How to Create Lead Assignment Rules in Salesforce for Automatic Routing

By Liz Kao, Jon Paz

If your company generates a lot of leads, assignment rules can help distribute the workload in Salesforce and get leads to the right users. Assignment rules give you a better chance to keep leads from becoming stagnant. A lead assignment rule is a feature that lets the administrator define who should receive a lead and under what conditions. For example, if your reps have sales territories defined by zip codes or countries, you can use those zip codes or countries to dictate who gets what leads.

To create a lead assignment rule, follow these steps:

  1. Choose Setup→ Build → Customize → Leads→ Lead Assignment Rules. If you haven’t yet set the default lead owner, the Lead Settings page appears, asking you to select the default lead owner. The buck stops with this person or queue, as far as lead routing goes. After you make this selection, Salesforce returns you to the Lead Assignment Rules page.
  2. Click New to create a new assignment rule. The New Lead Assignment Rule page appears in Edit mode.
  3. Enter a title in the Rule Name field, select the check box if you want to make it the active assignment rule, and click the Save button. The Lead Assignment Rule page reappears. You can have only one active rule at a time, but the rule can have multiple entries. Click the rule name to go to the detail page for that rule. Click New in the Rule Entries related list. A Rule Entry Edit page appears.
  4. Enter a number in the Order field to set the order in which the rules will be evaluated.
  5. Select criteria to define the rule.
  6. Use the drop-down list and Lookup icon to select the user or queue.
  7. Use the Lookup icon to choose an Email Notification Template. You can set the assignment rules to send email alerts to recipients of new leads.
  8. When done, click the Save button or the Save & New button. Here’s what happens when you click each button:
  • Save: When you click Save, the New Lead Assignment Rule page reappears.
  • Save & New: When you click Save & New, a new Rule Entry Edit page appears, and you can repeat Steps 5 and 6 until you finish.