk (e.g. spam, test records, etc.) to a queue for review and deletion.
We recommend you test assignment rules in a sandbox before you add to your production org. However, keep in mind that assignment rules cannot be deployed from a sandbox to a production org.
Custom formula fields can help to simplify complex assignment rules. For example, rather than entering lengthy criteria (e.g. lists of states by region) you could create a formula field instead. This would reduce your criteria from “STATE/PROVINCE EQUALS IL,IN,IA,KS,MI,MN,MO,NE,ND,OH,SD,WI” to “REGION EQUALS Midwest”.
You can enable field history tracking on the owner field to track assignments made by your assignment rules.

Frequently Asked Questions

What happens to records that don’t meet salesforce assignment rule criteria.

These records will be assigned to whomever is designated as the default lead owner or case owner.

What are the different types of assignment rules in Salesforce?

Salesforce currently support lead and case assignment rules. Additionally, account assignment rules can be created as part of enterprise territory management.

What is the order of execution for assignment rules?

It’s important to understand exactly when assignment rules are run in relation to other events. For example, assignment rules are run after apex triggers and before workflow rules. See Salesforce’s Triggers and Order of Execution article for a comprehensive list of events and the order in which they’re executed.

How do you run assignment rules when creating or editing records using the REST API?

You can use the Sforce-Auto-Assign header when making REST API calls to control whether or not assignment rules run.

Salesforce assignment rules can be a valuables tool for many organizations. However, it’s important to understand the limitations. If you’re struggling with assignment rules it may be time to look at alternative solutions. Kubaru is a powerful automated assignment application for Salesforce. Check us out on the Salesforce AppExchange or contact us to schedule a demo.

How to Calculate (and Reduce) Your Customer Acquisition Cost

Have you ever considered how much your company spends to obtain a single customer? If you’re not calculating customer acquisition cost (CAC) you may be reading the signals all wrong. Even when business seems to be booming, if it’s costing

Net Revenue Retention Explained: Increase Your Revenue Growth in 2024

Imagine you’re sailing the vast ocean of subscription-based business, where the winds of customer churn and revenue expansion constantly shift. In this unpredictable sea, there’s one compass that guides you: Net Revenue Retention (NRR). It’s not just a metric–it’s your

A Comprehensive Guide to Data Enrichment for B2B Sales Success

Imagine you’re at a party, and you spot someone you’d like to get to know. You have their name and a vague idea of what they do, but that’s about it. Now, what if you had a magic lens that

Schedule Demo

Fill out the form below and we’ll respond in a few minutes

* We take privacy seriously. We will never sell or share your personal information with anyone.

[email protected]
(+91) 44-49521562

Merfantz - Salesforce Solutions for SMEs

How to Create a Round Robin Lead or Case Assignment Rule in Salesforce

October 30, 2018

Merfantz Editor

Salesforce Admin Tutorial

In the context of Salesforce.com, the term round robin frequently comes into play when assigning Lead or Case records to users. For example, you might have five sales reps working new Leads and, as an administrator, you want to divvy out all new Leads equally among the five reps, so if you had a 100 new leads, you would want each rep to get exactly 20 Lead records.

NOTE: This example will be for Leads, but the same concept applies to Case Assignment Rules

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

Lead 1 goes to Sales Rep 1
Lead 2 goes to Sales Rep 2
Lead 3 goes to Sales Rep 3
Lead 4 goes to Sales Rep 4
Lead 5 goes to Sales Rep 5
Lead 6 goes to Sales Rep 1 (notice the rotation?)
Lead 7 goes to Sales Rep 2
Lead 8 goes to Sales Rep 3
….and so on

To create our new fields go to Setup > and Type “Leads” > then select Fields

Slide down the page until you see the “New” button where you can create a custom field. Click New.

In Step 1 of the custom field wizard, pick the data type “Auto Number”

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

Next we are going to create a formula field that will take the number generated by Salesforce and assign it a value in a range you specify in the formula.

In Step 1 of the wizard specify a Formula field.

On Step 2 of the wizard

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

In Step 3 you’ll write a formula with the following value:

MOD(VALUE({!Lead_Number__c}) ,3) +1

The MOD function is going to take our Lead Number, do a bit of math and return a number in a range we specify. The “3″ in the formula above means that it will return a number of 1, 2, or 3. This quick Lead View shows how the formula is taking our Lead Number field and creating a Round Robin ID.

For example if you change the “3″ in the MOD formula to “5″ you’ll get a result of either 1, 2, 3, 4, or 5 for your Round Robin ID.

Now that we have a method to tag each Lead with a Round Robin ID (number), we can leverage this in a Lead Assignment Rule by going to Setup > App Setup > Customize > Leads > Lead Assignment Rules, then click the “New” button.

On the next screen give your Lead Assignment Rule a name and click the Active checkbox and click “Save” as in the screenshot below:

On the next screen click on the Rule Name

Then click the “New” button to start entering rules.

Sort Order: 1
Field: Lead: Round Robin ID
Operator: equals

Select the User to be assigned the Lead and (optionally) select an email template to notify the new owner they have just been assigned a Lead. There is an “out of the box” email template called “Leads: New assignment notification (SAMPLE)” that comes with Salesforce that is usually stored in the “Unfiled Public Email Templates” folder.

How does Sort Order come into play?

If the Lead record being evaluated does not match the first rule, the Lead assignment rule checks the next rule in the sort order and continues until the criteria makes a match. We’ll expand on how to construct and best practices on Assignment Rules in a later blog post.

When you are finished, you’ll have a rule for each person that you want assigned a lead

TIP: If you want one person to get a certain percentage of Leads, let’s say 60%, you could change your MOD formula to give you ten results. Then on your assignment rule your rule would look something like this:

If you want to manually test your rule, make sure your page layout has the checkbox “Assign using active assignment rules” displayed. If not, add it to your page layout:

Check that box and save the Lead record. Viola! Your lead should be reassigned based on the rules you have in place.

Previous How to Check Opportunity Count from Account Object in Salesforce
Next How to Find the Merged Account in Salesforce

Salesforce is closed for new business in your area.

Guide to lead assignment rules in Salesforce

Use SFDC lead assignment rules to get more done, create a better experience, and close deals faster.

Rachel Burns Jul 24, 2023

15 min read

Guide to lead assignment rules in Salesforce

Experience scheduling automation for yourself!

Create a Calendly account in seconds.

What are Salesforce lead assignment rules?

What if your sales team could spend their valuable time connecting with prospects and closing deals — instead of losing time doing admin work like assigning and organizing leads?

When you automate lead assignment and routing, your sales team can:

Boost sales team productivity and efficiency

Prevent high-quality leads from slipping through the cracks

Create a better experience for potential customers

Speed up your entire sales pipeline to close more deals, faster

In this blog post, we'll discuss the ins and outs of Salesforce lead assignment. We'll cover the benefits, how to plan your lead assignment strategy, and a step-by-step walkthrough of adding lead assignment rules in Salesforce. We'll also explore the power of scheduling automation to simplify and speed up lead assignment, routing, and qualification.

Key takeaways:

Lead assignment rules help sales teams boost productivity, respond to leads faster, and make better data-driven decisions.

Matching leads with the right sales reps and teams creates a better customer experience by responding to leads faster and giving them personalized attention.

Before you set up your lead assignment rules, work with your sales, marketing, and RevOps teams to understand your lead generation processes and sales team structure.

Within Salesforce lead management settings, rule entries are the individual criteria and actions. A “lead assignment rule” refers to a set of rule entries.

Automating lead routing , qualification, and booking with Calendly helps your team be more efficient and organized while creating a better experience for prospective customers.

6 benefits of creating lead assignment rules in Salesforce

Why should your team take the time to set up lead assignment rules in Salesforce? Here are six great reasons:

Ensure leads are assigned to the right reps and teams: Lead assignment rules mean each incoming lead is directed to the salesperson or team who has the relevant expertise and skills to engage and convert that lead. Automated lead assignment also prevents leads from falling through the cracks by making sure each lead is assigned to a rep or team, rather than relying on manual assignment.

Respond to leads faster: With lead assignment rules, leads are automatically assigned to the right salesperson, reducing response time and increasing the chances of converting leads into customers .

Boost sales team productivity: Automating lead assignment reduces manual work for RevOps teams and sales managers. Lead assignment rules also help identify and prioritize leads more likely to convert, saving time and resources that would otherwise be wasted on pursuing poor-fit leads. These time savings let sales teams focus on nurturing leads and closing deals.

Create a better customer experience: Leads can be assigned to sales reps who have relevant industry or product expertise, understand their unique needs, and can provide personalized solutions. This tailored approach creates a better experience for leads, which results in more conversions and higher customer satisfaction.

Improve sales forecasting: With well-defined lead assignment rules, you can gather more accurate data on lead distribution and conversion rates. This data can be used for sales forecasting, data driven decision-making, and resource allocation.

How to create lead assignment rules in Salesforce

Step 1: build your lead assignment strategy.

Before you go into your Salesforce instance and set up lead assignment rules, you need to figure out what exactly those rules will be. The options are limitless — where should you start?

It’s time to bring RevOps, sales, and marketing together to answer some questions:

Lead sources: Where do leads come from? Do we use marketing forms through Salesforce web-to-lead forms or a third-party integration? Are we importing leads via the data import wizard?

Sales team structure: How is the sales team structured? Are different teams or individuals specialized in specific products, industries, use cases, or regions?

Lead data: What info do we request from new leads? Which standard and custom fields do we require?

Sales territories: How are sales territories defined? Are there specific regions, countries, or territories we should take into account for lead assignment?

Integrations : Do we have any third-party integrations with lead assignment or distribution features? Are we using those features?

Special circumstances: Are there any priority levels or tiers for leads that require special attention? For example, do we have a designated rep or queue for leads with complex needs and use cases?

Poor fits: What should we do with leads who don’t meet any of our criteria?

It’s a lot of information to gather and organize, but it’s important to learn as much as possible up front to cover every scenario and equip your sales team with accurate data. Putting this time and effort in now will pay off tenfold in productivity once your lead rules are in place!

Step 2: Set up lead assignment rules in Salesforce

You’re almost ready to enter your lead assignment rules in SFDC . First, let’s go over some terminology. We’ve been talking about lead assignment rules as individual directives: “If the lead matches X, then do Y.” Within Salesforce lead management settings, a “lead assignment rule” refers to a set of rule entries. Rule entries are the individual criteria and actions (“If X, then do Y”). An assignment rule can consist of up to 3,000 rule entries, and you can only have one active assignment rule at a time.

For example, a rule entry can assign all leads interested in a particular product to a queue of reps who are experts on that product. In Salesforce, a lead queue is essentially a bucket for unassigned leads, and you can choose which sales reps can pull leads from each queue.

Another rule entry can assign all leads from companies with over 5,000 employees to your top enterprise sales rep.

To create a lead assignment rule in Salesforce:

From Setup, enter “Assignment Rules” in the Quick Find box, then select Lead Assignment Rules.

Enter the rule name. (Example: 2023 Standard Lead Rules)

Select “Set this as the active lead assignment rule” to activate the rule immediately.

Click Save.

Click the name of the rule you just created.

Click New in the Rule Entries section.

Enter an order number that tells Salesforce when to run this rule entry in relation to other rule entries. For example, if you want this to be the first criteria Salesforce looks at when assigning a lead, enter number one.

Select the rule criteria. What attributes must the lead have before Salesforce applies the rule entry? You can use any standard or custom field in the lead record for your criteria. For example, you want to assign leads to your U.S.-based enterprise sales team, so the company size field must be equal to or greater than 5,000 and the country field must equal the United States. You can include up to 25 filter criteria.

Choose the user or queue to be the assignee if the lead meets the criteria. For example, assign to the U.S.-based enterprise sales team queue.

Optional: Choose an email template to use when notifying the new lead owner. After you set up your lead rules, you can also use Salesforce Flow automations to notify lead owners via other channels. For example, at Calendly, we integrate Salesforce with Slack, and a workflow automatically notifies sales reps via Slack when a lead is assigned to them.

Screenshot of the Rule Entry Edit screen in Salesforce. The criteria fields include Lead: Created By equals and Lead: Country equals United Kingdom, France. The selected queue is UK + France Leads.

Salesforce goes through the rule entries in order until it finds one that matches the lead's info, then routes the lead accordingly.

Let's say you have small business, mid-market, and enterprise sales team queues. Your first three rule entries would match company size to each of those three queues. If they don't have a company size listed, or the company size doesn't match any of the values in your rule entries, Salesforce will move on to the industry rule entries.

To make sure no leads fall through the cracks, you also need to set a default lead owner. If the assignment rules fail to locate an owner, or you don’t set up assignment rules, web-generated leads are assigned to the default lead owner.

To select a default lead owner:

From Setup, enter “Lead Settings” in the Quick Find box, then select Lead Settings and click Edit.

Define the Default Lead Owner. The Default Lead Owner can be a specific user or a queue.

Save your settings.

Salesforce lead assignment rule examples

As we mentioned earlier, your rule entries can include up to 25 filter criteria.

Simple rules include just one filter criteria:

By country or state/province: Route leads from specific states or countries to sales representatives who understand the regional market. You need this rule if your team uses sales territories to divide leads. For example, if the state/province equals Alaska, Arizona, California, Hawaii, Nevada, Oregon, or Washington, assign the lead to the West Coast queue.

By language: Assign leads to sales reps who speak the same language.

By industry: Assign leads from different industries to salespeople who have experience working with those industries.

By company size: Assign leads based on the size of the company, assigning larger companies to a dedicated enterprise sales team.

Complex rules use two or more filter criteria. For example, you could route leads from specific states or provinces to salespeople based on their sales territory and the company size. If you have a particular rep (Bob) working enterprise leads on the West Coast, your filter criteria could say: If the state/province equals Alaska, Arizona, California, Hawaii, Nevada, Oregon, or Washington, and the company size equals greater than 5,000, assign the lead to Bob.

These are just a few examples. Lead assignment rules can be customized to fit your team’s and customers’ needs. Review your strategy to choose the right combination of criteria for your sales processes, products, and customers.

What does the built-in Salesforce lead process look like in action?

A website visitor named Nora fills out a contact form to learn more about your product. She shares her name, email address, company name (Acme Inc.), and company size. You use Salesforce’s built-in web-to-lead forms , so Nora’s form submission automatically creates a lead record.

Your team has set up lead assignment rules that assign leads to sales queues based on their company size. Acme Inc. has 5,000 employees, so Nora is automatically assigned to the enterprise sales team queue.

Enterprise sales team queue members receive an email notification that a new lead has been added to the queue. Taylor, an enterprise sales rep in Acme Inc.’s territory, assigns Nora’s lead record to themself.

Taylor emails Nora to set up a qualification call.

Nora, who has been waiting to hear back from your team, agrees to meet with Taylor. After some email back-and-forth, they find a time that works.

What are the limitations of Salesforce’s built-in lead assignment rules?

Salesforce’s built-in lead assignment rules are a great place to start, but there are a few critical limitations, especially for enterprise sales teams:

Single level of evaluation: Salesforce assignment rules operate based on a single level of evaluation, meaning that once a rule matches the criteria and assigns a lead, the evaluation process stops. Your team might miss out on important info, like a complex use case or unique industry, when matching the lead with a rep.

No built-in round robin distribution: Round robin lead distribution is the process of assigning leads to reps based on factors like team member availability or equal distribution for a balanced workload. Salesforce lead assignment rules don't include an easy way to set up round robin distribution — you need an additional tool like Pardot, one of the round robin apps on AppExchange , complex Apex code , or a third-party lead routing platform .

No lead escalation settings: Lead escalation is the process of flagging a lead to higher levels of management or specialized teams for further assistance or action. This process comes into play when a lead requires additional attention or intervention beyond the assigned salesperson or team's capabilities. Unfortunately, Salesforce doesn’t have built-in settings for lead escalation rules. If your customer success team uses Service Cloud, you can set up escalation rules for customer support case escalations, but this feature isn’t included in Sales Cloud.

High maintenance for large organizations: Managing and maintaining a comprehensive set of assignment rules can become challenging and time-consuming in large organizations with complex sales structures and multiple teams or regions. Sure, you can include up to 3,000 rule entries in a single lead assignment rule, but that’s a lot to set up and keep up to date — especially if you’re trying to save your team time, not add to their workload.

Built-in Salesforce lead assignment rules and automations are a solid starting point, but what about automating lead qualification and booking? If you use Salesforce on its own, your reps might still spend a ton of time on lead reassignment to balance their workload, manual lead qualification, and email back-and-forths to schedule sales calls.

That’s where Calendly comes in.

How to automate lead assignment, qualification, and booking with Calendly

Your scheduling automation platform can be an excellent lead generation, qualification, and routing tool — especially when it integrates with Salesforce. Calendly’s Salesforce integration helps your team be more efficient and organized while creating a better experience for prospective customers.

When a lead books a meeting via a sales rep or team’s Calendly booking page, Salesforce automatically creates a new lead, contact, or opportunity. If the lead already exists in your Salesforce instance, the event is added to the lead’s existing record, so you don’t end up with duplicate lead records or time-consuming manual reassignment.

What if you don’t want to let just anyone book a meeting with your team? When you add Calendly Routing to your marketing forms, you can show scheduling pages only to leads who meet your qualifications, like prospects from specific industries or companies of a certain size. That way, your busy team can spend time on the most valuable deals.

Calendly Routing works with HubSpot , Marketo , Pardot , and Calendly forms and is built for your Salesforce CRM. You can use any form field (email, domain, company name) in any Salesforce standard object to match visitors with their account owner. Account lookups let you send known leads or customers from your website form directly to their account owner’s booking page, without needing to manually reassign leads to the right rep.

Screenshot showing Calendly integrates with Salesforce lookup to match and schedule leads and customers based on real-time CRM account ownership.

Remember the lead assignment example we walked through earlier featuring Nora from Acme Inc.? Here's what that process looks like when you add Calendly:

Nora fills out your “contact sales” form, which is already built in HubSpot, connected to Calendly Routing , and enriched with Clearbit .

She enters her email address in the form, and Clearbit fills in the company name, size, and industry. This shortens the form, so Nora only has to input her name and job title.

Calendly checks to see if Acme Inc. has an account in your Salesforce instance. They don’t, so the next step is lead qualification .

Based on Nora’s information — company size, industry, job title — she’s a highly qualified lead, so she’s automatically routed to the booking page for your enterprise sales team.

Nora is happy about that, and immediately books a meeting time that works for her, with the exact team she needs to talk to.

On the backend, Calendly’s Round Robin meeting distribution is set to optimize for availability, so it assigns the meeting to the first available sales rep — in this case, Taylor. This automation helps your team respond to meeting requests faster, hold initial sales calls sooner, and balance the workload across reps.

Calendly creates a lead record in Salesforce with the info Nora entered into your website form (including the data from Clearbit) and an activity log of any meetings she books with your team via Calendly. Salesforce automatically makes Taylor the lead owner.

If you were relying on Salesforce’s built-in lead assignment rules, Nora’s lead record would have gone to an enterprise sales queue, and she would have had to wait for a rep to pick up the lead and reach out to her to book a meeting.

“ A good tool is one that’s so simple, sales reps can basically forget about it and let the meetings roll in. That’s essentially what happened when we implemented Calendly. ”

Sales Enablement Manager at SignPost

What happens if a lead doesn’t qualify for a meeting? Instead of sending them to a booking page, you can display a custom message with next steps, ask them for more information, or redirect them to a specific URL, like a piece of gated content or a webinar signup page.

Screenshot showing Calendly’s built-in routing logic feature.

Automating lead assignment with Calendly Routing has been a game changer for RCReports , a compensation analysis solution for accountants and business valuators. Before connecting Calendly Routing with their Salesforce instance, RCReports’ AEs spent at least five hours a month reassigning leads booked on the wrong calendar. This created a disjointed customer experience and frustration for the sales and marketing teams.

“ Now that we’ve implemented Calendly’s routing feature with Salesforce integration, demos are always booked with the correct AE, reducing friction for both our team and the customer. ”

Abbie Deaver

Director of Marketing at RCReports

Users on Calendly’s Teams plan and above can connect Calendly to Salesforce. The full suite of Salesforce routing features , including routing by Salesforce ownership, is available on Calendly’s Enterprise plan.

To learn more about Calendly Routing, get in touch with our sales team .

Spend less time on manual lead assignment and more time closing deals

When you automate Salesforce lead assignment and routing, high-value leads stop slipping through the cracks, the workload is balanced across the team, leads are matched with the sales reps best equipped to help them, and team members have more time to focus on connecting with prospects and closing deals.

The results? A more productive team, faster sales cycle, higher conversion rates, and better customer experience.

Webinar: How Calendly Uses Calendly to Close More Deals

Rachel Burns

Rachel is a Content Marketing Manager at Calendly. When she’s not writing, you can find her rescuing dogs, baking something, or extolling the virtue of the Oxford comma.

Read Time: 15 minutes

How to write sales follow-up emails that keep deals moving

Connect with prospects and close deals faster with these follow-up email tips and templates.

How to prep for a sales demo with confidence

Real-world tips to tackle discovery, create agendas, and manage pre-demo anxiety.

Help! What do I do after a sales demo?

A timely follow-up keeps sales momentum high and closes deals faster.

Don't leave your prospects, customers, and candidates waiting

Calendly eliminates the scheduling back and forth and helps you hit goals faster. Get started in seconds.

Stack Exchange Network

Stack Exchange network consists of 183 Q&A communities including Stack Overflow , the largest, most trusted online community for developers to learn, share their knowledge, and build their careers.

Q&A for work

Connect and share knowledge within a single location that is structured and easy to search.

New Leads Assigned to Sales Users in Order basis

I would like to arrange new leads assigned to Sales Users in order basis. Is there a way by using the Lead Assignment Rule

like new Lead ---> sales 1 another new lead ---> sales2 another new lead ---> sales3 another new lead ---> sales4 another new lead ---> sales5

Then it goes in the loop

assignment-rules

See How do I create a round-robin assignment for Leads or Cases to users? in Help & Training. basically, you create an auto-number field, then a formula that divides the auto-number field by some value, then an assignment rule that uses the results of that formula to determine which user to assign to.

I've copied the current text for posterity:

To assign leads (or cases) that are either manually created or created using Web to Lead (or Case). Follow the instructions below: The first steps for lead or case assignment is to create two custom fields that can be included in the page layouts for users or hidden as they are strictly for the assignment mechanism based on the custom formula. The instructions below assume the setup is for leads. Create an auto number field in leads called "Lead Number" that spans 0 decimal places and had the format "{0}" (exclude the inverted commas). Below are the steps to create Auto number field: a) Click on Setup | Customize | Lead | Field. b) Scroll down and click on “New” button on “Lead Custom Fields & Relationships”. c) Scroll down and select “Auto Number” radio button.Enter “Field Label” (eg – Lead Number) with that spans 0 decimal places and had the format "{0}" (exclude the inverted commas). d) Click on Next for “Field-Level Security for Profile”Click on “Save” to include it different Page Layout Name. Create a custom formula field with return type number in leads called "Round_Robin_ID" and use the formula: MOD(VALUE(Lead_Number__c) ,3) +1 Use the value of this formula field in your lead assignment rules to assign lead records to different queues or users: Round_Robin_ID = 1 is assigned to Queue A (User 1) Round_Robin_ID = 2 is assigned to Queue B (User 2) Round_Robin_ID = 3 is assigned to Queue C (User 3) Explanation of the process: The following formula example for leads assumes you have 3 lead queues and you want to assign an equal number of incoming leads to each queue. You can also assign cases using a similar formula. MOD(VALUE(Lead_Number__c) ,3) +1 is the formula for a custom formula field named Round_Robin_ID that assigns each lead a value of 1, 2, or 3. This formula uses a custom auto-number field called Lead Number that assigns each lead a sequential number starting with 1. The MOD function divides the lead number by the number of lead queues available (3 in this example) and returns a remainder of 1, 2, or 3. Remember: It will not work on the existing records. In order to make the rule trigger for existing records you should "Mass" update the records. If you are creating a record manually, you can check the "Assign using active assignment rule" under options so that the record follows the assignment rule at the time of creation.

Could I create a Lead number with format {00000} or it has to be {0} ? – DominicSeb Commented Oct 22, 2015 at 19:50
@DominicSeb You may use anywhere from 1 to 10 zeros. However, VALUE does not accept non-numeric strings, so do not add any dashes, letters, etc. – sfdcfox ♦ Commented Oct 22, 2015 at 19:55

You must log in to answer this question.

Not the answer you're looking for browse other questions tagged leads assignment-rules ..

The Overflow Blog
Looking under the hood at the tech stack that powers multimodal AI
Detecting errors in AI-generated code
Featured on Meta
User activation: Learnings and opportunities
Preventing unauthorized automated access to the network

Hot Network Questions

Contents and Table of Contents
Recent Zombie apocalypse E-book or Web novel. MC at a college rescues a couple girls then they head to Gym where other students have gathered
Can Ubuntu 24.04 be compromised?
Is there any way to fill the area where multiple lines intersect with black?
How to implement a "scanner" effect on Linux to fix documents with varying darkness of background?
Can't the electric current returning from the neutral end of the electrical cables be used again?
Threshold percentage for power ratings of resistors?
How is Miles’s glitching related to his limited understanding of his place in the Spider-Society?
how to make the latex support traditional-Chinese characters
What effect will a planet’s narcotic atmosphere have on sound of music at rave parties?
Numerical integration of ODEs: Why does higher accuracy and precision not lead to convergence?
What's a more formal equivalent of merdification?
Relational-join Excel tables
Usage of つもりだ with the past verb
How to prevent leaves from going into the water drains of a flat roof?
What is the utility of the Tietze extension theorem?
What is this contraption off the wing of a US Navy DHC-6?
"Some" depicted
Are 8086 family microprocessors accumulator based?
Extractor Fan swapping live and neutral wire
Writing in first person for fiction novel, how to portray her inner dialogue and drag it out to make a chapter long enough?
Enter a personal identification number
Hexadecimal conversions as range adaptors in C++23 that work at compile time (and run time)
Man who can't tell right from wrong gets experimental surgery

Create a Round Robin Lead or Case Assignment Rule

First off, what is a “round robin”? Simply put, it’s a rotation through a group. In the context of Salesforce.com, the term round robin frequently comes into play when assigning Lead or Case records to users. For example, you might have five sales reps working new Leads and, as an administrator, you want to divvy out all new Leads equally among the five reps. So if you had a 100 new leads, you would want each rep to get exactly 20 Lead records.

NOTE: This example will be for Leads, but the same concept applies to Case Assignment Rules

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

Lead 1 goes to Sales Rep 1
Lead 2 goes to Sales Rep 2
Lead 3 goes to Sales Rep 3
Lead 4 goes to Sales Rep 4
Lead 5 goes to Sales Rep 5
Lead 6 goes to Sales Rep 1 (notice the rotation?)
Lead 7 goes to Sales Rep 2
Lead 8 goes to Sales Rep 3
….and so on

To create our new fields go to Setup > App Setup > Customize > Leads > Fields

Slide down the page past the “out of the box” fields until you see the “New” button where you can create a custom field.

In Step 1 of the custom field wizard, pick the data type “Auto Number”

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

Salesforce assigns a number to this field for each new record created in a sequence (and it’s unique). It cannot be edited by a user. As new records are created the number will increment (i.e. the first Lead is “1”, the next Lead created will get the number “2”, and so on). You will also see a checkbox to tell Salesforce to create a 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 will receive a number. Don’t worry that the “Display Format” is only showing one digit in length. It will grow as needed as you get to 10, 100, 1000 etc. Continue through the wizard creating the field

Next we are going to create a formula field that will take the number generated by Salesforce and assign it a value in a range you specify in the formula.

In Step 1 of the wizard specify a Formula field.

On Step 2 of the wizard

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

In Step 3 you’ll write a formula with the following value:

MOD(VALUE({!Lead_Number__c}) ,3) +1

The MOD function is going to take our Lead Number, do a bit of math and return a number in a range we specify. The “3” in the formula above means that it will return a number of 1, 2, or 3. This quick Lead View shows how the formula is taking our Lead Number field and creating a Round Robin ID.

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

On the next screen give your Lead Assignment Rule a name and click the Active checkbox and click “Save” as in the screenshot below:

On the next screen click on the Rule Name

Then click the “New” button to start entering rules.

Sort Order: 1
Field: Lead: Round Robin ID
Operator: equals

Create a rule for each rep that needs to be assigned a Lead based on our Round Robin ID. The Sort Order is the order in which the rules are evaluated.

How does Sort Order come into play?

When you have a set of assignment rules, Salesforce evaluates the rule in the order you specify (i.e. the Sort Order). Salesforce checks the Lead record against the first rule (Sort Order 1), and if the criteria is a match, Salesforce reassigns the Lead to the new Owner. If the Lead record being evaluated does not match the first rule, the Lead assignment rule checks the next rule in the sort order and continues until the criteria makes a match. We’ll expand on how to construct and best practices on Assignment Rules in a later blog post.

When you are finished, you’ll have a rule for each person that you want assigned a lead.

That’s it!

If you want to manually test your rule, make sure your page layout has the checkbox “Assign using active assignment rules” displayed. If not, add it to your page layout:

Check that box and save the Lead record. Viola! Your lead should be reassigned based on the rules you have in place.

Salesforce Training

Salesforce Data + AI

Salesforce administrator, salesforce developers, salesforce consultants, salesforce marketer, salesforce architects, salesforce industries.

Corporate Training
Testimonials

Live Classes

Free Expert Led Sessions

1-1 learning and career support

Bite size updates on Salesforce

Salesforce Internship

Get job-ready with Virtual Internships

Salesforce Scholarship

Earn up to 75% scholarships

InterviewGPT

Free unlimited interview Practise

Refer & Earn

Up to $ 200 on every referral

🎉Master Salesforce CPQ in 6 Weeks: Streamline Sales and Drive Revenue– Enroll Now! 🎉

Lead Assignment Rules in Salesforce

⏱️ 4 minutes

One of the significant aspects of the Salesforce solution is its ability to have automated workflows or process flows for most of the day-to-day business use cases. In a sales process, leads can be generated in volumes daily, and assigning those leads to the right agent or team is a cumbersome task. Leads can be created via different channels. For example, people can enquire about the service through the company website (Web to lead) or leads can be uploaded using import data wizard (Bulk upload), or leads can be created manually in the CRM application.

The leads generated through different channels have to be assigned properly, considering the priority of the leads based on certain factors. Thus lead assignment rule is paramount because it automates the process of assigning the lead to the proper team or agent.

So, what is Assignment Rules in Salesforce?

Salesforce Assignment Rules automate lead and case distribution by routing them to specific users or queues based on criteria like geography or record type. Rules can be customized to meet your organization’s unique needs.

How to Set Up Lead Assignment Rules in Salesforce?

1. From Setup, “Quick Find” search box, type “Lead assignment.” You will be able to see “Lead Assignment Rules.”

2. Select the “New” button to create a new lead assignment rule.

3. Enter the rule name and activate the “Active” checkbox.

4. To specify your rule criteria, open your newly created rule and select New in the Rule Entries section.

5. On this page, you have 3 tasks.

a. Step 1: Determine the order in which the rule entry will be processed – you only need to specify the sort order here. Let’s give 1 now.

b. Step 2 – Select the criteria for the rule entry – In our example, let’s take an assignment based on geography. Leads originating from the USA have to be assigned to the ‘USA Lead Management team.’ Leads generated outside the USA need to be handled by the ‘Other Countries’ team. In sort order 1, we will manage USA-based leads. So select the conditions as in the below image.

c. Step 3 – Select the user or queue to assign the lead to – here, we can assign the lead to either a user or a queue. In our example, we will assign USA-based leads to the ‘USA Lead Management queue. When you select the email template, all the members in the queue will get notified if a new lead is assigned to them.

6. Repeat processes in (5) to assign leads generated in countries other than the USA. Here, the sort order should be 2. Country NOT EQUAL to the USA.

Lead Assignment Rule: Did You Know?

Only one active assignment rule is possible at a time. You can create multiple assignment rules, but only one can be active at a time.
The Group, Essentials, Professional, Enterprise, Performance, Unlimited, and Developer Editions all include lead assignment rules.
Typically an admin user with a System administrator profile will be able to set up lead assignment and routing. However, a user with a less privileged profile will need to check if they have “View Setup and Configuration” permission enabled to view the assignment rules. To create or change assignment rules, one must have “Customize Application” permission in their profile or permission set.
In the lead page layout, if you select ‘Layout Properties,’ you can see an option for the ‘Lead Assignment Checkbox.’ You can show this option on the lead edit page.

So, basically, lead assignment rules can help ensure that your leads are handled efficiently and effectively, and they can help distribute leads evenly among your sales team.

Now, that’s all about the Lead Assignment Rules in Salesforce. If you wish to learn more about Lead assignments or anything about Salesforce, join our saasguru Slack community and talk with seasoned Salesforce professionals.

Take that first step towards your Salesforce career, enroll in our Salesforce Admin course and get certified on your first attempt. Get personalized study plans, free mock exams, quizzes, flashcards and much more. Do check out our Salesforce Certification Courses .

Subscribe & Get Closer to Your Salesforce Dream Career!

Get tips from accomplished Salesforce professionals delivered directly to your inbox.

Looking for Career Upgrade?

Book a free counselling session with our Course Advisor.

By providing your contact details, you agree to our Terms of use & Privacy Policy

Unlock Your AI -Powered Assistant

Gain Exclusive Access to Your Salesforce Copilot

Salesforce recently unveiled Marketing Cloud Advanced Edition at Dreamforce 2024, an upgraded version of their popular Growth Edition. As businesses strive for greater marketing automation and personalized customer engagement, this release introduces several robust features designed to help enterprises elevate their campaigns. Let’s dive into the key functionalities and how they empower marketing teams. Catch …

Salesforce Unveils Marketing Cloud Advanced Edition at Dreamforce 2024 Read More »

As Artificial Intelligence (AI) becomes increasingly vital across industries, acquiring AI skills is essential for professionals looking to stay competitive. To support this growing need, Salesforce is launching free access to their AI Certifications, starting on September 23, 2024. This initiative aims to close the AI skills gap and make AI education more accessible to …

Salesforce Announces Free AI Certifications & Training for All Read More »

At Dreamforce 2024, Salesforce introduced Atlas, the advanced AI reasoning engine at the heart of Agentforce. Atlas is designed to automate complex decision-making processes, streamline workflows, and personalize customer interactions. This innovation goes beyond typical AI applications, bringing a level of autonomy and learning that empowers businesses to optimize their operations in real time. What …

Atlas: Transforming Automation With Salesforce’s Agentforce Read More »

Supercharge your SaaS career

Partnership

GradVantage Holding Pty Ltd ,  20 Isobell Ave, West Pennant Hills NSW 2125, Australia  +61 466149529

GradVantage India Pvt. Ltd. , M-309, Sector-82, Vivek Vihar, Noida, Gautam Buddha Nagar, Uttar Pradesh 201305 +91 9353241823

saasguru, 136 Madison Avenue, 5th & 6th Floors, New York City • NY 10016 • USA +16264270290

How to Create Lead Assignment Rules in Salesforce?

In our organization, the Salesforce lead team mostly manually assigns records to a specific user or queue to work on the leads. So, we thought of automating the lead assignment process. So that when a lead is created, it will automatically be assigned to a specific sales representative. In Salesforce, we have a feature that automatically assigns leads to a user using the lead assignment rule.

I will explain the lead assignment rules in Salesforce and how to create a lead assignment rule in Salesforce.

Table of Contents

Lead Assignment Rules in Salesforce

In Salesforce, the lead assignment rules help automate your organization’s lead generation and assign specific sales representatives to leads. The rules can also determine how leads are assigned to users or queues based on information present in the record.

We need to define some criteria based on record information, and we can assign a user or queue to a lead based on those criteria. The lead assignment rule can assign leads when a new lead is created. Then, that lead can be created manually or automatically.

Create a Lead Assignment Rule in Salesforce

For example, there is a team of sales representatives, and we want to automatically assign a specific sales representative to a new lead when it is created, and the Lead Source is a Phone Inquiry. After that, the assigned sales representative can attend to that lead.

We can create a lead assignment rule in Salesforce using the following steps.

1. Log in to your Salesforce account and go to Setup . In the Quick Find box , search for Assignment Rules , then select Lead Assignment Rules .

2. Then click on the New button to create a new rule.

3. Enter a Rule Name . Then, activate the rule by clicking the Activate button.

We can create only one active lead assignment rule at a time. So, if you have any activated lead assignment rule, it will get deactivated as you activate the new rule.

Then, click on the Save button.

4. Open the rule by clicking the Rule Name .

5. Then click on the New button to add rule entry criteria.

6. As you click the new button, you need to enter the following details:

Sort Order: Here, you need to provide the number so that this entry can be evaluated at the time.
Criteria: As per our scenario, we need to enter Lead Source = Phone Inquiry . You can define criteria as per your requirements.
Select User or Queue : Here, we need to assign phone inquiry leads to specific user.
Do Not Reassign Owner: If you checked this checkbox, after assigned the lead to this user, you cannot change owner later.
Email Template : We can select an email template so that when a lead is assigned to a user, they will receive an email regarding the same.

Then click on the Save button.

We can also select Queue to assign the lead records. For that, you need to select a queue and click the lookup icon to select a queue. Here, I have selected a custom queue that I created.

Proof of Concept:

7. Now, to check how the lead assignment rule works, navigate to the Leads tab. Then, create a new lead record with the lead source as a phone inquiry and make sure you have checked the checkbox of assign using the active assignment rule. Then click on the save button.

While creating the new record, you can see the lead owner is different, and you will see that after the record gets saved, the lead owner will be another user.

8. As you save the record, you will see that the lead owner has automatically changed to another user. That means a new user has been assigned to this lead record.

salesforce lead assignment rules limitations

This is how we can create lead assignment rules in Salesforce.

You can also read the Lead Assignment Rule in Salesforce .

I hope you got an idea about lead assignment rules in Salesforce. In this article, we have seen what a case assignment rule is. We have also seen how to create a lead assignment rule in Salesforce with an example and step-by-step explanation.

What are assignment rules in salesforce ?

Assignment rules in salesforce are used to automatically assign lead or Case to owner( User Or Queue ). Assignment rule is used to automate owner assignment on Case and Lead based on conditions on Case or Lead. For example, there could on lead assignment rule for web-generated leads and one case assignment rule for the holiday use.

Types of assignment rules

There are two type of assignment rules

Lead Assignment Rules

Case assignment rules.

Specify how leads are assigned to users or queues as they are created manually, captured from the web, or imported via the Data Import Wizard.

Determine how cases are assigned to users or put into queues as they are created manually, using Web-to-Case, Email-to-Case, On-Demand Email-to-Case, the Self-Service portal, the Customer Portal, Outlook, or Lotus Notes.

Create or Setup assignment rules

From Setup, enter Assignment Rules in the Quick Find box, then select either Lead Assignment Rules or Case Assignment Rules .
Choose New , and then give the rule a name. Specify whether you want this to be the active rule for leads or cases created manually and via the web and email. Then click Save .
To create the rule entries, click New . For each entry, you can specify:
Order : Sets the order in which the entry will be processed in the rule, for example, 1, 2, 3. Salesforce evaluates each entry in order and tries to match the criteria of the entry. As soon as a match is found, Salesforce processes the item and stops evaluating the rule entries for that item. If no match is found, the item is reassigned to either the default Web-to-Lead owner, the administrator doing a lead import, or the default case owner.
Choose criteria are met and select the filter criteria that a record must meet to trigger the rule.For example, set a case filter to Priority equals High if you want case records with the Priority field marked High to trigger the rule. If your organization uses multiple languages, enter filter values in your organization’s default language. You can add up to 25 filter criteria, of up to 255 characters each. When you use picklists to specify filter criteria, the selected values are stored in the organization’s default language. If you edit or clone existing filter criteria, first set the Default Language on the Company Information page to the same language that was used to set the original filter criteria. Otherwise, the filter criteria may not be evaluated as expected.
Choose formula evaluates to true and enter a formula that returns a value of “True” or “False.” Salesforce triggers the rule if the formula returns “True.” For example, the formula AND(ISCHANGED( Priority ), ISPICKVAL (Priority, “High”) ) triggers a rule that changes the owner of a case when the Priority field is changed to High. If your condition uses a custom field, the rule entry will be deleted automatically if the custom field is deleted.
User : Specifies the user or queue to which the lead or case will be assigned if it matches the condition. Users specified here cannot be marked “inactive” and they must have “Read” permission on leads or cases.
Do Not Reassign Owner : Specifies that the current owner on a lead or case will not be reassigned to the lead or case when it is updated.
Email Template : We can specifies the template to use for the email that is automatically sent to the new owner. If no template is specified, no email will be sent. When assigning a lead or case to a queue, the notification goes to the Queue Email address specified for the queue and all queue members.
Predefined Case Teams : Specifies the predefined case team(s) to add to a case when it matches the condition. A case team is a group of people that work together to solve cases.
Replace any existing predefined case teams on the case : Specifies that any existing predefined case teams on the case are replaced with the predefined case teams on the condition, when a case matches the condition.

After creating the entry, click Save , or Save & New to save the entry and create more entries.

Assignment Rule Example

Following is sample Case assignment rule which assigns case to different queues based on Billing Country, Account SLA and customer type:

For more details about assignment rules please refer to assignment rules official link.

Assignment rules in Salesforce trailhead

Good luck for creating Assignment rules in Salesforce 🙂

Assignment rules , Assignment rules Salesforce , Case Assignment rules , Lead Assignment Rules , salesforce , sfdc

Ankush Dureja

Permanent link to this article: https://www.sfdcpoint.com/salesforce/assignment-rules-in-salesforce/

Skip to comment form

Stremove.com on August 2, 2020 at 9:10 am

Case Assignment Rules Determine how cases are assigned to users or put into queues as they are created manually, using Web-to-Case, Email-to-Case, On-Demand Email-to-Case, the Self-Service portal, the Customer Portal, Outlook, or Lotus Notes.

Dayene on August 25, 2020 at 7:01 pm

Hi! What about when I want my assignment to change when the Lead status is changed? I’ve created two criterias. First when the status is new and second when the status has other values. But when the Lead is updated and the status changes the assignment doesn´t follow this change and it does not assignment the Lead Owner correctly. Thanks.

Vrushabh LEngade on October 27, 2020 at 3:51 pm

Use Escalation Rules and escalate the case to another user or queue

subhasini on December 23, 2021 at 6:19 pm

Hi Ankush Dureja, there is a interview question on assignment and the question is : What will happen if the user becomes inactive(or user is deactivated) on whom the rule is assigned. Please reply me ASAP

TOTAL PAGEVIEWS

SFDC Share Point

Our Facebook page

https://www.facebook.com/sfdcpoint

Made with by Graphene Themes .

Privacy Overview

Product Overview
Select Accounts
Assign Accounts
Optimize Coverage
Dynamic Books
RevOps Resources
Documentation

Our Company

How to use Salesforce lead assignment rules

When your organization gets to the point that you have a) leads coming in on a regular basis and b) multiple sales reps, you quickly realize you need a way to divide up those leads among your reps. If you're using Salesforce, you may have noticed a built-in feature called Lead Assignment Rules. Sounds perfect, right? Sort of. We'll walk you through it.

Here's our agenda:

The basics of lead assignment rules

Matching and assigning with rule entries

Issues and challenges with lead assignment rules

The basics of lead assignment rules in Salesforce

Let's take a look at lead assignment rules in Salesforce. Go to your Salesforce org's Setup section and search for "lead assignment" in the Quick Find box. You'll find these buried under Feature Settings > Marketing > Lead Assignment Rules. If you don't see it, make sure you have permissions for "View Setup and Configuration" and "Customize Application".

Unique names - Every lead assignment rule has a unique name [1].
A lead assignment rule is really a list of "rule entries" - Salesforce calls each of the individual rules in the list a "rule entry" [2]. Each rule entry allows you to say something along the lines of: "if a lead meets these criteria, assign it to this user (or queue - more on that in a moment)".
Rule entry order matters - The list of rule entries [2] is processed in a specific order you define. Salesforce will process each rule entry until it finds a match. Once it finds a match, it will assign the lead based on how the rule entry is configured.
Only one active rule at a time - You can only have one lead assignment rule set to active [3].

Now that we've got a decent idea about what a lead assignment rule looks like, let's dive into rule entries.

Every rule entry has three parts:

Order - This is a number that indicates where the entry exists in the list. Rule entries are evaluated starting at 1 and then processing until one of the rules matches.
Matching Criteria - Leads are compared to the matching criteria for each rule to determine if the lead matches. The first rule that matches is used to determine assignment.
Assignment - This tells Salesforce what you want to do once a lead has matched the matching criteria. Usually, you'll tell Salesforce to assign it to a user or a queue.

Order is pretty straightforward. The complexity really lies in matching criteria and assignment. let's spend some time on those.

Matching criteria

There are two types of matching criteria: filter criteria and formulas. You'll probably use filter criteria the most, so let's start with that one:

Salesforce lead assignment rule entry with filter criteria

One key limitation is that you can only configure criteria using fields from the lead, the current user, and the campaign associated with the lead.

Here's what it looks like to create a formula rule entry:

Salesforce lead assignment rule entry with formula

hbspt.cta._relativeUrls=true;hbspt.cta.load(8216850, 'e84fc167-06c5-4b7b-bb34-42ccff0e2db4', {"useNewLoader":"true","region":"na1"});

Let's go back to the rule entry screen and focus on the assignment section:

Salesforce lead assignment rule user and queue assignment

So, what's the difference between a user and a queue?

User - In business terms, this is a particular sales rep who will be responsible for managing the lead. In technical terms, this is an active Salesforce user configured in your Salesforce org.
Queue - A Queue is a list of records (usually Leads, but not always) that are accessible to a specific group of users. Each of those users can take ownership of a record from the queue, removing it for the others. When you assign ownership of a Lead to a Queue, you're effectively making it first-come, first-serve for a group of users. This is not the same as a "round-robin" assignment where you assign the Lead to one person from a list of users.

There's one last thing to know about assigning ownership. Note the checkbox labeled "Do not Reassign Owner"[3]. This controls what happens when a lead is updated and matches the criteria. If this is checked, the assignment will essentially be ignored. Use this to prevent toggling users back and forth.

The last field, "Email Template" [4] allows you to specify a particular email template to use for notifying the new assignee when the assignment is complete.

Issues and challenges

Lead Assignment Rules are a reasonable choice for a small team with simple rules. They work and the only cost to you is the administrative overhead of creating and maintaining them. Unfortunately, they're extremely limited and don't cover many common use cases. They also become very brittle as your team size and lead velocity increase. Here are a few common issues and challenges:

Leads only - They only apply to the Lead object (there are Case Assignment Rules for Cases, but that's it). This may make them a poor fit for your sales process if you need to do lead-to-account matching or you're pursuing an account-based strategy . If you need to assign other things besides Leads, you'll need to try a more flexible automation solution like Flow .
Hard to test - Unlike Process Builder or Flow, your Lead Assignment Rules don't provide any form of versioning or debugging so it's hard to test them without just doing it live.
Hard to audit - There's no record of why a lead was assigned in a particular way. You'll have to go look through your rule entries to figure it out. This can quickly get painful as the number of rules increases.
One rule at a time - If your company has very different rules for different leads (e.g. from different campaign sources or applicable to different product lines), it can be very challenging to craft your rule entries in a way that handles more than one lead routing flow.
No round-robin - It's technically possible to do a very poor version of round-robin with Lead Assignment Rules, we don't recommend it. It's extremely brittle and will break without lots of maintenance.

Where to go from here?

If you've got a small team with simple processes, give Salesforce lead assignment rules a try; they may give you just what you need. If you find yourself needing to assign other objects besides Leads, perform round-robin rep assignments or maintain a full audit trail, you might want to consider Gradient Works.

Hayes Davis

Hayes Davis is co-founder of Gradient Works. Previously, Hayes was SVP of Revenue Operations at Cision, where he ran a global team of 50 supporting nearly 600 sellers. He was also co-founder and CEO of Union Metrics until its successful acquisition by TrendKite in 2018. Hayes has a background in computer science.

CONNECT WITH ME

Salesforce Tutorial

How to create a lead assignment rules in salesforce.

create a lead assignment rules in salesforce : In our previous salesforce tutorial we have learned how to create lead queues in salesforce . In this salesforce training tutorials we are going to create lead assignment rule in salesforce.

Why do we want to create lead assignment rules in salesforce ?

Before creating lead assignment rules in salesforce we have to know what is the need of creating lead assignments in salesforce. Suppose if a company generates huge amount of leads, managing that large pool of leads in an organization is very difficult. Generated leads in an organization must be assigned to right users to distribute the work load. To minimize the work load leads are assigned to users by using assignment rules.

What is a lead assignment rules in salesforce ?

Lead assignment rule is a feature in salesforce which allows the administrators to define who should receive a lead with conditions. Example :- Depending on country Zip code we can assign the leads to the users who assigned to that Country.

Generally sales manager uses lead assignment rules to assign new leads to the users in an organization like sales representatives automatically.

How to create lead assignment rules in salesforce.

To create lead assignment rules in salesforce follow the steps :

Go to Setup

Now select create new assignment rule button.

How to create a lead assignment rules in salesforce

After selecting new button assignment rule page will be opened in editable mode.

Enter Rule name and make sure to check the box Set this as the active lead assignment rules check box. Assignment rule will be active only one at a time.

Select Save.

Now edit the Assignment rule which we created as shown above.

Now go to Rule Entries and select New .

Select Save Button.

In this example lead assignment rule assigns a lead when the state or province value is equal to CA where the leads are from California.

Salesforce Admin

Salesforce Lead Assignment rules

Dec 28, 2023

Salesforce Lead Assignment rules automate your org lead generation and support processes. Lead Assignment Rules are a powerful tool that enables the automatic assignment of leads to the right sales representatives based on specific criteria.

What is Salesforce Lead Assignment rules?

Lead assignment rules are used to specify how leads are assigned to users or queues. This is used to assign the owner of leads based on lead generation, like leads created from the web or imported from a data loader.

Type of Assignment Rule

There are two types of assignment rules we have in Salesforce.

Lead Assignment Rules
Case Assignment Rule

How to create lead Assignment Rules

Let’s see the step-by-step guide to set up the lead assignment rules.

Creating Lead Assignment Rule
Creating Lead Assignment Criteria
Specify the lead assignment method
Activate the lead assignment rules
Test the lead assignment rules

Consideration for Lead Assignment Rules

We can create as many assignment rules as possible, but only one can be active.

Lead Assignment Rules can help streamline your lead management process, improve lead conversion rates, and increase sales productivity by ensuring that the right leads are assigned to the right representatives.

Is Low-Code Salesforce Development a Threat to Traditional Non-SalesforceDevelopers?

How to Sync Data from Microsoft Excel to Salesforce: Use Cases

Revenue Lifecycle Management (RLM) Training

Learning Objectives

How sorting rule work, sorting rule inheritance, rule order and breaking ties, sort order best practice.

Challenge +100 points

Looking for Help?

Discover more, understand how sorting rules work.

After completing this unit, you’ll be able to:

Explain the Salesforce B2C Commerce inheritance model for process sorting rules.
State the importance of the default sorting rule.
Explain how B2C Commerce breaks sorting rule ties.
List the sorting rules best practice sort order.

Brandon Wilson, Cloud Kicks merchandiser, has a lot of flexibility when configuring sorting rules. He can configure one rule with a single attribute, a rule with a weighted blend of multiple attributes, and multiple rules. That’s a lot of options!

He first learns about the foundation of sorting rule processing: the default sorting rule. The default sorting rule uses the storefront’s catalog/category structure, which governs storefront navigation. Category navigation often displays as tabs across the storefront page, showing subcategories when clicked, and in a left navigation pane. While navigation is about the category structure, keyword search is when a shopper enters text into the search field. The shopper is searching for what they want to buy.

Brandon wants to include attributes in his default sorting rule to accommodate both category navigation and keyword search. For example, he uses the category position and search placement attributes in his default sorting rule. He creates other sorting rules that take priority over these for more personalized search results.

The default sorting rules return products based on the search index document order, that is, the order in which the products are stored in the search index. You can’t control the index document order, and it can change from one index build to another. That’s why it’s important that Brandon gets more creative with his rules.

B2C Commerce uses an inheritance model based on the storefront’s catalog/category data structure to process sorting rules. The default sorting rule that Brandon configures at the catalog root level is inherited by all subcategories. This gives him global coverage and a baseline strategy that he can vary by product type, campaign, or season. He can determine strategies for each category and provide a more specific product sort by overriding the default rule on an individual subcategory level. Here’s the structure.

Category tree
Override at category or subcategory with a different rule

Remember, a search sorting rule is separate from category sorting, just as a keyword search is different from category navigation. To get started, Brandon creates a map of his site’s category structure, and then determines the strategy he wants to use for each category. For his running shoes category, for example, he wants to give the newest and hottest products high-visibility positions on the page. For his clearance category, he wants to give premium placement to high-inventory products.

Map of the Cloud Kicks catalog structure, with top categories: Mens, Women, Kids, New Arrivals, and Sales. Sub-categories include Shoes, Apparel, Tops, Boys Shoes, and Girls Shoes.

During a search results sort, B2C Commerce evaluates products by the value in the top attribute in the sorting rule list. This usually means the category structure. It breaks ties in the values of the first attribute using the second attribute, then breaks ties in the values of the first and second attributes using the values of the third attribute. This continues for all attributes used in sorting.

After B2C Commerce evaluates all the sorting rules, it sorts products that match (tie) exactly on all attributes, or have null values for the attributes, via the default sorting rules. These rules return products based on the order in which the products are stored in the search index.

Brandon wants to test with an example, so he creates three sorting rules to sort five products.

product.searchPlacement: Sort products by search placement and specify products that you want to appear first. Sort by the product name attribute in ascending order.
activeData.returnRate: Sort by lowest return rate (active data attribute) in ascending order.
activeData.salesVelocityWeek: Sort by highest sales velocity (active data attribute) in descending order.

He tests these products in the Running Shoe category.

Flow Flyknit
Smooth Trail 3
Air Flow Stride
Air Float Max
Cheetah Ride 4

Here’s how B2C Commerce sorts these products.

Products are divided in half.


Air Float Max	1
Cheetah Ride 4	1
Air Flow Stride	1
Flow Flyknit	2
Smooth Trail 3	2
Happy Trail	2

Air Flow Stride and Cheetah Ride 4 switch places.


Air Float Max	1
Air Flow Stride	2
Cheetah Ride 4	3
Flow Flyknit	4
Happy Trail	5
Smooth Trail 3	6

Happy Trail has the lowest return rate, followed by Flow Flyknit.


Happy Trail	1
Flow Flyknit	2
Air Float Max	3
Air Flow Stride	4
Cheetah Ride 4	5
Smooth Trail 3	6

Cheetah Ride 4 has the lowest sales velocity, followed by Smooth Trail 3.


Cheetah Ride 4	1
Smooth Trail 3	2
Happy Trail	3
Flow Flyknit	4
Air Float Max	5
Air Flow Stride	6

Brandon pays close attention to rule order because changing it can change the placement, which affects the shopper experience. Here's what happens if he changes the order of the last two rules.

Cheetah Ride 4 has the lowest sales velocity, followed by Smooth Trail 3, so they move to the top of the list.


Happy Trail	1
Flow Flyknit	2
Cheetah Ride 4	3
Smooth Trail 3	4
Air Float Max	5
Air Flow Stride	6

Brandon can take the guesswork out of which sort order to use by running an A/B test with both rules. He can also combine the two attributes into one rule and give them a 50/50 weighting.

Brandon uses this best practice search results sort order when he creates his sorting rules. B2C Commerce gives each type of rule priority over the rules that follow.

Explicit category placement: Assign a position for a product in the results returned for a category. Use this when a shopper is navigating to a page and not for keyword searches.
Explicit product placement: Assign the search placement attribute for a product to the values 1-8 (NLA - Top Featured).
Explicit search rank: Assign low, medium, or high in the product search rank attribute.
Availability ranking: The availability of an item influences its position in the search results, so that out-of-stock items appear at the end of the search results.
Text relevance: You can boost the importance of certain attributes, so that if a search term is found in that attribute, it's treated as more significant than other fields. For example, if you boost product name , then if the term is found in the product name it's treated as more important than if the term is found in a long description. This only works in a search-specific sorting rule.
Term frequency: If all sorting is removed and no sorting rules are configured, results are returned based on the frequency of the search term in the indexed fields of the document. This is for when content is included in the search results.

Brandon uses the Show Orderable Products Only setting to completely remove unavailable products from search results. He can remove individual unavailable products from the search results as well.

Here’s a typical default sorting rule in Business Manager, called best-matches. It looks just like the best practice list, without availability ranking and term frequency.

The default sorting rule, called best-matches, uses static sortings (category position, search placement, and rank), text relevance, and then explicit sortings.

In this unit, you learned the importance of the default sorting rule and sorting rules best practice sort order. You explored how B2C Commerce uses inheritance as it processes sorting rules and how it breaks sorting rule ties. Next, you learn how to create B2C Commerce sorting rules in Business Manager.

Salesforce Help: Create Sorting Rules
Salesforce Help: Sorting Rules

We'd love to hear about your experience with Trailhead - you can now access the new feedback form anytime from the Salesforce Help site.

COMMENTS

Salesforce Lead Assignment Rules Best Practices and Tricks
In this guide, I'll be talking about the initial Lead sort, upon creation. Salesforce Lead Assignment Rule Example. Here's a quick example: Criteria #1: If State = California, assign to Stacy; ... we have to figure out what order to put these in. Lead Assignment Criteria are going to be evaluated in the order they appear, ...
Create a Round Robin Lead Assignment Rule
In Setup, search for Lead Assignment Rules, and open it. Click New. Name your rule Round Robin Assignment Rule, and click Save. Click to open Round Robin Assignment Rule. In the Rule Entries section, clickNew. In Sort Order, enter 1. Set the rule criteria by choosing Round Robin in the Field dropdown, Equals in the Operator dropdown, and 1 in ...
Create a Round Robin Lead Assignment Rule
Then click the "New" button to start entering rules. Step 1: Sort Order: 1 Step 2: Field: Lead: Round Robin ID; Operator: equals; Value: 1; Step 3: Select the User to be assigned the Lead and (optionally) select an email template to notify the new owner they have just been assigned a Lead. There is an "out of the box" email template called "Leads: New assignment notification (SAMPLE ...
How to Create Salesforce Assignment Rules
The Sort Order section defines the order in which entries will be processed. If you enter "1", it means that this entry will be processed first. ... For this lead assignment, I will specify such criteria as Lead:City equals New York, Lead:Email contains examplecompany, and Lead: Lead Status equals Open - Not Contacted.
Create Assignment Rules for Lead Distribution
From Setup, enter Leads in the Quick Find box, then select Lead Assignment Rules. Create a lead assignment rule, let's call this All Channel Sales Leads. Create rules to filter leads by record field values or user criteria and assign them to the lead inbox queue. You can also create rules to directly assign leads to partner users.
Lead Assignment Rules in Salesforce: Detailed Explanation
What are Lead Assignment Rules? Salesforce Lead Assignment Rules are used to automatically assign lead records to a particular user or queue based on different conditions. It can contain many rule entries that determine the assignee of a lead. Rule entry specifies the following: Sort Order, which determines the order of evaluation of rule entries.
What Are Lead Assignment Rules in Salesforce?
Lead assignment rules specify how leads are assigned to users or queues as they are created manually, captured from your website, or imported via SFDC's Data Import Wizard. ... Step 1 in the "Enter the rule entry" window requires you to enter an Order for your new rule (the Order is the order in which the entry is processed, like a queue
Salesforce Assignment Rules Deep Dive
The Sort Order field can be used to change the order in which assignment rules are executed. Leads and cases will be evaluated against assignment rule entries in order and assigned by the first assignment rule entry that matches. ... Search for "assignment rules" in Quick Find and click either Lead Assignment Rules or Case Assignment Rules ...
How to Create a Round Robin Lead or Case Assignment Rule in ...
Salesforce checks the Lead record against the first rule (Sort Order 1), and if the criteria is a match, Salesforce reassigns the Lead to the new Owner. If the Lead record being evaluated does not match the first rule, the Lead assignment rule checks the next rule in the sort order and continues until the criteria makes a match.
Salesforce lead assignment rules
In Salesforce we can create many rule entries for single Assignment Rule. Click on New Button to create new Rule entry. In step 1 :- Enter Sort order as #1. In Step 2 :- Enter rule criteria as shown above. In Step 3 :- Select the user or queue to assign the lead. Select user and Email template as shown above. Click on Save button.
What is Lead Routing, and How to Use Assignment Rules in Salesforce
Lead routing: The process of distributing incoming leads among sales reps. Also known as lead assignment, lead routing is usually automated. A lead routing process could be as simple as making an alphabetical list of all of your sales reps and assigning each new lead to whomever's next in line. More sophisticated systems depend on a variety ...
Guide to lead assignment rules in Salesforce
From Setup, enter "Assignment Rules" in the Quick Find box, then select Lead Assignment Rules. Click New. Enter the rule name. (Example: 2023 Standard Lead Rules) Select "Set this as the active lead assignment rule" to activate the rule immediately. Click Save. Click the name of the rule you just created.
New Leads Assigned to Sales Users in Order basis
Below are the steps to create Auto number field: a) Click on Setup | Customize | Lead | Field. b) Scroll down and click on "New" button on "Lead Custom Fields & Relationships". c) Scroll down and select "Auto Number" radio button.Enter "Field Label" (eg - Lead Number) with that spans 0 decimal places and had the format " {0 ...
Create a Round Robin Lead or Case Assignment Rule
Salesforce checks the Lead record against the first rule (Sort Order 1), and if the criteria is a match, Salesforce reassigns the Lead to the new Owner. If the Lead record being evaluated does not match the first rule, the Lead assignment rule checks the next rule in the sort order and continues until the criteria makes a match.
Lead Assignment Rules in Salesforce
b. Step 2 - Select the criteria for the rule entry - In our example, let's take an assignment based on geography. Leads originating from the USA have to be assigned to the 'USA Lead Management team.' Leads generated outside the USA need to be handled by the 'Other Countries' team. In sort order 1, we will manage USA-based leads.
How to Create Lead Assignment Rules in Salesforce?
1. Log in to your Salesforce account and go to Setup. In the Quick Find box, search for Assignment Rules, then select Lead Assignment Rules. 2. Then click on the New button to create a new rule. 3. Enter a Rule Name. Then, activate the rule by clicking the Activate button.
Assignment rules in Salesforce
Create or Setup assignment rules. From Setup, enter Assignment Rules in the Quick Find box, then select either Lead Assignment Rules or Case Assignment Rules. Choose New, and then give the rule a name. Specify whether you want this to be the active rule for leads or cases created manually and via the web and email. Then click Save.
How to use Salesforce lead assignment rules
Let's take a look at lead assignment rules in Salesforce. Go to your Salesforce org's Setup section and search for "lead assignment" in the Quick Find box. You'll find these buried under Feature Settings > Marketing > Lead Assignment Rules. If you don't see it, make sure you have permissions for "View Setup and Configuration" and "Customize ...
How to create a lead assignment rules in salesforce
To create lead assignment rules in salesforce follow the steps : Go to Setup. Now go to Build=>Customize=>Leads=>Assignment Rules. Now select create new assignment rule button. After selecting new button assignment rule page will be opened in editable mode. Enter Rule name and make sure to check the box Set this as the active lead assignment ...
PDF Salesforce lead assignment rules
Click on New Button to create new Rule entry. In step 1 :- Enter Sort order as #1. In Step 2 :- Enter rule criteria as shown above. In Step 3 :- Select the user or queue to assign the lead. Select user and Email template as shown above. Click on Save button. Learn how to create Email template in Salesforce.
Salesforce Lead Assignment rules
Salesforce Lead Assignment rules. Hema. Dec 28, 2023. Salesforce Lead Assignment rules automate your org lead generation and support processes. Lead Assignment Rules are a powerful tool that enables the automatic assignment of leads to the right sales representatives based on specific criteria.
Assignment Rules
Limits and Considerations. Supported Editions in Messaging. Compare Messaging Channel Capabilities. Messaging Glossary. Assignment rules automate your organization's lead generation and support processes. Use lead assignment rules to specify how leads are assigned to users...
Understanding Sorting Rules & Rule Order
These rules return products based on the order in which the products are stored in the search index. Brandon wants to test with an example, so he creates three sorting rules to sort five products. product.searchPlacement: Sort products by search placement and specify products that you want to appear first. Sort by the product name attribute in ...

Articles by role:

UPCOMING EVENTS

Supercharge RevOps With Salesforce Document Automation

Salesforce Lead Assignment Rule Example

Planning Lead Assignment Rules

Refining the requirements

Creating Lead Assignment Criteria

The Final Empty Criteria

Activate the Lead Assignment Rules

Stacy O'Leary

More like this:

3 Key Insights from the “State of Salesforce” 2024-2025 Report

Master Lead Distribution: How to Create a Round Robin Assignment Rule

Understanding Round Robin Assignment

Why Implement a Round Robin Rule?

Setting Up a Round Robin Assignment Rule

How does Sort Order come into play?

Benefits of Round Robin Assignment

Post by Date

Popular Tags

How to Create Salesforce Assignment Rules: a Step-by-Step Guide

Assignment Rules in Salesforce Explained

Salesforce Classic vs Lightning Experience: Establishing the Key Differences

Assignment Rules Limitation

Creating Assignment Rules in Salesforce

1. Case Queue in Salesforce Creation

2. Case Assignment Rule Creation

3. Lead Assignment Rule Creation

Tips and Tricks for Creating Assignment Rules in Salesforce

Bottom Line

Subscribe to Our Newsletter

Discover more articles!

AC Partner Marketplace Product Sheet

AC Knowledge Management Enterprise Product Sheet

AC Ideas Ultimate Product Sheet

AC MemberSmart Product Sheet

AC Events Enterprise Product Sheet

What You’ll Learn

Benefits of Lead Assignment Rules

How to Create Salesforce Lead Assignment Rules?

Need Extra Support? Our FREE study materials have got you covered.

Sign Up for Free Demo

Snowflake Scales Account Based Plays with LeanData Revenue Orchestration

Palo Alto Networks Sees Revenue Increases with Buying Groups Strategy

G2 Recognizes Lead-to-Account Matching and Routing as Newest Tech Category, with LeanData the #1 Vendor

How to Define Assignment Rules

Criteria for Lead Assignment Rules

How to Create Salesforce Lead Assignment Rules

Why Are Your Salesforce Lead Assignment Rules Not Working?

Assignment Rule Examples

How LeanData Simplifies Salesforce Lead Assignment

More Related Content

How to Automate Lead Routing in Salesforce

Salesforce Lead-to-Account Matching, the Easy Way

10 Best Lead Assignment Tools for Revenue Teams (2024)

Interested in scheduling a demo or free trial? Contact us today.

Salesforce Assignment Rules Deep Dive

What Are Salesforce Assignment Rules

The Benefits of Assignment Rules

Limitations of Assignment Rules

How Assignment Rules Work

How to Create Assignment Rules

Activate Your Assignment Rule

What Triggers Assignment Rules in Salesforce

Tips and Tricks

Frequently Asked Questions

What are the different types of assignment rules in Salesforce?

What is the order of execution for assignment rules?

How do you run assignment rules when creating or editing records using the REST API?

How to Calculate (and Reduce) Your Customer Acquisition Cost

Net Revenue Retention Explained: Increase Your Revenue Growth in 2024

A Comprehensive Guide to Data Enrichment for B2B Sales Success

Schedule Demo

How to Create a Round Robin Lead or Case Assignment Rule in Salesforce

Merfantz Editor

Salesforce is closed for new business in your area.

Guide to lead assignment rules in Salesforce

Table of contents

What are Salesforce lead assignment rules?

6 benefits of creating lead assignment rules in Salesforce