Introduction

This use case demonstrates how to use Automations Pro to automatically assign leads based on the sales region and assignment method. Both sequential and weighted assignment are supported, helping ensure that incoming leads are routed to sales reps promptly for follow-up.

Sequential assignment: Leads are assigned to sales reps one by one according to a predefined order.
Weighted assignment: Leads are distributed proportionally based on the weight assigned to each sales rep.

Note: Compared with Automatic Lead Assignment (Scheduled, Sequential), the solution in this article is better suited to lead assignment scenarios involving more complex routing rules.

Solution Design

To implement automatic lead assignment:

Create a Leads Form to collect basic lead information, including fields such as Person in Charge and Region.
Create a Sales Staff Allocation Form to maintain the sales reps available in each region and configure the lead assignment method.
Create an Automation Pro that runs whenever a new lead is added. The automation identifies the appropriate sales rep based on the lead's region and automatically assigns the lead to that rep.
If the Region field is empty, the lead is routed to a sales rep under Inside Sales.

The overall process is shown below.

Expected Result

Take weighted assignment as an example. Suppose two sales reps, Jane and Nella, are responsible for the Northeast Region, and leads should be distributed between them at a 2:1 ratio.

1. When the first and second leads with Region = Northeast are added to the Leads Form, Jane is automatically filled in as the Person in Charge.

2. When the third lead with Region = Northeast is added, Nella is automatically filled in as the Person in Charge.

How to Set Up

Step 1 Building the form

1) Leads Form

Create a Leads Form with the following fields:

Field Name	Field Type
Lead No.	Serial No.
Customer Name	Single Line
Phone Number	Single Line
Contact Name	Single Line
Job Title	Single Line
Person in Charge	Member
Region	Single Select
Lead Source	Single Select
Lead Details	Multi Line

2) Sales Staff Allocation Form

Create a Sales Staff Allocation Form with the following fields:

Field Name	Field Type
Sales Rep	Member
Region	Single Select
Assignment Order	Number
Assigned Lead Count	Number

Enter the sales reps for each region in this form. Configure the lead assignment method as follows:

Number of records for the same sales rep: Determines the rep's assignment weight. The more records a sales rep has, the greater their share of leads.
Assignment Order: Determines the order in which leads are assigned within the same region. A smaller number indicates a higher priority.
Assigned Lead Count: Records how many assignment cycles the corresponding entry has participated in. The initial value is 0. Each time the entry is selected for lead assignment, Automations Pro automatically increases the value by 1.

For example, suppose Jane and Nella are responsible for the Northeast Region and you want to assign leads at a 2:1 ratio, with Jane receiving leads before Nella within each assignment cycle. So create two records for Jane,one record for Nella and set their Assignment Order values to 1, 2, and 3, respectively.

Notes:

When the weight is 1:1, the configuration works as sequential assignment.
You can configure different assignment methods and weights for different regions. For example, the Northeast can use a 2:1 ratio, while the West can use a 1:1 ratio.

Step 2 Configuring Automations Pro

1. Creating an Automation Pro

After completing the form design, open the Leads Form and go to Extension > Automation Pro. Click +New Automation Pro and create an Automation Pro named Automatic Lead Assignment. Set Trigger Type as Form Trigger and select Leads Form as Triggering Form.

2. Configuring the Trigger Node

Select the trigger node and add Add record trigger event. With this configuration, Automations Pro is triggered whenever a new lead is added to the Leads Form.

3. Preprocessing Lead Data

Use an Add Formula node to preprocess the lead's region. If the Region field is empty, the automation categorizes the lead under Inside Sales, allowing it to be routed to an Inside Sales rep.

1) Adding an Add Formula Node

Add an Add Formula node under the trigger node.

2) Configuring the Formula

Rename the node Preprocess Lead Data. Select Formula Calculation as the calculation method, and click Set Formula to open the formula editor.

Enter the following formula: IF(LEN(Triggered Data--Region)>0, Triggered Data--Region, "Inside Sales") After configuring the formula, click OK.

3) Setting the Calculation Result Type

Set Calculation Result to Text.

4. Querying the Person in Charge

Use a Query Record node to identify the sales rep who should receive the lead based on the lead's region and the configured assignment rules.

1) Adding a Query Record Node

Add a Query Record node under Preprocess Lead Data.

2) Configuring the Query

Rename the node Query Person in Charge. Select Sales Staff Allocation Form as the Target Form. Add the following query condition: Region equals to any Preprocess Lead Data. This filters the Sales Staff Allocation Form to sales reps belonging to the corresponding region.

3) Adding Sorting Rules

Configure the following sorting rules:

Sorting Rule 1: Assigned Lead Count — Ascending
Sorting Rule 2: Assignment Order — Ascending

Automations Pro first selects the record that has participated in the fewest assignment cycles. If multiple records have the same Assigned Lead Count, the record with the highest assignment priority is selected.

5. Assigning the Lead to the Person in Charge

Use an Update Record node to write the sales rep returned by Query Person in Charge to the Person in Charge field of the lead.

1) Adding an Update Record Node

Add an Update Record node under Query Person in Charge.

2) Configuring the Update Record Node

Rename the node Assign Lead. Under Update, select Record at the node and select Trigger Data as the target node. Add Person in Charge as the field to be updated and set the field value to: Person in Charge = Query Person in Charge - Sales Rep

6. Calculating the Updated Assigned Lead Count

After assigning the lead, increase the selected allocation record's Assigned Lead Count by 1. This indicates that the record has participated in the current assignment cycle.