How to Set Up Real-Time Weighted Lead Assignment? - Jodoo

In this article, we use a sales use case to introduce how to automatically allocate leads in a weighted way through Automation Pro in Jodoo.

What is Automatic Leads Assignment?

Leads are the raw information obtained from the first contact with the customer. It is located at the front end of the transaction and provides the basic information for developing customers and generating business opportunities.

There are two types of automatic lead allocation, namely, sequential allocation and weighted allocation.

Sequential allocation: According to the preset order, leads are allocated to salespersons individually.
Weighted allocation: According to the weight value of the salesperson, the leads are allocated to the salesperson proportionally.

In this use case, leads will be automatically allocated according to sales regions and weights to ensure customer leads get timely follow-up.

Demonstration

For example, there are two salespersons, Lily and Alice, in New York. Leads are assigned to them based on a 2:1 ratio, meaning Lily receives twice as many leads as Alice.

When you add the first and second Region New York leads to the lead form, the form will automatically fill in Lily as the responsible person. When you add the third Region New York lead to the lead form, the form will automatically fill in Alice as the responsible person for the lead.

Prerequisite

To implement this feature, you need first to create the following two forms.

1. Build a Leads Form and configure it as follows. It allows your business to collect important contact details for leads, such as their email, phone number, and address. Your sales team can then use this information to convert leads into paying customers.

Field Name	Field Type
Lead Number	Serial No.
Client Name	Single Line
Phone	Single Line
Contact Person	Single Line
Position	Single Line
Person in Charge	Member
Region	Single Select
Source of Leads	Single Select
Leads Details	Multi Line

2. Build a Sales Staff Allocation Form and configure it as follows. This form is used to record sales information and set up sales allocation weights.

Field Name	Field Type
Sales Name	Member
Region	Single Select
Allocation Sequence	Number
Number of Leads Allocated	Number

You need to enter information about salespeople under each region in this form. You can set assigning rules for leads through the following configuration.

Allocation Sequence: refers to the sequence in which leads are allocated within the same region. The smaller the number, the higher the priority. For example, there are two sales in New York, Lily and Alice, who want to be assigned leads in the order of 2:1 weighting. So, you need to enter 2 pieces of Lily's data, and set the allocation sequence to 1 and 2; and 1 piece of Alice's data, and set the sequence to 3.
Number of Allocated Leads: refers to the number of times a salesperson has been assigned leads within their designated region, starting with an initial value of 0. Each time the salesperson is assigned leads, the Automations Pro will automatically increment the count by 1, signifying their participation in that round of lead assignment.

Notes:

(1) When the weight is 1:1, the allocation method is sequential.

(2) It supports customized settings for each region's allocation method and allocation weight, such as a 2:1 weight for New York and a 1:1 weight for Washington.

How to Set Automatic Leads Assignment?

Step 1 Add Automations Pro

Go to the Extension of Leads Form. Add an Automations Pro and rename it as Automatic Leads Assignment. Select Form Trigger and Leads Form.

Step 2 Setting Nodes

Click the trigger node and Add Trigger. Choose Add Record as the trigger.

Step 3 Pre-processing of Leads

Use the Calculation Node to preprocess the lead data. The purpose of this pre-processing step is to categorize leads by region so that sales personnel can be allocated leads based on the corresponding regions later on.(目的）

If the Region in the Leads Form is not in the list of allocated regions or the Region field is empty, the lead will be categorized under the Telemarketing Region. Then, the leads can be assigned to the Telemarketing Region's sales force.

1. Add a Calculation Node below the trigger node.

2. Rename the node as Pre-processing of Leads and choose Formula Calculation. Click Add Formula to edit the formula to IF(LEN(Triggered Data)>0, Trigger Data-Region, "Telemarketing Region"). Click OK after configuration.

3. Choose Text as the Calculation Result.

Step 4 Querying Person in Charge

By query records, you can set sorting rules and then query records to find a suitable salesperson.

1. Add a Query Record node below the Pre-processing of Leads node.

2. Rename the node as Query Person in Charge. Select the Sales Staff Allocation Form as the Target Form. Click Add Condition and configure it as below.

3. Set up the following sorting rules. Based on the filtered data of all salespeople, you can filter the salespeople with the highest assignment priority.

Sorting Rule: Select Allocation Sequence and click Asc.

Step 5 Allocating Leads to the Person in Charge

By updating records, you can update the value of the Person in Charge field in the leads form according to the query result.

1. Add an Update Record below the Query Person in Charge node.

2. Configure the Update Record as the following.

Rename the node as Allocate Leads.
In Update, choose the object as Record at the nodes and target node as Triggered Data.
Set the field value as Person in Charge.
Configure it as Person in Charge=「Field Value」Query Person in Charge-Sales Name.

Step 6 Saving and Enabling

After completing all the configuration, click Save&Publsih to implement this Automations Pro.

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👉I can't wait to SET AUTOMATIC LEADS ASSIGNMENT.

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