Load Balancing Leads in Pipedrive

In the Data Management > Bulk Operations module, select the Pipedrive database and People record type in the top menu. Then, explore the templates for an existing solution that may be close to what you need.

In Step 1, under the Filter tab, choose fields and criteria the field values must meet. With this filter, you're telling Insycle what records you would like to assign automatically.

In the example below, Insycle will look for people from a specific organization that also have a blank Owner field.

If you want to reassign people that already have an owner, remove the “Owner doesn’t exist” row from the filter.

When you click Search, Insycle will list matching records in the Record Viewer at the bottom of the page. Add columns from the Layout tab under Step 1.

Whenever you make changes to the filter, click the Search button again to refresh the results in the Record Viewer.

Under Step 2 in the Update tab, tell Insycle what changes to make to the records found in Step 1.

Select the Owner field from the Field Name dropdown, and under New Value, select a new owner to assign these items to. The list includes all available owners in your Pipedrive account. For this example, we'll assign all leads from a specific organization to a pre-determined owner. 

The Field Meta value provides information about the field type and is automatically populated by Insycle. This information will vary depending on the chosen field. The Owner field is a “Reference” field, which means the field refers to another record in the database.

To make additional updates to these records, click the + Field button and add another field and value.

Preview Changes in the CSV Report

With the filters and functions set up, you can preview the changes in a CSV file. It's important to verify that your changes are working as expected before those changes are pushed to Pipedrive.

You can select individual records for update in the Record Viewer, or set up an automation to always automatically route leads that meet the criteria that you set.

Under Step 3, click the Review button, then select Preview in the popup.

On the Notify tab, add any additional recipients who should receive the CSV (and make sure to hit Enter after each address). You can also provide additional context in the message subject or body.

On the When tab, click Run Now and select which records to apply the change to, then click the Run Now button.

Open the CSV file from your email in a spreadsheet application and review the (Before) and (After) values for each field. If the results don't look how you expected, return to your filters in Step 1 and functions update rules in Step 2 and try making some adjustments before previewing again.

Apply Changes to Pipedrive

If everything in your CSV preview looks correct, return to Insycle and move forward with applying the changes to the live Pipedrive data.

Under Step 3, click the Review button, this time select Update mode.

On the When tab, you should use Run Now the first time you apply these changes to Pipedrive.

After you've seen the results in Pipedrive and are satisfied with how the operation runs, you can save all of the configurations as a template. This will save you time and provide consistent results in the future.

Return to the Template menu at the top of the page and click Copy to save your configurations as a new version of whatever template you started with. Then click the pencil to edit your new template name.

Then, set up automation so this operation runs on a set schedule.

Under Step 3, click the Review button and select Update mode.

On the When tab, select Automate, and configure the frequency you'd like the template to run. When finished, click Schedule.

Create a template for each segment and owner then you can create a Recipe to run them together automatically.

You can view all scheduled automations on the Operations > Automations page in Insycle.

In the Data Management > Group & Update module, select the database and record type from the top menu.

Under Step 1, select the "Owner" field.

Click the Analyze button, and the Owners will load in the Record Viewer at the bottom of the page. The Count shows you which owners may have too many or too few leads assigned to them. In this example, we can see that Zach Adams has the most and Ashley Dillon the least.

Now that you understand your existing work distribution, you can reassign leads based on any property, such as geographic area, industry, or organization.

In this example, the results in the Record Viewer are grouped by Organization. Click a checkbox to see details for a group.

Below the Record Viewer, a secondary Viewer will show the individual records in the selected group. In this example, we can see the Owners of records with the Organization "Bosder." Since we saw that Zach Adams has far more leads than anyone else, we want to reassign those to someone else. To modify records, check the checkboxes.

To assign a new owner to these records, go to Step 2 and select the Owner field. Then under New Value, select a new owner from the dropdown. The list includes all available owners in your Pipedrive system.

When ready, click the Update button. The people records you selected in the secondary viewer will be updated.

Note that there is no preview step for this action. Once you confirm, the change will be applied to Pipedrive. 

If you're looking to only work with records that currently do not have an owner, on the Filter tab of Step 1, add the record "Owner" field, and the condition "doesn't exist." When you click Search, records with Owners will be removed from the results in the Record Viewer.

In the RevOps Acceleration > Assign app, select the Field to work with under Step 1. Use the Condition to set the rule that the data in the selected field must meet. 

In the example below, we want to segment organizations without an owner, where the industry is "Computer Software" and the region is "New York."

Under Step 2, select the Field you want to assign. The field options are limited to reference fields, which include owner properties. You can set rules up to automatically assign across several owners, and you can assign to more than one owner type at the same time.

The Rules give you several options for how tickets should be assigned:

• Balanced: Looks at the potential owners and checks existing load allocation based on how many tickets are already assigned to each user, then distributes the new tickets so all users wind up with the same total number. Select the Period during which the new tickets were created- only these will be distributed, nothing older.
  For example, 24 high-priority tickets came in this month that needed to be assigned—initially, Jane was assigned 10 and John 5. When the operation ran again, the Balanced rule gave Jane 2 and John 7, so they each wound up with 12 over the course of the month.
• Weighted: By adding multiple rules for different assignees or groups, you can manage weighted ticket distribution. The Weight value is the number of tickets to be assigned, rather than a percentage. The tickets are distributed round-robin to each assignee by the Weight number, rule by rule.
  For example, if the first rule says 2 to Joe and Josephine, and the second rule says 1 to Jane, the assignments will cycle through assigning 2 to Joe, 2 to Josephine, 1 to Jane. If there are more than 5 tickets, it will then cycle back to assign 2 to Joe and Josephine and so on.
• Even: Assigns in a cycle, round-robin style through the names in the order listed, 123, 123, 123. So for the assignees Jane, John, and Josephine, it will cycle through starting with Jane. With a saved template Insycle will remember where it left off and continuously distribute tickets evenly among available assignees.
  For example, if there are 19 high-priority tickets and you want to assign them evenly across your three assignees, the Even rule will split it as equally as possible and Jane will wind up with 7 tickets, John with 6, and Josephine with 6.
• Random: Without looking at availability or workload, this will assign tickets randomly, like rolling a dice.

When using the Even or Random assignment rules, you can set limits to prevent overloading team members using Assign Per Rep and/or Cap Per Rep in the Advanced tab. Learn more about lead assignment limits in the Assign app overview.

In the example below, the organization Owner will be distributed across the two assignees so they both wind up with the same number of tickets for the month.

Preview Changes in the CSV Report

With the filters and assign action set up, you can preview the changes in a CSV file. It's important to verify that your items will be assigned as expected before they are assigned in Pipedrive.

Under Step 3, click the Review button, then select Preview in the popup.

On the When tab, click Run Now and select which records to apply the change to (if you have a large number of items, you may just want to do a chunk for a test), then click the Run Now button.

Open the CSV file from your email in a spreadsheet application. The columns include (Before) and (After) values for the selected assign fields; (Assignees) shows the users chosen; (Available) indicates which assignees are currently available according to the availability settings.

If the results don't look the way you expected, go back to your filters and assignment rules and try making some adjustments, then preview again.

Apply Changes to Pipedrive

If everything in your CSV preview looks correct, return to Insycle and move forward with applying the assignments to the live Pipedrive data.

Under Step 3, click the Review button again, and this time select Update mode.

On the When tab, you should use Run Now the first time you apply these changes to Pipedrive.

After you've seen the results in Pipedrive and are satisfied with how the operation runs, you need to save your configuration as a template. This will let Insycle keep track of the assignment history and availability.

Return to the Template menu at the top of the page and click Copy to save your configurations as a new version of whatever template you started with. Then click the pencil to edit your new template name.

To set up automation so this routing operation runs on a set schedule:

Under Step 3, click the Review button, and select Update mode.

On the When tab, select Automate, and configure the frequency you'd like the template to run. When finished, click Schedule.

By automating with a template, you'll save time and ensure that your items are assigned in a consistent way on an ongoing basis. 

Create a template for each segment and combine them all into a recipe for routing and assigning.

In the Bulk Operations module and Assign app, you can save the configuration as a template. This will save you time and provide consistent results in the future.

Next, set up automation so this template runs on a set schedule and acts as an alert system when a person record with an empty Owner field is found. When the automation runs, Insycle will send you an email with the CSV report of unassigned records.

Click the Review button under the Preview and Update step.

You can select Preview mode if you just want to be notified of the issue, or use Update mode to be notified and change all the records in Pipedrive.

On the Notify tab, you can tailor the alert message to get your attention. Enter a subject line like “[ALERT] New Contact Needs Owner.” Add recipients who should follow up, and add additional instructions or context to the message. The CSV export will be attached to the email whenever it is generated and delivered to the emails you provided.

On the When tab under Automate, select the frequency and schedule for the process to run.

If you'd like to see more information for each of the resulting records, you can alter the fields in the Record Viewer by using the Layout tab in Step 1. To view a field, drag it to the left column.

Yes, but not from within the modules themselves. Go to Operations > Activity Tracker. There you can access the CSV that shows the before-and-after data for bulk updates and re-import the changed data if needed.

Yes, in Step 1, you can add criteria to work only with matching records. For example, you could assign owners to people or organizations located in a specific state, or at a specific lifecycle stage.