Round Robin Assignment for Leads - Answers - Salesforce Trailblazer Community
Ask Search:
Sourav PSourav P 

Round Robin Assignment for Leads

Hi, Can anyone plz suggest, how can i implement a Round robin or Balanced load methods for assignments of Leads ? Also, if any good  free apps available?  Thanks
Best Answer chosen by Sourav P
Hybin JosephHybin Joseph
Hi Sourav,

Check these links :

https://www.shellblack.com/administration/create-a-round-robin-lead-or-case-assignment-rule/

and this article :

https://help.salesforce.com/apex/HTViewSolution?id=000004000

All Answers

Naveen DhanarajNaveen Dhanaraj
Hi Sourav,

How do I create a round-robin assignment for Leads or Cases to users?---------->https://help.salesforce.com/HTViewSolution?id=000004000
Hybin JosephHybin Joseph
Hi Sourav,

Check these links :

https://www.shellblack.com/administration/create-a-round-robin-lead-or-case-assignment-rule/

and this article :

https://help.salesforce.com/apex/HTViewSolution?id=000004000
This was selected as the best answer
Sourav PSourav P
Dear All, thanks, i have one queue ( with all internal users), teh formula says to put
MOD(VALUE({!Lead_Number__c}) ,3) +1
what should i take here in place of 3 ? ( I think 3 is if there is 3 queues). So it works only for queue members ( keep assigning round robin to all the existing members inside it ?) , So if i have one queue ( with all users) , shall i put the formula as,
MOD(VALUE({!Lead_Number__c}) ,1) +1
plz suggest. thnx

 
Hybin JosephHybin Joseph
Its actuallyt the number of ppl in ur Assignment so if there are 5 ppl u want to assign leads one by one then u use MOD(VALUE({!Lead_Number__c}) ,5) +1

How many user in ur queue?? Thats gonna be the number u put in there
Sourav PSourav P
Ohh, Its around 32. So i can put 32 ( any number will do ? ), also can you plz suggest me some material to create balanced load, as my org is preferring more on balanced load compared to Round robin , Thanks Hybin
Sourav PSourav P
sry, i mean any number is there is no upper limit or any maximum limit. like if i have 40 members tomorrow i can put 40 ?
Hybin JosephHybin Joseph
Ya but ull need to also create ur lead assignment rules so look at point 3 in the article :

3. Use the value of this formula field in your lead assignment rules to assign lead records to different queues or users:
Round_Robin_ID = 1 is assigned to Queue A (User 1)
Round_Robin_ID = 2 is assigned to Queue B (User 2)
Round_Robin_ID = 3 is assigned to Queue C (User 3)
Round_Robin_ID = 4 is assigned to Queue C (User 4) and so on so ull need to create asn assignment rule as well for all ur 32 or 40 users whatever.

Sorry I am not sure about Load Balance...
Sourav PSourav P
So, i have to create 32 such lines if i have 32 users in a queue ?
Or i divide each 32 users as 3 queue and assign round robin to only 3 queue. But i think then one task goes to all the queue members and anyone can take it.
If i put all users ( 32 lines), then it will go to one by one to all 32 users, isnt it. once it will finish 32, it will repeat, Am i correct ?
Sourav PSourav P
Hi Hybin,  sorry but actually i am not able to understand , the assignment number. If i put 3, then it will rotate the assignment between the queue members or for each users i have to create an assignment ( e.g 32 ) ? as i can see below screenshot, there are number of users, but in the formula it has taken just 3. and its rotating amonth the users. Can you plz clarify me , i am confused.

User-added image
Hybin JosephHybin Joseph
So ur formula is wrong it needs to be MOD(VALUE({!Lead_Number__c}) ,32) +1 If u want it assigned to 32 ppl one by one and ur lead assignment will have 32 lines


Round_Robin_ID = 1 is assigned to Queue A (User 1)

All ur other numbers ere

Round_Robin_ID = 32 is assigned to Queue A (User 32)

I hope that wud help
 
Sourav PSourav P
Thanks Hybin, It clarified my confusion.
Sourav PSourav P
Sorry, Hybin. what happened when the Round_Robin_ID = 33 ? as there are only 32 users, so it will rotate and 33 will get assign to User 1 ?
Hybin JosephHybin Joseph
That's correct once 32 is over it will get assigned to user 1 again
Kamela AryaKamela Arya
I just released RRLA- Round Robin Lead Assignment on the Appexchange.  It is free for limited use. And I'll be adding on support for Accounts in a few months.
https://appexchange.salesforce.com/listingDetail?listingId=a0N3A00000EWDR6UAP
Peter ReidPeter Reid
Kamela- I just installed the app and intend to test it for use case.  Do you have any info on the limitations for free use vs. purchased?

Thanks!
Kamela AryaKamela Arya
Hi Peter,
With the free version you get 2 custom matching fields, 2 RR assignment group, each with up to 10 members.  After that there is tiered pricing based on increments of these items.  See below.  Contact me any time with questions.  I have a new version coming out soon that will support mass re-assignment using a field or list button as well as support for multi-select picklists on lead.  Account round robin support is also coming but later in the year.

User-added image



 
Heather CreelHeather Creel
I have a similar use case - I have 5 different queues that each need a round robin assignment. Would I need 5 separate formula fields & auto number fields in order to keep the counter for each queue? 
Hybin JosephHybin Joseph
Hi Heather,

So u want to assign the leads one by one to 5 different queues or is it just different queues and different rules alltogether
Heather CreelHeather Creel
5 different queues - each queue has its own rules/criteria logic. So the queue members of queue A receive leads with a value of 1-5, queue B receive leads with a value of 6-30, etc. And the rotation should rotate the leads landing in each queue round robin style amungst the queue members of each queue. 
Kamela AryaKamela Arya
Hello Heather, You can check out RRLA https://appexchange.salesforce.com/listingDetail?listingId=a0N3A00000EWDR6UAP It will do exactly what you are asking. *Kamela Arya | Janati Consulting* karya@janaticonsulting.com | (415) 531-1436 | www.janaticonsulting.com *Check out my App - Round Robin Lead Assignment on the Salesforce AppExchange*
Heather CreelHeather Creel
Thanks unfortunately a paid app is not an option at this time and we exceed the paramters for the free version. 
Kamela AryaKamela Arya
Oh, yes I see I have responded before. I'm coming out soon with RRLA 2.0 which will have even more exciting new features. We have over 75 companies using RRLA and no bugs so far but you can see where we need to charge to keep up the good service. But if you want to negotiate email me at karya@janaticonsulting.com and maybe we can come up with a price that works for you! If it solves your business problem efficiently and effectively it could be worth it! *Kamela Arya | Janati Consulting* karya@janaticonsulting.com | (415) 531-1436 | www.janaticonsulting.com *Check out my App - Round Robin Lead Assignment on the Salesforce AppExchange*
Shubham AgrawalShubham Agrawal
Hi Heather, your explanation is a bit unclear to me. As per my understanding you have,
- 5 queues with different numbers of users.
- You wan to assign each incoming lead to different queue and to a different user along with it ?
 
Heather CreelHeather Creel
Correct, each queue has different lead criteria. So the users within those queues need round robin distribtion.However, after talking with SF we discovered this couldn't be done with regular round robin assignment and we saught out a free app. https://appexchange.salesforce.com/listingDetail?listingId=a0N30000000q4keEAA 
Radhika ShetRadhika Shet
Hi all,
Please visit the below link for your RoundRobin record assignments. Its a free app.
R-Robin helps you in automatically assigning your records to the users defined in the queue also considering your leaves/holidays/events. It can be used for any standard and custom object.
https://appexchange.salesforce.com/listingDetail?listingId=a0N3A00000F2aHYUAZ
 
Surender reddy SalukutiSurender reddy Salukuti
Hi Heather cree Madam,
 question- I have dought on Round robin implementation.

actually i have 3 queues in each queue there are 10 members,  how can i assiagn equal number of leads to 3 queues and also how i can assign leads to  inside queue members 
 and how can i write formula for that 
Kamela AryaKamela Arya
Hi Surender,
You can use Janati's Free Round Robin App for up to 2 Round Robin Assignment Groups.  After that, cost for additional groups is quite low and not based on use licenses. 
https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000EWDR6UAP
See Pricing here
https://www.janaticonsulting.com/round-robin-lead-assignment
Kathleen CarrollKathleen Carroll
We provide a decision table based AppExchange App to automate Lead Assignment. Does round robin with load balancing. Also, you can layer other assignment techniques - Account-Based assignments, skills-based, teams, lead-to-account matching. The decision table approach (https://decisionsondemand.com/salesforce-lead-assignments/#foobox-1/0/axyhKnE-LxA) makes set up easy because it's like looking at an XL of how you want to assign. We can apply the same assignment rules to other SF objects - Opps, Contacts, Accounts, Cases, custom. We're located here (https://decisionsondemand.com/salesforce-lead-assignments/); or you can find us on the AppExchange at Decisions on Demand (https://appexchange.salesforce.com/appxListingDetail?listingId=a0N30000009vsUIEAY)
Deepak KumarDeepak Kumar
Hi Vyakar Lead Router offers many features for free including multiple round robin, lead to account matching, ABM segmentation etc.

https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000FvIdtUAF

I can set your organization, please let me know.
Courtney FeildCourtney Feild
What is the best way to make sure related leads are assigned the same owner when implementing the round robin?

Thank you!
Kamela AryaKamela Arya
Hello, RRLA is free for a limited number of users and set up. Round Robin Lead Assignment on the Salesforce AppExchange *Listen to the music of Anthony Arya *
Deepak KumarDeepak Kumar
Hi Courtney, 

Vyakar offers round robin assignment, and we are also able to identify related leads. We could help you implement the owner "affinity" for leads based on the company. 

Please drop me a line if you would like to discuss this

Deepak
Courtney FeildCourtney Feild
I think what I need are two separate solutions:

1. How can I implement a round robin based on lead source? For example, I have some lead sources that are distributed to two salespeople, while other sources are distributed among three. 
2. Our lead page layout includes Primary and Secondary Partner fields, which can be linked. Is there a way to automatically link these leads. Say based on address or order number fields, thus guaranteeing they are assigned the same lead owner?
Kamela AryaKamela Arya
Hi Courtney, RRLA will handle #1 out of the box.  That's exactly what it is designed to to do.  For #2, we've done similar things like assigned duplicate leads to same owner.  This would need to be managed with a trigger or potentially a process builder if there is a way to define the linking in advance.  In fact with RRLA you could even use the lead assignment rule for these specific assignments. If you can define who gets these leads with various Primary and Secondar fields filled out in advance then no custom work is needed. If you want them to go through Round Robin the first tiem and then on subsequent times match up (like duplicates) then that requires a custom trigger but even that is a very small project and not a high cost.  Email me at karya@janaticonsulting.com if you would like to set up a time to discuss.
Courtney FeildCourtney Feild
Hi,

In re-reading some of the early answers, I am wondering if round robins can be organized into different queues. For example:
  • Queue 1, equals Lead Source A, B or C- Round Robin IDs 1-3
  • Queue 2 equals Lead Source D or E- Robin Robin IDs 1-4
Thank you.
Deepak KumarDeepak Kumar
Hi Courtney, 

Vyakar's free app allows one round robin team, however if you have a very limited need (say just 2 round robin teams), I could get an approval for you to configure two round robin teams. Please drop me a line at deepak@vyakar.com if you would like to see how it works.

Deepak
Kamela AryaKamela Arya
RRLA by Janati has hundreds of customers using the free version. for Round Robin Lead Distribution. https://appexchange.salesforce.com/listingDetail?listingId=a0N3A00000EWDR6UAP *Kamela Arya | Janati Consulting* karya@janaticonsulting.com | (415) 531-1436 | www.janaticonsulting.com *Check out my App - Round Robin Lead Assignment on the Salesforce AppExchange* *Listen to the music of Anthony Arya *