Correlead Quick Start Guide

Get started with Correlead V3

Introduction


Correlead is the easiest, quickest method to get incoming Leads belonging to your existing Accounts in front of the right person – instantly.

Correlead guides the system administrator through the use of a simple matching mechanism, Leads can be automatically associated to the correct Account in Salesforce with just a few steps.

Benefits

  • Reduce Account conflict
  • Increase data and reporting quality
  • Better customer experience

 

How Correlead Works

Correlead uses a simple email domain-to-Account (and all associated Contacts) matching algorithm to assign incoming Leads to a pre-existing Account.

  1. As new Leads enter your system, Correlead instantly determines if the Lead is related to one of your existing Accounts.
  2. Correlead then automatically creates the association to that Account.
  3. Once the link is made, the Lead is immediately assigned to the Account owner and removed from your normal BDR call queue. You can alternatively prevent lead assignment to the account owner and instead allow normal Lead Assignment Rules to execute.

 

You can control how incoming Leads are routed through a series of checkbox fields that exist on the Lead object. By giving your organization record-by-record control, you can create customized, use-case specific business rules to ensure every Lead is routed to the correct person, every time.

You can define Correlead at the, organization, profile, or user level. Most of the time you will use the organization level, but if you have a use case where you want to process at the profile or user level, you can create rules that will run for the specified profiles/users.

Correlead gives you the ability to automatically create Accounts on the fly, allowing for the implementation of true Account-based marketing and selling with little effort. Leads can even be automatically assigned to an existing Account without creating duplicate Contact records.

Installation


Correlead can be installed through the App Exchange in a matter of minutes with very little added configuration needed. Like any other native Force.com application, Correlead uses the Force.com standard installation process.

Correlead is a lead administration application and should not be accessible to all users.

 

Install:

  1.  During installation, determine who should have access to Correlead by simply selecting either Full Access or No Access for each profile in the list.
    -OR-
    You can also elect to install Correlead for Admins Only or All Users.
  2. Correlead will automatically install into your Salesforce.com organization in a matter of minutes.
  3. Once the installation is complete, simply click ‘Done’ to return to Salesforce.com.

Sandbox refreshes
All Correlead settings will persist across a Sandbox refresh. There are no added steps needed to configure Correlead to work in your Sandbox.

Post Installation


After Correlead completes installation, a post-installation batch script will run to initially populate the matching table of email domains to Accounts. The time needed to complete this batch job will vary based on the number of Account and Contact records in your Salesforce instance.

You can check the status of this batch job by Navigating to Setup -> Administration Setup -> Monitoring -> Apex Jobs in Classic Experience or Environments -> Jobs -> Apex Jobs in Lightning Experience. (See below)

Correlead will not work effectively with email domain matching until this batch job is 100% completed. Be sure to verify the job is marked as completed. (See below)

Using Correlead


Correlead is designed to give users record-level control over how Leads should be attached to existing Accounts in Salesforce. Please refer to the below sections for details on each of these checkboxes and how they are designed to function.

Through the use of Lead checkbox fields or Custom Settings, Leads can be:

  • Automatically linked to a pre-existing Account in Salesforce.
  • Automatically linked to a newly created Account in Salesforce if no pre-existing Account is found.
  • Automatically associate the Lead to an existing Account then either merge into or create a new Contact linked on the Account.

 

The Correlead page is starting point for using Correlead. Here you can view getting started videos, access custom setting, and link to the default lead assignment rules.

Configure Correlead

The settings within Setup / Custom SettingsCorrelead Lead Settings give your business the ability to control the automation of Account assignment for any scenario. The following checkbox fields are automatically added to your Lead object as part of the Correlead installation process.

Associate to Account

Modify your workflow to cause this flag to be checked as part of your Lead import/creation process to invoke Correlead’s automatic association to pre-existing Accounts in Salesforce. Alternatively, set the Custom Setting for inserts and/or updates as defined below.

The Lead’s email domain will be matched against the records in the Email Domain custom object. If a match is found, the corresponding Account Id from the Email Domain record will be associated to the Lead record, hence linking the new Lead to your pre-existing Account. As part of this association, Correlead will set the Account Assignment Date field on the Lead to the current. This date field will allow you to build metrics around how impactful Correlead’s Account assignment engine is to your business, showing you all Leads automatically associated to an Account over any given period of time.

Additionally, if an existing Account is associate to the Lead, the Account owner will be assigned to the new Lead. This ownership assignment happens outside of the normal Lead assignment process, allowing you to invoke your own assignment notification using Salesforce’s workflow engine and email notifications. We have provided an example workflow rule to achieve this notification, using the setting of the Account Assignment Date field as the trigger to invoke the email notification. Navigate to Setup -> App Setup -> Create -> Workflows & Approvals -> Workflow Rules and view the ‘Lead Assigned to Account’ workflow rule as an example of how to manage your notifications.

Auto Create Account

Modify your workflow to check this flag as part of your Lead import/creation process to invoke Correlead’s automatic creation of new Accounts and association to the newly created Account. Alternatively, set the custom setting for inserts and/or updates as defined below.

The Lead’s email domain will be matched against the records in the Email Domain custom object. If no match is found, a new Account will be created and linked to the new Lead. Correlead will also add an entry into the Email Domain object to preserve the new email domain-to-Account Id association. The intent of this flag is to create Account-level visibility across all Leads but not prematurely convert Leads into Contacts, allowing you to prosecute the new Lead according to your existing Lead management process.

Correlead will set the Account Assignment Date field on the Lead to the current date. This date field will allow you to build metrics around how impactful Correlead’s Account assignment engine is to your business, showing you all Leads automatically associated to an Account over any given period of time.

Auto Convert Lead

Modify your workflow to cause this flag to be checked as part of your Lead import/creation process to invoke Correlead’s automatic conversion to existing Accounts in Salesforce. Alternatively, set the custom setting for inserts and/or updates as defined below.

To auto convert a Lead, an Account record must be pre-established in Salesforce. As part of the auto-conversion process, Correlead will attempt to find an existing Contact with the same email address as the new Lead. If a Contact is found, the Lead is merged into the existing Contact as part of the conversion process. If no Contact is found, a new Contact is created as part of the conversion process and linked to the existing Salesforce Account.

Correlead will set the Account Assignment Date field on the Lead to the current date. This date field will allow you to build metrics around how impactful Correlead’s Account assignment engine is to your business, showing you all Leads automatically associated to an Account over any given period.

Assign to Account

Owner When the lead field is checked or the custom setting is set, the lead will be assigned to the account owner when Correlead is able to match the lead to an existing account.

Example Settings

The way you use Correlead is based on your business needs. At Forcivity, this is how we choose to manage Lead Assignment automation:

Controlling When Correlead is Invoked

Correlead will attempt to match a lead to an account whenever a lead is created or updated. Correlead has several custom settings which can be used to have complete control over when Correlead executes:

  • Use Account Matching Rule: If enabled, Correlead will use Salesforce standard duplicate and matching rules to determine the best account match for a lead. Correlead will use the default account matching logic defined in the Salesforce Help Documentation to determine if there’s a pre-existing account to which the lead should be matched. This setting must be used in conjunction with the Account Match Confidence Threshold setting defined below.
  • Account Match Confidence Threshold: When used in conjunction with the Use Account Matching Rule setting, Correlead will use standard matching rules to determine which account to associate to any given lead. By defining a threshold, you have more complete control over how accurate or loose you want the match to be. Defining a value here will only consider a match if the match confidence returned by Salesforce matching rule meets or exceeds the value you input in this setting.
  • Assign Leads to Account Owner: Enable this setting to ensure all leads at a global level are assigned to the account owner when a lead is associated to an existing account. Leave this setting disabled and use the Lead-level Assign to Account Owner field if you want record-by-record control.

Mapping Lead Fields


As part of the installation process, Correlead creates the ‘Account Assignment Date’ field on both the Lead and Contact object. To enable end-to-end tracking and metrics, it is critical to map the Lead field to the Contact field as part of the Lead conversion process.

  1. Classic Experience – Navigate to Setup -> App Setup -> Customize -> Leads ->Fields
    or
    Lighting Experience –  Setup -> Object Manager -> Lead -> Fields & Relationships.
  2. Click the Map Lead Fields button to configure your custom Lead field mapping. (See below)

  1. Find the Account Assignment Date field in the left-hand list and select Contact.Account Assignment Date from the list of available values in the pick list. Once selected, click Save. (See below)

 

Blacklist


Also, as part of the post installation process, Correlead creates and populates a custom setting that holds a list of the email domains that Correlead should ignore when processing a Lead.

This email blacklist is completely customizable by you but comes pre-populated with the most common free email domains in use today – for example, gmail.com, msn.com, comcast.net.

Your can turn this feature on/off (default = on) within the Correlead Custom Settings by setting the Use Email Domain Blacklist option.

You can make any changes you wish by navigating to Setup -> App Setup -> Develop -> Custom Settings in Classic Experience or to Setup -> Platform Tools -> Custom Code -> Custom Setting in Lightning Experience. (See below)

Once in Custom Settings, click Manage next to Email Domain Blacklist to view or modify the email domain blacklist.

Email Domains


In addition to the initial population of the Email Domain records, Correlead maintains this mapping table as Contact records are added to your system via other business processes. The Email Domains helps in matching the lead to the account.

When a Contact is inserted or updated, Correlead will ensure that Contact’s email domain is added to the Email Domain object to map that email domain to the correct Account.

You can add more than one email domain to an account. Just go to the Email Domains related list on the account record (insure the related list is shown on the page layout). Add any additional email domains needed for that account.

Modifying Page Layouts


Once Correlead has been installed, you can expose Account associations to your users modifying your Lead and Account Page Layouts.

  • Lead Page Layouts – add the Account field (automatically added when Correlead is installed) to any Lead Page Layout on which you want to show to which Account the Lead is assigned.
  • Account Page Layouts – add the Leads related List (automatically added when Correlead is installed) to any Account Page Layout on which you want to show associated Leads. Also, add the Email Domains related list.

Backup and Restore


Correlead can backup and restore you lead assignment rules.

Backup Lead Assign Rules:

  1. Click on the Backup and Restore tab within the Correlead app.
  2. Optional check to send a confirmation email. You can also change the email shown.
  3. Click Create.

 

Backup Lead Assign Rules:

  1. Click on the Backup and Restore tab within the Correlead app.
  2. Click on a backup to restore.
  3. Always carefully review and backup your lead assignment rules before restore.
  4. Optional check to send a confirmation email. You can also change the email shown.
  5. Click Deploy.