Fundamental: Quick Setup Guide

Congratulations!  You're about to make your life, and that of your Team Managers, a whole lot easier.  We're going to assume that you've just installed SuperRoundRobin for Admins Only.  I recommend you read this short article on Important Concepts first.

SuperRoundRobin installs by default with support for the Lead, Account, Contact, Opportunity, Task and Case objects.  This guide sets up the simplest scenario with the Lead object - one team, no rules, all leads get assigned to the team in a round robin fashion.  Although this guide is for Lead setup, you use the same process for Account, Contact, Case, Task and Opportunity.  See this guide for other Standard and Custom Objects.  Once you are happy with the basic setup and want to include rules to segment records and route leads to specific groups, check out the MatchRule guide.

If you have installed into a Production org it will have allocated you a SuperRoundRobin license.  If you are using a Sandbox then SuperRoundRobin installs with a site-wide license so you don't have to worry about allocating licenses.  Click on the App Launcher (9 dots top left) and search for 'Super'.  SuperRoundRobin should appear as an App.  Click on that and you'll be in the SuperRoundRobin app with tabs like MatchGroup, Assignee Summary, MatchLog, etc.

Next, add yourself to the SRR Admin Permission Set.  Go to:

1. Setup > Permission Sets > SRR Admin 
2. Click Manage Assignments
3. Click Add Assignment
4. Find yourself in the list of Users and check the box and click Next and then Assign

This Permission Set assignment is required for anyone that needs to be able to configure SuperRoundRobin (usually admins, sometimes team managers).  Even if they are a System Administrator.

1. Go to the Utility Tools tab and switch off the objects you don't want to process in the Object Level Settings section.

We need to amend the Lead Layout to include the Use Round Robin picklist.  This is the field that controls whether SuperRoundRobin (SRR) is triggered or not for that record.

• Navigate to Setup > Objects > Lead
  
• On the Lead object, select Page Layouts
• Select the active layout and go to Fields
• Select Use Round Robin and place it on the layout (this field has the value TRUE or FALSE.   TRUE will trigger SRR to assign the lead. 
• Decide whether you want SRR to process all leads by default; if so, ensure the default for this picklist field is TRUE.
• Note: If you default to TRUE and have existing leads in the system that you don't want to be reassigned, you need to update all the existing leads' Use Round Robin value to FALSE
• If your object has Record Types defined, then set the Use Round Robin default for each record type Setup > Objects > Lead > Record Types
• By having this field on the layout your users can change this to FALSE when they manually enter leads
• This is an optional step because SRR will work fine without it - you just won't be able to change the value of the Use Round Robin field directly from the record

2. Set up MatchGroups

These are the objects that manage the lead assignments in SuperRoundRobin. A MatchGroup is the top level container for a collection of MatchRules and Assignees. Leads that match these MatchRules are assigned in a round robin fashion to the collection of Assignees.

• Go to the MatchGroup tab and click on New.  Give it a descriptive name.
• Leave the Operational Mode set to Round Robin.  Learn about Load Balancing here.
• Enter a Queue User; in a situation where all Assignees are out of office this is a user with whom leads are temporarily 'parked' until an Assignee becomes available. This could be a system administrator.
  
• Leave the Priority as 1 (use this when you have mutually non-exclusive MatchGroups)
• Leave the Optional Settings alone for now and hit Save

3. By default the MatchGroup is set to assign the OwnerId of the Lead Object

You are then redirected to the new MatchGroup page where we can edit the remaining settings.  At the top on the right we have the Object and Assignment Field settings.  We'll leave these at the default settings, but this is where you would change these if you were assigning a different field or different object.

4. MatchRules

The next section is for creating MatchRules - we're not creating any for this simple scenario - but read more about these here.

5. Add Assignees

As we are setting up a single team in this example, we add all the Assignees to this MatchGroup.

• Go to the Assignees section and hit New
• In the User lookup, find the user you want to add
• Leave MatchGroup set to the MatchGroup you just created
• Send Email Notifications: leave checked if you want the user to receive 'new lead' notifications
• Send SMS Notifications: check this if you want text alerts (learn more)
• Leave Capacity Threshold blank for now (learn more)
• Leave Distribution Ratio at 1 for now (learn more)
• Repeat the above for all the members of your team
• A license is automatically allocated to every User that you add as an Assignee

6. Quick test

The easiest way to check that SRR is running is to create a few test leads manually.  

• Head over to the Leads tab and create a new lead.  
• If you added the Use Round Robin picklist at the beginning of this guide, you'll should see the value TRUE for that field.  Set it to TRUE if you had defaulted it to FALSE.
• Fill in the required fields and save; SuperRoundRobin will assign the lead
• Check the Lead Owner - it should be one of the members of your team you added as assignees
• Head over to the MatchLogs tab and select the All list view.  You should see a record corresponding to the lead you just created.
• If Send Email Notifications was checked for that user, they should have received an email

7. Turn on the Queue Processor

When all your Assignees are unavailable, perhaps because they are all Out of Office, or Out of Hours, or at Capacity (etc), the record will be assigned to the Queue User (that you specified in step 2).

SRR runs a process every 10 minutes to attempt assignment of these 'queued' records.  To do a one-time setup of these jobs, go to the Setup and Status tab, scroll down and press the red button labeled Create Jobs.  Then SRR will automatically assign out the queued records as and when your Assignees become available again.

8. And Finally...

As your org and sales processes get more sophisticated SuperRoundRobin helps you keep it all automated: create more MatchGroups with MatchRules to specify where subsets of leads are routed, show your users how to set their Out of Office, and when you start doing multi-stage lead routing, variable distribution ratios, lead capping, assigning to owners of related Accounts, come back here to get all the guidance.  Oh and be sure to check out the Logs and Reports!

Need help?  Email [email protected].