Fundamental: Quick Setup Guide

For a simple round robin scenario with SuperRoundRobin v8

Ed Ralph

Last Update a month ago

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 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 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.

Quick Setup: Lead Object, Single MatchGroup, no MatchRules, Simple Round Robin

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

2. Then Edit your Lead Layout

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.
  • By having this field on the layout your users can change this to FALSE when they manually enter leads

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.
  • Against Object Type, provide the API Name of the object you want to automate assignment for.  This could be Lead, Case, My_Custom_Object__c etc.  This article is for automating lead assignment, so enter Lead.
  • 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 Advanced MatchRule Logic as OR (learn more)
  • Leave Check Existing Records for now (learn more)
  • Leave the Custom Email Template blank for now (learn more)

3. 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 MaxNewLeads 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

4. 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

5. Adding MatchRules

If you want only certain leads to be routed to this MatchGroup, this is when you need to create some MatchRules.  See Route Leads using MatchRules for step by step guidance on how to achieve this.  

6. 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]

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