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Jamie Grenney

Round Robin Lead Assignments

Salesforce CRM, For Marketing, Leads & Campaigns, Sales & Marketing

With custom formulas it's now possible to do RoundRobin Lead Assignments. This is a big help for sales managers because they don't have to manually slice territories, and it's also great for reps because it spreads the workload evenly. Here's how it's done.

1. Create an AutoNumber custom field on Lead (e.g.,"Lead Number"), display format {0}

2. Create a formula custom field on Lead (e.g.,"Round Robin ID"), data type number, formula = 1 +MOD(VALUE({!Lead_Number__c}), #), where # is the number of participants in theround robin.

3. Create an assignment rule on the Round Robin IDfield, whose values will vary between 1 and #.

So if you have 4 reps in your round-robin you wouldcreate lead assignment rules like:

Round robin ID 1 assign to Tom
Round robin ID 2 assign to Jane
Round robin ID 3 assign to Pete
Round robin ID 4 assign to Ann

Bear in mind this is simplistic round robin -there's no workforce management or load balancing built in. For example,if Tom is out sick for a day, the only way to handle it would be to modify theassignment rules and/or formula manually.

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Comments ( 9 )

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Sri Vivaram - 6 years ago

We have utilised this method for some time now, but having more sales reps coming in and holidays, sick days etc makes it difficult to manage who should be allocated a lead.

I just installed this to our sandbox tonight and it works perfectly. mark or unmark a checkbox to put in our take out of assignment, easy!
https://appexchange.salesforce.com/listingDetail?listingId=a0N3000000B5fcQEAR
(no, I am not affiliated, just a reviewer!)

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Justyn Howard - 6 years ago

This formula seems to break after 10 assigness. We're using the last two digits of the account ID (single digit stepped), and have 13 assignees. The first ten have fairly even dsitribution but that last 3 are about 10% lower. Any ideas?

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Neil Crawford - 6 years ago

Shameless plug i'm afraid! But there is an AppExchange solution for this. Includes, round robin, load balancing, skill / territory routing, out of office, lots more...

https://appexchange.salesforce.com/listingDetail?listingId=a0N30000009x4YAEAY

Free trial available for anyone struggling with this issue

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Brian Spindel - 6 years ago

You can make this specific to a record type and/or a field. Adjust the Round Robin ID field to include or exclude whatever values you would like:

IF( International_Lead__c = FALSE,

MOD(VALUE(Lead_Number__c) ,2) +1,

IF( RecordType.Name = "Domestic Leads",

MOD(VALUE(Lead_Number__c) ,2) +1,

NULL)

)

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Harry Radenberg - 7 years ago

This is something we've come across quite a bit at our clients, and we've developer a Round Robin package for Leads and Cases. It allows for:

Weighting members to get more leads
Multiple round robin queues if you need different round robins for different lead types
Pausing of a member who is out or at capacity

Once installed, it leverages standard assignment rules and a custom object, so no development is needed. For more information please check out: http://gearscrm.com/apps/round-robin and we'd love to hear your feedback.

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Amul Baranwal - 8 years ago

This is very generalise solution, if you are trying to achive for All Lead/ case record then this is ok. otherwise incase of multi record type and if you wish to add assignment rule for the selected record type, above solution will goes FAIL. see the below example.

suppose you have 2 record type 1. "Email Lead" and 2. "Web Lead" and your company requirement is for implementiing Round Robin assignment rule for "Web Lead" only. And in the above solution"Round Robin Id " will be generated for all the record type and it is a failure.

there are 5 records going to created in a system. All 4 record is a type "Web Lead" and 5th record is a type of "Email Lead" and if this Email Lead record is going to inserted after 3rd Web Lead Record then in this scenario 4th Web Lead Record which is being created Last then its Round Robin Id would be generated wrongly assign it to first member in the team which is not the requirement. And above solution will be failed.

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Peter Alcock - 9 years ago

Great Idea!

Is it possible for the formula to be record type specific?

Thanks
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Tim Houston - 9 years ago

So, to carry the example forward, if Tom was out sick, could you modify the +1, to be +2 so that #1 (Tom) is skipped?

Not sure where that would leave you if Pete was out sick though?
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Patrick Breitenbach - 11 years ago

To confirm, a +1 needs to be added to the formula. The author includes it correctly but it's easy to miss on my screen since the forumla wraps on two lines.

Another way to write the formula:
MOD(VALUE({!Lead_Number__c}), #) + 1