Assign Leads or Cases automatically in Dynamics 365 CRM using Round Robin or Capacity Algorithm!

Lead Assignment and Distribution Automation – a Preferred App on Microsoft AppSource – is a productivity app that systematically allocates or distributes work items (Leads, Cases, etc.) recorded in Dynamics 365 CRM using round-robin or capacity algorithm.

So, if you have this amazing app installed in your CRM, you no longer have to worry about assigning workloads to your team as it will be taken care of by Lead Assignment and Distribution Automation in a very systematic and organized way. It will ensure the fair and even distribution of work items among the respective team members. As no manual intervention is needed, you can avoid cherry-picking and mismanagement while assigning workloads to your team members.

But how do you achieve this?

With the help of Assignment Rules, you can assign work items on the basis of the Round Robin or Capacity Algorithm.

Round Robin Algorithm

Consider a scenario where as a Sales Manager you want to assign the incoming Leads to your sales team consisting of 3 Sales Representatives – Sam, John & Mary. With this assignment rule, all the incoming Leads will be automatically assigned to your team members in the following manner – first Lead will go to Sam, the second one to John, third toMary, fourth will again go to Sam, and so on. This process will continue until all the Leads are assigned. In this way, you can avoid cherry-picking and mismanagement of Leads.

Capacity Algorithm

Now, consider a scenario where you want to assign Leads between the three Sales Representatives – Missy, Jacob & Leena –on the basis of their individual capacity. This is where the Capacity algorithm rule will help you.  In this rule, you can define the value for Leads (work items) and the individual capacity of team members in numbers. For example, you can set value for Missy as25, for Jacob 50, for Leena 100, and for Leads 25. Based on these values the leads will be distributed i.e. the first Lead will be given to Missy, second to Jacob, third to Leena, and fourth will be given to Jacob as Missy’s capacity is reduced to 0 after the allocation of the first Lead. Once the capacity becomes 0 for everyone, Leads will no longer be assigned. So, in this case, Missy will get 1 Lead, Jacob will get 2 Leads and Leena will get 4 Leads.  In this way, you can ensure the fair and even distribution of workloads among your team members.

Thus, with these two assignment rules, you can now easily manage the workloads and improve the productivity of your team members.

But wait, there is more!

Another one of the features of Lead Assignment and Distribution Automation is that you can distribute the work items to your team members in a sequence of your choice. The work items will be assigned from the lowest to highest sequence and will work for both Round Robin and Capacity algorithm. By default, all users will have a sequence and if no sequence is provided then the work items will be assigned by date (i.e. the date when a user is added in the queue).

That’s not all!

As you know, the records are assigned to the users as soon as they are created in the system. But now, if there arises a situation where you want to assign the record to another user if some specific changes occur in the said record then you can do the same. You have to just create a workflow or Power Automate Flow to enable automatic assignment on update of that record. For example, you can assign a Lead record with a status reason as ‘Not Ready’ to one of your teams and when the status reason changes to ‘Ready’ you can assign the same record to another team with the help of the following workflows:

Classic Workflow:

Power Automate Flow:

A handy app to have, isn’t it?

You can now download this handy app from our website or Microsoft AppSource and get first-hand experience of these amazing features.

Also, check out our set of 1 Click productivity apps for Dynamics 365 CRM/Power Apps.

For any automation queries or personal demo, feel free to contact us at crm@inogic.com

Until then – Stay Safe, Stay Healthy, and let’s not miss any Leads!