Auto Convert Leads is a Lead automation tool that, once set up, will automatically convert your qualified Leads to Accounts, Contacts and Opportunities, based on the custom criteria you define.  To get started, go to the he “Auto Convert Settings” tab.


You can get there as follows:




Step 1: Initial Set-up

 

After selecting the “Auto Convert Settings” tab, update the first five fields. Use our “Definitions” listed below if you need any help understanding what each field is for.



Definitions for “Auto Convert Settings" tab:

 

1.    What time should Leads Convert?

 

You have the option of running Auto Convert hourly, any time/hour of the day. For this step, select the time of day (one or more values) that you'd like for Auto Convert to analyze your lead records against the criteria you're going to set in one of your next steps.  Only Lead records that meet your criteria will get converted.

 

2.    Convert Leads created on/after:

 

This field is connected to the “Lead Created Date” field on your Leads Object. Use this field to define the initial date range of Leads you want to evaluate got Lead conversion. If you want this App to only start converting Leads from today forward, enter today’s date? Otherwise enter a previous date to evaluate for conversation. Auto Convert will ignore dates that precede the date you enter here, even if they meet the criteria defined below.

 

IMPORTANT NOTE: Once a Lead is converted to Account, Contact and Opportunity, it cannot be reversed/converted back to a Lead. We suggest you give it some thought when defining the range of   Lead Created Dates, for which you want Auto Convert Leads to evaluate for conversion. 

 

3.   Account on conversion

If you would like “Auto Convert Leads” to create “New” Account records for every converted Lead record choose “Create New Account”. If you choose this option, Auto Convert will NOT attempt to find matching records.

 

If you want to attempt to avoid the creation of duplicate Account records by Auto Convert, choose “Attach to Existing Account”.

 

4.   Do Not Create Opportunity?

 

Some organizations are not using the Opportunity Object, and thus have no interest in creating Opportunities during the Lead conversion process. If you only want to create an Account and a Contact (but not an Opportunity) during your Lead Conversions process, select this check box.

 

NOTE: Auto Convert will leverage Salesforce mapping rules from on Convert from Leads Object.

  D

     

Apply Self Rule?

 

This functionality for Salesforce Non Profit Service Pack organizations. If you are not a Non Profit Service Pack organization, leave this field blank/false, and skip this step.

 

If you are a Person Account or Non Profit Service Pack organization, this is what happens when you select this value, setting it to “True”.

 

When the Company Name = “Self”, on convert, Auto Convert will create and link together matching Account and Contact Names.


Step 2: Build your Filter Criteria

 

There are 4 steps to building your criteria:

 

1.   Select your filter, select your Operator, then insert your value(s)

a. Click on “Add Rows” for each new filter that you want add

b. There is no limit to the number of rows you can add

2.   Click on the “Generate Filter” button

a. Advanced users can edit the filter query manually

3.   Click on “Check Filters” to validate.

 


Tips for building your filters.


  1. Use the following standards, based on the Salesforce “Field Type” of the fields being used in your filter criteria:
  2. To define a value as blank, set the Operator value to "equals" and then insert the word null
  3. For each of the following fields types ALWAYS put keyword value in single quote.
    • ‘Text’ = ‘Washington’
    •  ‘Text Area’ =  
    • ‘ID’ =  ‘3456fe43636bre4’
    •  ‘Picklist’ =  ‘Qualified’
      • Multiple picklist values on one field:(LeadValue = ‘Red’ or LeadValue = ‘Green’) For more details, see Tip 1 above
    • ‘Email’ =  ‘maria@ibm.com’
      • Supports Wildcards: For Example: Email LIKE '%crmguidance.com' would qualify any email address where the domain = crmguidance.com
    • 'Phone’ = "(312) 555-1212"
    • ‘URL’ = 'http://www.cnn.com'
    •  Text Formula
For Number, Percent or Currency fields, quotes are NOT REQUIRED:

Number:
  • 100 Amount = 100
  • 1,000,000 Amount = 1000000

Percentage: (divide by 100)
    • 50%= .5
    • 100% = 1
    • 33% = .33
    • 225% = 2.25
Currency:
  • For $100 input 100
  • For $1,000,000 input 1000000
  • For $2,345.36 input 2345.36

     Date or Date Time fields, use this format yyyy-MMddThh:mm:ss.000Z

  • For example: CreatedDate > 2014-07-07T00:00:00.000Z

   Check box field, use True or False
  • For example: IsClosed = True


For Advanced users, comfortable writing SOQL queries, you can write your queries directly in the large text field. This field support complex queries with as many rows as necessary.

 

When you are done with setting your filter criteria, click on the "Check Filters" button to validate whether or not your query is correct

 

Step 3: Do Not Call / Do Not Email

Synchronize your “Do Not Call” and “Email Opt Out” records between Lead and Contact records.


Step 5 & 6 are designed to help you with maintaining data integrity from the perspective ofyour Lead and Contact records marked as Do Not Call or Do Not Email. If Auto Convert finds matching Lead and Contact records, based on matching the Name or Email address, Auto Convert will auto update/sync the "True"  “Do Not Email” or “Do Not Call” fields.

        
Find Duplicates for Do Not Call / Do Not Email

        1. Run a nightly process that looks for duplicates records between Contacts and Leads. The Contact batch runs at 1 AM daily and Leads batch runs at 2 AM daily        

        2. UI that enables the Customer to define the duplicate criteria based on:
             a. Name
             b. Email

        3. As an example, if a Contact record is determined to be duplicate record is located, and the existing record has the "Do Not Call" or Do Not Email" = True,
            duplicate record will be updated to "Do Not Call" or Do Not Email" = True

        4. User can then leverage SF standard functionality for merging duplicate Leads or duplicate Contacts