This use case demonstrates how to use Custom Buttons and Automations Pro to enable sales reps to quickly claim leads from a lead pool and return claimed leads when necessary.
Solution Design
Create a Lead form to store basic lead information, and grant sales reps permission to edit the required fields and records in the form.
Create the following Custom Buttons. Set the triggered action of each button to Run Automations, and configure an Automation Pro to perform the corresponding lead operation:
Claim Lead: When a sales rep clicks the button, the connected Automation Pro updates the lead status to Claimed and records the sales owner and claim time.
Return Lead: When a sales rep clicks the button, the connected Automation Pro updates the lead status to Returned and clears the sales owner and claim time.
Demonstration
1. Claiming a Lead
When viewing a lead whose status is Unclaimed or Returned, a sales rep can click Claim Lead to trigger the connected Automation Pro.
The automation immediately updates the lead status to Claimed and populates the Sales Owner and Claim Time fields, enabling the lead to be assigned to the sales rep with one click.
2. Returning a Lead
When a sales rep decides to return a Claimed lead to the lead pool, they can click Return Lead to trigger the connected Automation Pro.
The automation updates the lead status to Returned and clears the existing Sales Owner and Claim Time values. The lead is then available for other sales reps to claim.
Prerequisite
Step 1 Building the Form
Create a Lead form to store lead information. The form should contain fields such as Lead Status, Claim Time, and Sales Owner.
Configure the fields as follows:
Field Name | Field Type | Field Settings |
Lead No. | Serial No. | — |
Customer Name | Single Line | — |
Contact | Single Line | — |
Mobile Number | Single Line | — |
Sales Owner | Member | — |
Lead Status | Single Select | Set the options to Unclaimed (default), Claimed, In Follow-up, and Returned |
Claim Time | Date&Time | — |
Lead Source | Single Select | — |
Lead Details | Multi Line | — |
Step 2 Publishing the Form
In this use case, clicking a Custom Button updates the lead's status, claim time, and sales owner. Therefore, sales reps must be granted permission to edit the corresponding records and fields in the Lead form. Otherwise, the buttons may not work as expected.
Configure the permissions as follows:
1. Go to Publish > To Members, click Add Member, and select the members who need access. In this example, select the Sales Department.
2. Set the member permissions to Custom, and configure the following settings:
Name: Enter All Leads.
Actions: Select View and Edit.
Fields:
Enable Edit for Sales Owner, Lead Status, and Claim Time.
Enable View for all fields.
After completing the settings, click OK.
Claiming Leads
Step 1 Adding a Custom Button
Go to Extension > Custom Buttons, and add a new Custom Button.
Step 2 Configuring the Custom Button
Configure the button as follows:
Set Button Name to Claim Lead, and customize the button style as needed.
Add an availability condition: Lead Status equals any of Unclaimed or Returned
When the availability condition is not met, select: Show Unclickable Button
Enter the following custom prompt:
This lead has already been claimed or is currently unavailable for claiming.
Set the triggered action to Run Automations. Click + New Automation.
Step 3 Configuring Automations Pro
After you click + New Automation, you will be automatically directed to the automation design page.
Configure the Automation Pro so that when a sales rep clicks the button, the corresponding lead is updated to Claimed, and the sales owner and claim time are recorded.
1) Adding an Update Record Node
Under the trigger node, add an Update Record node.
2) Configuring the Update Record Node
Configure the node as follows:
Select Record at the node as the update target, and select Trigger Data as the target node.
Add the fields to be updated and assign the following values:
Field | Value Type | New Value |
Sales Owner | Field Value | Trigger Data > Triggered by |
Lead Status | Custom | Claimed |
Claim Time | Field Value | Trigger Data > Trigger Time |
Step 4 Selecting the Permission Set
Click Save & Enable to enable the Automation Pro.
Return to the Custom Button settings page, and click Save at the bottom of the page to save the button configuration.
After the button is saved, you will be directed to the permission-set selection page. Select the All Leads permission set, and click Complete to make the button available within this permission set.
Returning Leads
Step 1 Adding a Custom Button
In the Lead form, go to Extension > Custom Buttons, and add another Custom Button.
Step 2 Configuring the Custom Button
Configure the button as follows:
Set Button Name to Return Lead, and customize the button style as needed.
Add an availability condition: Lead Status equals Claimed
When the availability condition is not met, select: Show Unclickable Button
Enter the following custom prompt: This lead is currently unavailable for return.
Set the triggered action to Run Automations. Click + New Automation.
Step 3 Configuring Automations Pro
After you click + New Automation, you will be automatically directed to the automation design page.
Configure the Automation Pro so that when a sales rep clicks the button, the corresponding lead is updated to Returned, and the sales owner and claim time are cleared.
1) Adding an Update Record Node
Under the trigger node, add an Update Record node.
2) Configure the node as follows:
Select Record at the node as the update target, and select Trigger Data as the target node.
Add the fields to be updated and assign the following values:
Field | Value Type | New Value |
Sales Owner | Empty | — |
Lead Status | Custom Value | Returned |
Claim Time | Empty | — |
Step 4 Selecting the Permission Set
Click Save & Enable to enable the Automation Pro.
Return to the Custom Button settings page, and click Save at the bottom of the page to save the button configuration.
After the button is saved, you will be directed to the permission-set selection page. Select the All Leads permission set, and click Complete to make the button available within this permission set.
