export lead assignment rules

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Assignment rules allow you to automatically apply criteria to sort, queue, or act on leads. For example, use assignment rules to automatically assign leads to the lead inbox queue for Partner Central.

Required Editions

For lead distribution, use assignment rules to define the criteria by which you want to distribute your leads, such as partner tier, geography, or specialization.

• 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.
• To send an email notification when a lead is assigned to the queue, select an email template. You can also create custom templates for partner email notifications .

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How to Re-run Salesforce Lead Assignment Rules: Flows & Apex

Salesforce Lead assignment rules ensure Leads are assigned to the appropriate user or queue for follow up. They also liberate marketers from trying to maintain sales territory logic within their Marketing Automation Platform (MAP).

>> Related: How to Build a SLA Alert in Salesforce <<

When a new Lead is created, Salesforce will use logic you’ve configured to assign the record to the appropriate user or queue. But what if you need to re-run that logic on existing records ?

In this post:

Re-running Lead Assignments for just a few Leads

If you only need to do this for a single Lead record, the solution is simple.  Edit the record and select the optional “ Assign using active assignment rule “ checkbox.

If you need to do a one-time batch reassignment of a number of records, export the relevant Lead Ids.  Then use the Apex Data Loader to trigger assignment rules to fire. You can grab the ID of the appropriate Lead Assignment Rule from the URL bar when viewing the rule in Setup. It will always start with the prefix “01Q” .

But you may want to automatically re-run Salesforce Lead Assignments

But you may want to re-run assignment rules automatically under certain conditions. For example:  you may assign Leads under a certain Lead Score to a Queue.  When the Lead Score increases over the threshold, you then want to re-run assignment rules to assign to an inside sales rep for follow up.

To do this, we combine Flow and an Apex Invocable method. We take advantage of the power of Apex with the flexibility to declaratively (clicks, not code!) control the logic of when to re-run the assignment rules, without having to edit any code.

Using Apex for Salesforce Lead Assignment Rules

Let’s start with the code.

Since we’re writing code here, we’ll need to start in a sandbox org first before deploying to production. You’re smart and already knew that you’d NEVER make changes in production without first testing in a sandbox ( right?! ), but in this case, Salesforce doesn’t trust you either way and forces you to write your code in a sandbox org before moving to production.

We’ll be creating an Apex class with a single method with the @InvocableMethod annotation, which allows us to call our Apex from within a Flow. The method accepts a single parameter (a list of the Lead Ids to be assigned) that you’ll pass into the method from your Flow.

That’s it. Just those four lines are all you need in your code. The logic for firing the assignment rules will be configured in one or more Flows.

Now, in order to actually deploy this to your production org, you’ll also need to create a test class to cover your code and ensure that it functions as expected in your environment. A sample test class might look like this (but this is extremely basic):

Work with a developer to ensure you’re accounting for any requirements specific to your Salesforce instance.

Using Salesforce Flows for Lead Assignment Rules

Now we’ll create our declarative logic of when to fire the code, using a Flow.

1) Create a new Flow by searching for Flows under Setup and clicking the New Flow button in the top right. This example is for a Record-Triggered Flow , but you can design it a number of ways.

2) Select the Lead object for your Flow and configure the trigger for when a record is created or edited .

3) Then set the Entry Conditions.  In this use case, we want to re-assign Leads after they meet a certain Lead Score. Select “custom condition logic is met. ” Set the condition that the Lead Score is greater than or equal to 100.

Under the “When to Run the Flow for Updated Records” section, select the option to only execute when a record is updated to meet the condition requirements . This means we’ll only execute the actions if the record previously did not meet the criteria, but now does after being updated.

4) Without getting into too much detail, because of Triggers and Order of Execution , we can’t call our code in an immediate action. Instead, we’ll create a scheduled path to call our Apex method.

In this case, we want the logic to execute ASAP, so we’ll set the schedule for 0 minutes from now.

5) Once saved, we can create a new action. Click to Add a New Element , and select an Action type. Give your action a name, and select the Apex class you created earlier. Set the Apex Variables leadIds using the Field Reference of the Lead Id that started the process.

6) After saving, your Flow looks like this:

Activate your flow, test in your sandbox, and deploy to your production org. Since the code is fired under a scheduled action, there is a slight delay before the reassignment happens. In my experience, it’s usually <2 minutes, but you can monitor this under Setup > Flows and viewing the Paused and Waiting Interviews section.

The nice part about this approach is that if your requirements change – for example if your Lead Score threshold changes to 150 instead of 100 – you can change the logic in your Flow (Step 3) without having to touch any code.

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Automating Salesforce One Click at a Time

Running Lead Assignment Rules From Salesforce Flow

Last Updated on February 14, 2022 by Rakesh Gupta

To understand how to solve the same business use case using Process Builder . Check out this article Getting Started with Process Builder – Part 49 (Running Lead Assignment Rules From Process Builder) .

Big Idea or Enduring Question:

How do you run the lead assignment rule from the Salesforce flow? Lead assignment rules allow us to automatically assign Leads to the appropriate queue or user. A Lead assignment rule consists of multiple rule entries that define the conditions and order for assigning cases. From a Salesforce User interface, a user can trigger assignment rules by simply checking the Assign using the active assignment rules checkbox under the optional section.

The problem arises when you need to insert or update the Leads from Salesforce Flow and wants to trigger assignment rules. Using the Salesforce Flow a Lead will be inserted or updated but the assignment rule will not be triggered as there is no check box to use the organization’s assignment rule or a prompt to assign using the active assignment rule.

Let’s start with a business use case.

Objectives:

After reading this blog post, the reader will be able to:

• Running the lead assignment rules from Salesforce Flow
• Understand @InvocableMethod Annotation
• How to call an Apex method using Salesforce Flow

Business Use Case

Pamela Kline is working as a System administrator at Universal Containers (UC) . She has received a requirement from the management to update the following Lead fields when Lead Source changed to Partner Referra l .

• Status = Working – Contacted
• Rating = Hot

As data changed by the process, she wants to fire the assignment rule as soon as the process updates the lead record.

Automation Champion Approach (I-do):

Guided Practice (We-do):

There are 4 steps to solve Pamela’s business requirement using Salesforce Flow and Apex. We must:

• Setup a lead assignment rule
• Create Apex class & Test class
• Define flow properties for record-triggered flow
• Add a decision element to check the lead source
• Add an assignment element to update status & rating
• Add a scheduled path
• Add a decision element to check if lead source changed
• Add action – call an Apex class to invoke lead assignment rule

Step 1: Setting Up Lead assignment Rule

• Click Setup .
• In the Quick Find box, type Lead Assignment Rules .
• Click on the Lead Assignment Rules | New button .
• Now create an assignment rule, as shown in the following screenshot:

Step 2: Create an Apex class and Test class

Now, we have to understand a new Apex annotation i.e . @InvocableMethod . This annotation lets us use an Apex method as being something that can be called from somewhere other than Apex . The AssignLeadsUsingAssignmentRules class contains a single method that is passing the ids of the Leads whose Lead Source changed to Partner Referral . Create the following class in your organization.

• In the Quick Find box, type Apex Classes .
• Click on the New button .
• Copy code from GitHub and paste it into your Apex Class.
• Click Save.

Step 3.1: Salesforce Flow – Define Flow Properties for Before-Save Flow

• In the Quick Find box, type Flows .
• Select Flows then click on the New Flow .
• How do you want to start building : Freeform
• Object : Lead
• Trigger the Flow When : A record is created or updated
• Condition Requirements: None
• Optimize the Flow For : Fast Field Updates
• Click Done .

Step 3.2: Salesforce Flow – Using Decision Element to Check the Lead Source

Now we will use the Decision element to check the lead source to ensure that it is equal to Partner Referral.

• Under Toolbox , select Element .
• Drag-and-drop Decision element onto the Flow designer.
• Enter a name in the Label field; the API Name will auto-populate.
• Under Outcome Details , enter the Label the API Name will auto-populate.
• Resource: {!$Record.LeadSource}
• Operator: Equals
• Value: Partner Referral
• When to Execute Outcome : Only if the record that triggered the flow to run is updated to meet the condition requirements

Step 3.3: Salesforce Flow – Adding an Assignment Element to Update Rating and Status

• Drag-and-drop the Assignment Element element onto the Flow designer.
• Enter a name in the Label field- the API Name will auto-populate.
• Field: {!$Record.Rating}
• Add Condition
• Field: {!$Record.Status}
• Value: Working – Contacted

• Click Save .
• Enter Flow Label the API Name will auto-populate.
• Click Show Advanced .
• API Version for Running the Flow : 53
• Interview Label : Record-Trigger: Lead Before Save {!$Flow.CurrentDateTime}

Step 4.1: Salesforce Flow – Define Flow Properties for After-Save Flow

• Field : Lead Source
• Operator: Euqals
• Optimize the Flow For : Action and Related Records

Step 4.2: Salesforce Flow – Add Scheduled Paths

• Under SCHEDULED PATHS , click on the New Scheduled Path .
• Under Scheduled Path Details , enter the Label the API Name will auto-populate.
• Time Source : Lead: Last Modified Date
• Offset Number : 1
• Offset Options : Minutes After

Step 4.3: Salesforce Flow – Adding an Action to Call Apex class to Trigger Lead Assignment Rule

• Drag-and-drop the Actions element onto the Flow designer.
• Select the AssignLeadsUsingAssignmentRules Apex class.
• Field: LeadIds
• Value: {!$Record.Id}

• Interview Label : Record-Trigger: Lead After Save {!$Flow.CurrentDateTime}

Proof of Concept

Now onward, if a business user updates the Lead Source to Partner Referral , Process Builder will automatically update Status , Type , and Assign it to the right user or queue based on the lead assignment rule.

Monitor Your Schedule Flow

To monitor Flows that are scheduled, navigate to the following path:

• Navigate to Setup (Gear Icon) | Environments | Monitoring | Time-Based Workflow .

• Use the Delete button to delete the time-based Flow job from the queue.

Formative Assessment:

I want to hear from you! What is one thing you learned from this post?  How do you envision applying this new knowledge in the real world? Let me know by Tweeting me at @automationchamp , or find me on LinkedIn.

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9 thoughts on “ running lead assignment rules from salesforce flow ”.

It ran repeatedly, every minute, over and over again. I was getting notification email every minute when testing. I did the same steps as you mentionned, with a record triggered flow containing the apex action.

I found that this ran repeatedly, every minute, over and over again. Was easy to spot because I modified the Apex to include sending the user notification email as well – so I was getting notification email every minute when testing.

When I updated the ‘Time Source’ in the flow scheduled path from ‘Time Source: Lead: Last Modified Date’ to ‘Time Source: When Lead is Created or Updated’ that seems to have solved the problem.

Was curious if you had the same experience or if there was some other nuance happening.

It also looks like you had originally intended to use a decision element in step 4.3 but changed that to flow entry requirements, likely because the scheduled path can’t assess the prior and current values the same way the starting node can.

Thank you for sharing your valuable feedback. I have a quick question for you: When executing the Apex class, do you utilize a Record-triggered Flow or a Scheduled-triggered Flow?

after the apex class fires, noticed the lead owner is assigned to default lead owner, instead of using lead assignment rule. Any clue?

Thank you for an excellent tutorial 🙂 you solved my problem! Very much appreciated

Anyone getting issues with an error on mass updates “Apex error occurred: System.QueryException: List has more than 1 row for assignment to SObject “? if each one is called individually, I don’t understand how there is more than 1 row for assignment. Sometimes I get an email with this error only to see that the trigger actually worked for the specified record so a bit odd. Thanks!

Thank you for the great tutorial. Why add the 1 minute wait? Is that just to take avoid too much synchronous automation? Or is it required for another reason?

You’re right Kevin (to make the process asynchronous).

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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. 

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Getting Started with Lead Assignment Rules in Salesforce

Lead Assignment Rules in Salesforce are a powerful tool that allow your GTM (Go-To-Market) teams to automate the process of generating leads and assigning them to the most suitable sales representatives based on specific criteria. Managing and assigning leads becomes key, particularly when dealing with high daily volumes and considering the priority of leads based on various factors. And, as we all know, speed to lead is crucial : if you waste even one minute, your conversion plummets by a shocking 391%.

Ideally, your organization should employ different lead assignment rules tailored to your go-to-market strategies and motions. For instance, the assignment rules for leads generated from a demo request on your website may differ from those for leads obtained through downloading an ebook.

A lead assignment rule consists of a prioritized set of rule entries that dictate how leads are assigned throughout your go-to-market motions, either to a specific user or to a Salesforce Queue. These rules are automatically triggered when leads are created and can also be applied to existing records.

However, there is one significant constraint with Salesforce assignment rules: only one can be active at any given time. This means that as your business scales and you implement multiple business processes, you'll need to consolidate all the complex logic into a single comprehensive assignment rule with multiple rule entries. As you can imagine, managing, maintaining, and updating such an operation can become increasingly challenging over time.

Salesforce Lead Assignment Rules Examples

• Leads from Enterprise Accounts with ARR greater than $200M are assigned to Enterprise SDR Queue.
• Leads from accounts with ARR greater than $50M (and less than $200M) are assigned to Mid Market SDR Queue.
• Leads reaching Nurture Lead Status are directed to SDR 1.
• Irrelevant leads with a ‘gmail.com’ domain are routed to a dummy user and disregarded.
• Distribute leads to reps based on their respective sales territories.

Salesforce Lead Assignment Rules: A step-by-step guide

Here is a step-by-step guide to help you set up Salesforce Lead Assignment Rules in keeping with your business needs and sales strategies.

Step 1: Log in to Salesforce:

Access your Salesforce account using your credentials.

Step 2: Navigate to Setup:

Click on the gear icon in the screen's upper-right corner to access the Setup menu.

Step 3: Access Lead Assignment Rules:

In the Setup menu, search for "Lead Assignment Rules" in the Quick Find box. Click on "Lead Assignment Rules" under the "Leads" section.

Step 4: Create a New Rule:

Click on the "New Lead Assignment Rule" button to create a new rule.

Step 5: Define Rule Entry Criteria:

Enter a suitable name for the rule and specify the rule's entry criteria.

You can decide whether to write a formula or build a prioritized set of rule entry criteria. The logic you define determines the conditions that need to be met for the rule to trigger.

Step 6: Specify Rule Assignments:

Choose the desired assignment method for your leads. Salesforce provides different assignment options, such as assigning leads to Queues or specific users. Select the appropriate option based on your business requirements, and (optionally) choose an email template to be sent to the new owner of the lead.

Step 7: Save and Activate the Rule:

Once you have configured all the necessary settings, click the "Save" button to save the lead assignment rule. After saving, activate the rule to make it operational.

Step 8: Test and Validate:

It is essential to test the rule and ensure that leads are being assigned as expected. Create test leads and verify their assignments based on the defined criteria. Make any necessary adjustments or refinements to the rule if required.

Salesforce editions and permissions for Lead Assignment Rules

After gaining an understanding of how lead assignment rules can benefit your business and determining their suitability, you may wonder, "Do I have the appropriate Salesforce edition?" The short answer is, “Yes.” Salesforce has now made this feature available in every edition.

In terms of user permissions, certain requirements must be met to view and edit lead assignment rules in Salesforce. Users must have the "Manage Leads" permission and the ability to "View Setup and Configuration" in order to access lead assignment rules. For editing purposes, users need the "Customize Application" permission along with either the "Modify All Data" or "Modify Leads" permission. If you are unable to locate this section in Salesforce or encounter difficulties with viewing or editing assignment rules, reach out to your Salesforce administrator to verify that you have the necessary permissions in place.

Assignment rules limits and challenges

Salesforce Lead Assignment Rules, while suitable for small teams with straightforward rules, come with significant limitations that can hinder efficiency for larger teams. These limitations become more apparent as the volume of leads increases and more complex use cases arise.

One major drawback is the stringent limits imposed by Salesforce on the number of rules, entries, and actions allowed per rule. These limits are illustrated in the following table:

However, there are additional factors to consider when utilizing assignment rules in Salesforce. It is crucial to be aware of the following challenges before embarking on building your entire logic using Salesforce's native functionality:

• Limited to Leads and Cases: Assignment rules only apply to the lead and case objects. While this may suffice for simple and initial use cases, it falls short when implementing ABM (Account Based Marketing) strategy or when the need to route Opportunities arises.
• Complex QA and Audit: Salesforce's native functionality lacks versioning or debugging tools, making testing and troubleshooting assignments a laborious task. Additionally, there is no built-in record of why a lead was assigned in a particular way, further complicating the auditing process.
• Limited Assignment Options: When using assignment rules, you can only assign a Lead record to a specific user or a Salesforce Queue. Managing more intricate assignments, such as round-robin distribution, becomes challenging and costly to implement within the confines of assignment rules.
• Single Active Rule: As mentioned previously, Salesforce restricts the use of only one active lead assignment rule at a time. This means that despite having multiple processes with distinct underlying logic, you are forced to consolidate them into a single, busy rule, making management and updates cumbersome.

Considering these challenges, it becomes evident that relying solely on assignment rules may not provide the flexibility and functionality required for more complex lead management scenarios.

How Sweep Simplifies Salesforce Lead Assignment

Although assignment rules in Salesforce offer a powerful solution with a short learning curve, we recognize that the drawbacks can become a significant pain point as businesses grow and the native Salesforce tools may not fully support your team's needs.

To address these challenges, we have developed Sweep's Assignment tool, a visual no-code solution designed to simplify the implementation of assignment logic within Salesforce. This empowers organizations to build their go-to-market motions while maximizing assignment efficiency. The benefits of using Sweep's Assignment capabilities include:

• Assigning any object: From Opportunities to Accounts & Contacts and custom objects, you can apply assignment logic across various Salesforce objects.
• Achieving full visibility: Gain a comprehensive understanding of your business processes and easily track where assignments are taking place.
• Managing round-robin groups: Distribute leads equally among sales representatives using round-robin assignment to ensure fairness, or add weights to better control assignments between reps.
• Simplifying territory management and assignment: Streamline the process of managing territories and assigning leads based on specific territories.
• End-to-end lead routing capabilities: Enhance the lead routing process with advanced features such as Lead Deduplication and Lead-to-Account Matching, ensuring that leads always receive a seamless buying experience.

If you have any questions or would like to learn more about how Sweep Assignment can assist your business as it scales, please don't hesitate to contact me at [email protected]. I would be delighted to show you around or provide further insights into Salesforce Lead Assignment Rules.

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Salesforce lead assignment rules – Salesforce Tutorials

Creating and managing salesforce lead assignment rules .

In this Salesforce tutorial we are going to learn about What is an assignment Rules , How can we create and manage Salesforce lead assignment rules, and why should we create assignment rules in Salesforce.

What is an Assignment Rule?

Assignment Rules are used to assign Leads and Cases automatically to the assigned users based on criteria. There are two types of Assignment Rules in Salesforce they are

•  Lead Assignment Rules and
• Case Assignment Rules.

What are Salesforce lead assignment rules?

Salesforce lead assignment rules defines the administrators to assign a lead to users and queues based on criteria. A lead can be generated either by manually or generated from the web.

What are case Assignment Rules?

Salesforce lead assignment rules defines the administrators to assign a Case to users and queues based on criteria. A Case can be generated  by manually , generated from the web to case, Email to case etc.

How to create Salesforce lead assignment rules?

Creating and Managing Salesforce lead assignment rules are very important. Let us learn how to create lead assignment rules in Salesforce.com. To create assignment rules login Salesforce and navigate to Setup | Build | Customize | Lead | Lead Assignment Rules.

• Click on Lead assignment rules as shown above.

Click on New Button to create new Salesforce lead assignment rule.

• Enter Rule name.
• The assignment rule must be activated as shown above.
• Click on Save button.

There are only one standard rule in our salesforce. If we create new Assignment rule in Salesforce the first standard rule will be automatically deactivated. At a single point of time only one assignment rule is active. For a single rule there can be multiple rule entries.

• When creating Rule entry we have to learn about these three Order number, Criteria and Assigned to.

How to create New Rule entries in 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.

Learn how to create Email template in Salesforce.

We have created two Rule entries with order 1 and Order 2. In this Salesforce lead assignment rules, Generated leads will be automatically assigned to the country United State and Country United Kingdom.

Conclusion :

In this Salesforce Tutorial we have learned about What is Assignment rule and How to create Salesforce lead assignment rules. Like wise case assignment rules are also similar to lead assignment rules.

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