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Defining the rules for lead-by-lead automatic allocation


Anindita Basu    Feedback

Automatic allocations work through the rules that you define. Every time that a lead is uploaded, these rules are evaluated to find a sales person who satisfies the defined rules. As soon as a matching sales person is found, the lead is allocated to them, and the next lead in the queue is picked up to repeat the process. If the allocation action fails, the app waits for 300 milliseconds and tries to do the allocation once more before giving up.

Leads can be received through any of the following methods:

  • Bulk upload
  • API call
  • Input form on the web and mobile apps

Automatic allocations work almost in real time. Sometimes, there could be a lag of up to 15 minutes for the allocations to be displayed on user devices.

How do the rules work

You compare a specific attribute of a lead or sales person to another attribute of the same data type. For example, you can compare the postal code of a lead to the postal code associated with a sales person, but you can't compare the postal code with the date of joining of the sales person because one data is text (or numeric) while the other is in the date-time format.

allocation rule example

The following attributes are available for rules:

  • All attributes of the new state of that leads module
  • All user attributes
  • All metrics defined for that leads module

The logical operators for building the rules depend on the data type of the attribute you use. For example, text data don't lend themselves to comparisons such as greater than or lesser than but can be used for operators such as equal to or not equal to.

Allocation rules are contained within rule sets. The method of evaluating the rule sets are like this:

  • First, the first rule set is picked.
  • All rules within that rule set are evaluated. This means, an AND operation is done.
  • If all of the conditions mentioned in the first set are true, it means a match has happened. The lead gets allocated. However, if even one of the rules in that set evaluates to false, the entire rule set is taken as false, and the second rule set is picked and the process repeated.

Leads are allocated in a round-robin manner. So, if 5 sales people are available and 8 leads, the first lead goes to Person 1, the second lead to Person 2, the sixth lead to Person 1 again, and so on.

Prerequisites

  • A list of sales people is available. If not, see Adding users. The leads that you upload are allocated to these people.
  • The Data Importer settings are set to Send it for auto allocation (Customize > Module Settings > Data Importer > Advanced Settings > What should happen to the record when no user is mapped to it).

Steps

  1. Log in to the Vymo web app.
  2. Click Customize > Module Settings. Click the Edit icon for the lead module for which you're creating the rules.
  3. Click Allocation Settings.
  4. Create a rule by selecting a parameter, the condition to evaluate, and the value to evaluate against.

     

  5. Add as many rule sets and rules as needed. The sequence in which you define the rules and sets is the sequence in which the rules are run. The rule sets are evaluated with an IF-ELSE logic. Within a rule set, the rules are evaluated with an AND logic.
  6. Click Save. You see a message that the changes are now saved as a draft.
  7. In the message box, click Go To Release Management so that you can move the changes permanently to the live configuration.
  8. Click Create a UAT release. Specify the release details and make sure to enter your own email ID because that's where you receive a one-time password (OTP) to continue with the process. Click Proceed.
  9. Enter the OTP you received in the email, and click Submit. Wait for a while till you see a confirmation message saying the process is complete.
  10. To see the changes, log out and log in again.

Results

To see the changes, log out of the app and log in again. Next time that you upload or add leads, these rules start running and the leads are allocated automatically to the sales team. You can see the allocations at Leads > Opportunities List. If the rules fail to allocate a lead, it's displayed on the list of leads available for manual allocation.

Time lag

There could be a delay of 15–30 seconds for a lead to be allocated, and displayed on the app.

See also


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