How To: Changing Lead Assignments (Recruiter Assignment Automation)

Body

 

Topic

Changing Lead Assignments (Recruited Assignment Automation)

Environment (Products involved such as e.g. hardware, software, network)

Computer, Salesforce

Resolution or Steps

We have automation that assigns prospects to our recruiters based on the program of interest they choose on the request for information form. When there are staffing changes or recruiter assignments are adjusted (they trade off, remove, or add, different programs of interest), these changes need to be made in the lead assignment rules in Salesforce so that the prospects under those programs are automatically routed to the correct recruiter going forward.

Important: If you need to add a new program that was not previously assigned, do not proceed. You must first make sure the program added to the picklist for the Program Field on the Prospect (Lead) object and added as an option on the request for information . Once this is completed, you may continue with the steps below.

1. Open Salesforce and sign in. Click on the gear icon in the upper right hand corner and then on setup.

“A Salesforce toolbar shows the gear icon menu open. The gear icon at the top right is outlined with a red box. The dropdown menu displays three options: ‘Setup’ at the top, which is outlined with a red box; ‘Marketing Setup’; and ‘Developer Console.’ Each option includes a corresponding gear or tool icon.”

2. Type “Lead Assignment” into the search bar and click on Lead Assignment Rules in the results.

“A Salesforce Setup page showing the ‘Lead Assignment’ search results. In the left sidebar, the Quick Find search bar contains the text ‘Lead Assignment’ and is outlined with a red box. Below it, under the Marketing section, the option ‘Lead Assignment Rules’ is visible and outlined with a red box. The top navigation bar displays the Setup tab and Object Manager tab.”

3. Click on the Recruiters rule in the list of assignment rules.

“A Salesforce Setup page for Lead Assignment Rules. A table lists available rules with columns for Action, Rule Name, Active, and Created By. The rule named ‘Admissions’ appears in the Rule Name column and is outlined with a red box. To the left of it, the Edit link appears under the Action column.”

 

4. Scroll down to the recruiter that you need to edit and Click on the edit link on the left.

 

“A Salesforce Lead Assignment Rule detail page for the rule named ‘Admissions.’ A table lists assignment rule entries with fields such as Order, Criteria, and Assigned To. A long list of criteria rows is visible. On the far right, the ‘New’ button is outlined with a red box.”

“A Salesforce Lead Assignment Rule page titled ‘Recruiters.’ The Rule Detail section shows the rule name and created information. Below, in the Rule Entries table, the first row shows fields for Order, Criteria, and User. The Order field box in the first row is outlined with a red box. Several criteria lines are listed, each beginning with ‘((1). equals(Program_of_Interest__c, … )).’ The left sidebar is not visible in this view.”

5. Make the necessary changes.

  • If you would like to change the owner of an existing list of program assignments, you can click on the magnifying glass next to the current user assigned (See figure 1 in the image below) to search for a different user.
  • If you need to switch a program from one recruiter to another, first edit the recruiter you need to add this program to. You can enter ispickval (Program_of_Interest__c, “Enter the Program Of Interest Here”), as a line of code in the formula entry box, or you can copy and paste a line of the code and replace the program title. Please see the example below. You can then go to the other recruiter and delete the same line from their formula.

 

  • The title of the program must be exactly as it appears in the program of interest picklist.
  • You must always separate each line by closing off the parenthesis and adding a comma.
  • The last line of the code needs to have two parenthesis without a comma to close off the entire formula.
  • Always click the ‘Check Syntax’ button below the formula box to see if there are errors and correct as needed.

Example:  if you want to add Auto Body Collision Technology to the recruiters list below, you will enter the following after Fluid Power Technology: ispickval (Program_of_Interest__c, “Auto Body Collision Technology”),

Original Formula:

OR(ispickval(Program_of_Interest__c,"Dental Assistant"), ispickval(Program_of_Interest__c,"Automation Robotics Engineering Technology"),

ispickval(Program_of_Interest__c,"Medical Assistant"),

ispickval(Program_of_Interest__c,"Nursing Assistant"),

ispickval(Program_of_Interest__c,"Plastics Technology"),

ispickval(Program_of_Interest__c,"Fluid Power Technology"),

ispickval(Program_of_Interest__c,"Station Tech"))\

Edited Formula:

OR( ispickval(Program_of_Interest__c,"Dental Assistant"), ispickval(Program_of_Interest__c,"Automation Robotics Engineering Technology"),

ispickval(Program_of_Interest__c,"Medical Assistant"),

ispickval(Program_of_Interest__c,"Nursing Assistant"),

ispickval(Program_of_Interest__c,"Plastics Technology"),

ispickval(Program_of_Interest__c,"Fluid Power Technology"),

ispickval (Program_of_Interest__c, “Auto Body Collision Technology”),

ispickval(Program_of_Interest__c,"Station Tech"))

“A Salesforce Lead Assignment Rule entry page titled ‘Recruiters.’ The section labeled ‘Step 2: Select the criteria for this entry’ displays a large multiline text box containing multiple OR‑grouped criteria referencing the field ‘Program_of_Interest__c.’ This criteria text box is outlined with a red box and labeled ‘Figure 2 – Change Program.’ To the right of the criteria box is a list of available fields. Below, in ‘Step 3: Specify the user or queue to assign the lead to,’ a dropdown labeled ‘User’ is shown with the selected value ‘Kathy Fuller,’ and this area is outlined with a red box labeled ‘Figure 1 – Change User.’ At the top of the page is a description: Enter the rule entry name and specify criteria.”

6. Click Save.

“A Salesforce Lead Assignment Rule Entry page titled ‘Recruiters.’ At the top, Step 1 shows a blank text field for the Rule Entry Name. Step 2 shows a large multiline criteria text box containing multiple OR‑grouped conditions referencing the field ‘Program_of_Interest__c,’ with a list of available functions to the right. Step 3 displays assignment settings with a dropdown labeled ‘User’ showing the selected value ‘Kathy Fuller’ and an option for ‘Use active Assignment Owner.’ At the bottom right, the ‘Save’ button is outlined with a red box.”

Complete

  • You have now successfully completed your changes.

Summary:

You have not completed your changes on lead assignment rules. Please note that all changes are effective going forward, they will not retroactively change. You can bulk reassign if needed. Please have the users submit a ticket to request this change.

Details

Details

Article ID: 141780
Created
Mon 2/28/22 3:33 PM
Modified
Mon 3/2/26 11:12 AM