CRM Hack 18: How to ensure leads are assigned the first stage when attempting to create with an intermediate stage?

CRM Hack 18: How to ensure leads are assigned the first stage when attempting to create with an intermediate stage?




Hello everyone !

We shared a hack earlier on leveraging blueprint to restrict users from creating leads from an intermediate stage. Let's take it one step ahead. This week's hack helps assign the 'first stage' to a lead created at an intermediate stage. And this change in the lead stage is notified to the manager concerned. 

Let's consider a sales process with eight Lead Statuses - Attempted to contact, Contact in Future, Contacted, Pre-Qualified, Event scheduled, Event updates, Convert Lead and Lost Lead. The hack triggers a workflow when a user tries creating a lead from any stage other than 'Attempted to contact'.  Here, the workflow assigns the lead stage as "Attempted to contact" - and triggers an email to the manager. A one-off notification is fine. However, repeated notifications from a select set of users indicate a knowledge gap that needs addressing through training. Right here is a cue for you to take necessary corrective action and enhance your team's productivity.

Create a template with a sample content before proceeding further. More on that here

Steps:

Go to Setup -->Automation --> Workflow rules --> Create Rule --> Select the Leads module --> Update the Rule Name and Description --> Click on Next --> Select On record action --> Select Create-> Click on Next --> Select Lead status Isn't "Attempted to contact"->Click on Next --> Select Instant Actions-> Field update-> Update the rule Name --> Select Lead Status from the pick list --> Pick the first status as defined in your sales process.




To associate an email template, from the same screen Click on ACTION listed under Instant Actions --> Send Email--> Add "Lead Owner's Manager"-->Click on Select Template and select the already created Email template -->Save the workflow.

Note: Once implemented, this hack restricts you from creating leads from other stages even if there is a valid need. For example, say you get a lead who is already pre-qualified. Use this hack judiciously and make sure your team is informed about the changes in advance.

Hope you found it useful. Do try and let me know how it works. Replicate this hack across other modules and stages as required. Hope you found it useful. 

Check out the other hacks shared in this series here.

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