How to assign records and tasks by round-robin algorithm

What is round-robin?

It is a simple scheduling principle. Simply saying, it is an automatic lead (records) or tasks distribution among your team members.

Round robin in records (workflow example)

Let's say you have 5 users in the workspace. You have a workflow set up to get leads from your website's webform>create Contact records in NetHunt and then automatically assign those new records to all the users (managers) one by one. All fair:)

Along with new records created and assigned to managers, there is another action added - to create tasks assigned to managers accordingly.

1. Set up the trigger to capture new contacts from the webform:

2. Create a new Contact record. Choose the field Manager in the record form. Here by clicking on the "Edit type" - choose the option "Distribute among". Click on the "+" sign and choose all the managers that will be assigned to newly created records by round robin. You can see the list of three users meaning that EITHER of them will be assigned (not all three). Then add other fields to map the record fields with the data taken from the webform (previous Trigger step):

3. Now add the new action - "Create a task" and add up all the fields you want to be filled out automatically (Name, Due date, Assignee etc).

The Assignee can also be chosen by the round robin principle, although in this case, you should choose the "Edit type" option to "Replace with" and select the macros from the Record field "Manager". This way the task will be assigned to the manager previously assigned to the new record:

4. A new form submission create a new record, assigned to Monica and created a task for the same manager:

Round robin in TASKS

Provided you have any other possible trigger, but the action must create new tasks - assigned by round robin.

The process is easy.

1. Choose the action "Create a task;

2. Choose the field Assignee > "Edit type" - choose the option "Distribute among". Click on the "+" sign and choose all the managers that will be assigned to newly created task by round robin. You can see the list of three users meaning that EITHER of them will be assigned (not all three). Then add other fields to the task (Due date, Priority etc):

Round robin in already existing records (workflow example)

Let's say you have a bunch of records that have no manager/user assigned and you want to change this. You can set up a workflow in which the selected records will be automatically assigned to all the users (managers) one by one.

To make this happen, you can build the following workflow:

1. In this case the trigger would be the updated "Checkbox" field. To have a number of records updated at once, you can simply use mass update feature.

   

   Filter out the records that have no user assigned and mass update the checkbox field for them - make this field checked. Once the checkbox field is updated, the system will start assigning managers to the records.

   

2. The second step in the workflow is to assign a manager/user field. Choose the field Manager and by clicking on the "Edit type" - choose the option "Replace with one of". Click on the "+" sign and choose all the managers that will be assigned to the records by round robin. You can see the list of three users meaning that EITHER of them will be assigned (not all three).

   

3. Simply add the "End workflow" step.

Yay, now your contacts won't be left unattended!

If you have questions or trouble setting up this automation in NetHunt CRM, email us at support@nethunt.com or schedule an assistance call — we'll be happy to help!

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