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Assigning Leads Round Robin Style

  • Updated

The problem: You want to evenly distribute incoming leads. This is sometimes called a round robin style assignment.

The solution: Use Openprise and the infer task to do the assignment.

First, you’ll need to set up a table to use as the reference data for the infer task. Here is a simple spreadsheet that will be used to match any leads in the United States to a sales rep. There are two additional columns in this sheet that are required: Counter and Bypass.

Second, create a new data source using your sheet. Remember to set the attribute type for Counter = Whole Number, and attribute type for Bypass = Yes/No. Then, import the data.

Third, create an Infer task in a new or existing job as shown in the example below.

Notes on completing the Infer task template:

  1. My reference table is called “*Final Round Robin Routing Table”.
  2. I’m matching “OP Country Clean” to the reference table column “Country”.
  3. I’m using the Exact Match method, although you can use whichever match method is appropriate for your data and reference table.
  4. If more than one matches are found, I’ve selected “Write single value using counter”.
    1. NOTE: This feature is only available for Output Attribute #1. Users can choose to use a counter by configuring this option on only the first output attribute. 
  5. “Distribute value using the counter in” is set to the reference table column Counter.
  6. I also have a Bypass column in my reference table that I want to use, so I provide the column name in the template.
  7. And lastly, I want to assign the value in the column Owner Name to the output attribute "OP Assigned Sales Rep".

RRv2.png

What happens when you run the job?

When Openprise processes this infer task, sales reps will be assigned using the following criteria:

  1. The leads will be assigned in a manner to evenly distribute leads according to the counter in the reference table. That is to say, the values in the counter column will be incremented as each sales rep is assigned, and the sales reps will be assigned so the counters remain as equal to each other as possible.
  2. Leads will be assigned to all reps who have a Bypass value of “No”.

Here is a sample of the resulting data. Note that Rudolph has not been assigned because Rudolph’s bypass value equals “Yes”.  This bypass feature allows you to refrain from assigning leads to a sales rep on vacation, leave of absence, or other reason.

Here is a look at the reference Data Source after the job has been run.

  • Leads have been assigned to 8 of the 9 sales reps, and each rep’s counter is almost equal ( 28 or 29).
  • Rudolph has not been assigned any leads (the counter started at 1 and stayed at 1).

Using Varying Counter Values

If you want, you can alter the counter values to achieve different results. For example, if one of your sales reps, “Sam” had a counter value of 0, and the other reps had a counter value of 100, the first 100 leads run through this task would all be assigned to Sam. Then starting with the 101st lead, the remaining leads would be evenly distributed among all sales reps.

Hints

If you plan on modifying counter values and changing bypass values on occasion, it may be easier to set up a Manually Managed data source to contain your table. That way, you can modify values in Openprise and you don’t have to re-import the data.

 

Still Not Working?

Still getting unintended results? Contact your customer success team for assistance, we’re here to help!

 

 

 

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