You can automatically convert Leads to Contacts and Accounts using Cloudingo’s convert rules. Convert Rules allow you to define how Cloudingo will convert records. You have the ability to convert Leads to existing Contacts or Leads to existing Accounts (and Leads to existing Person Accounts if Person Accounts are enabled). Within the convert rules, you can control things down to the field level as well as set exceptions (situations where you would not want Cloudingo to convert the records).

Watch this tutorial video to learn more about lead conversion or follow the step-by-step instructions below.


Get Started

From the Dedupe dashboard, click the Automation drop down menu and select “Manage Rules”.

Manage Convert RulesOnce on the Manage Rules window, toggle to the convert rules by clicking on the “Convert Rules” option.

Cloudingo comes with a pre-built Lead to Contact convert rule, a pre-built Lead to Account convert rule, and a prebuilt Lead to Person Account rule if Person Accounts are enabled in your Salesforce org.

Note: These rules are defaulted to mimic the standard convert rules that Salesforce uses. If you have previously created your own lead field mappings in Salesforce, those mappings will still be honored and you will not need to configure those in Cloudingo mappings.

However, if you want Cloudingo to address additional field values during the convert process, you can configure those in Cloudingo. If a field is mapped in Cloudingo differently from how it is mapped in Salesforce, the Cloudingo field mapping will take precedence.

Click “Edit” to modify an existing rule, or select “Create Rule” to add a new rule.


Step 1: The Basics

Source Object Type – Leads are the only option

Target Object Type – select whether you are converting Leads to Contacts or Leads to Accounts

Rule Name – Enter a name for the filter (displayed on the dashboard)

Rule Description – (Optional) Add a description.

Use Owner Mapping while converting leads to contact/account – Check this box if you have configured owner mapping to reassign ownership during the conversion process (typically used for reassigning inactive owners to avoid conversion errors). For more information on Owner Mapping, click here.


Step 2: Group Fields

(This step is optional. Leave blank and proceed to tab 3 if you do not need to setup field groupings.)

Tab 2 allows you to group, or link, field values together. For example, use Mailing Street as a controlling field and add Mailing City, Mailing State, Mailing Zip, & Mailing Country to the group. This will tell Cloudingo that any time Mailing Street is chosen as the value for merge on the final record to also select the other grouped fields from the same record. (Another example is to group Email and Email Opt Out fields together.)

When fields are grouped together, the controlling field can be configured in a field level automation rule (which is done in Tab 3) to determine which record values get chosen for the entire group of fields (based on the value of the controlling field).

Click the  button to add a new field grouping.

1. Group Name: Give your field group a name that makes sense for the block of records you want to keep together during merge.

2. Controlling Field: The controlling field is the field that will be used in your field level rule (in the next Step) to determine how the block of records will get chosen.

3. Fields In Group: Choose all fields that will be blocked together and chosen for merge based on the value chosen in your controlling field’s rule.

4. Display Fields Together: Check this option if you would like to see the block of fields displayed together in your Merge Preview page (pre-merge view).

5. Group Color: Choose a group color if you would like to see the block of fields displayed with a color indicator in your Merge Preview page (pre-merge view).

6. Map Grouped Fields: Click the Map Grouped Fields button to map your Lead (Source) fields to the corresponding Contact fields (for grouping, lead & contact fields must be mapped).


Step 3: How do you want to convert records?


Lead to Contact

Account Creation

When converting a Lead to a Contact, if a Contact is not already assigned to an Account, you have three choices on how Cloudingo will handle this situation. PLEASE NOTE: CONTACTS WITHOUT ACCOUNT RELATIONSHIPS ARE NOT A TYPICAL SCENARIO IN SALESFORCE. YOU WILL NOT NEED TO CONFIGURE THESE SETTINGS IF YOUR CONTACT RECORDS ARE TIED TO ACCOUNTS:

  1. Do not create an account automatically – Salesforce does this natively, therefore this is the default option. The conversion process will fail when a Lead attempts to convert to a Contact record without an associated Account. Cloudingo will skip this group of matches.
  2. Create an account automatically using the name – Select this option to configure Cloudingo to automatically create an account using a specific name OR the name of another object field.

For instance, the new Contact account name can be set to the Lead’s company name by clicking “Add Field”, choose “Lead” as the object type, and “Company” from the drop down. Click “Add”. Note: If you are not matching on Company name, Cloudingo will choose the first record in the group and pull the company name from that record.

You can also create a new account name instead of using an existing field by simply typing a name in the blank space (such as “Contacts without Accounts”).

  1. Assign Contact to existing Account – Select this option to configure Cloudingo to automatically convert the leads into a specific (existing account) using a specific name OR the name of another object field.

If this option is selected, you must specify an exception in instances where the defined Account Name cannot be found. Choose to not have an account created automatically (which will cause the convert process to fail) or have the Account automatically created using the Account Name that you have defined.

Update Contact Field Values

Update Contact Field Values

This section allows you to override or update Contact fields using Lead field values. For example, if you would like the phone number from the Lead to carry over and override the phone number on the Contact record, you will adjust the settings in this section.

  • Map Same Fields Automatically Using Default Rules – if selected, a number of pre-set field mappings will be generated according to the rule you choose in the drop down. For example, if you choose “Newest (Ordered by Modified Date)”, Cloudingo will auto-populate fields in the mapping section using the most recently modified record. (If you want to remove all of the field specific mappings, click on the checkbox again.)
  • Add Fields – select fields you would like to be evaluated between the Lead & Contact field values. You will need to map the fields using “Target Object Field” for the Contact fields and match them with the “Source Object Field” for the Lead fields.
  • Target Object Field = Contact field
  • Source Object Field = Lead field
  • Rule – see a full list of rule options and their descriptions, visit the “Specific Field Values” section in our ‘Creating & Managing Merge Automation Rules‘ article here. The rule options are discussed in bullet point 3 (Rules).
  • Override Target Object – Cloudingo will evaluate ALL records (across the Lead and Contact records) to determine which value will get set. Setting this to ‘And always override Contact’ will not necessarily always take the lead value and override the Contact. For example: If you have one Lead and one Contact record match and you have a field rule setup to choose the Oldest Created record’s value – if the Contact happens to be the oldest, the value will be retained. If the Lead is the oldest record, it will take the Lead value and override the Contact.
  • Options – allows you to configure the values if a Rule requires a value, such as “Prioritized by Values”.
  • Actions
  • Add a Field Note or a Field Audit. Notes will appear on the Account object under Notes or Notes & Attachment section (which must be enabled on your page layout). Audited fields will report the non-master field values (for fields configured for audit) in the Cloudingo Audit Summary report after any merges are performed.
  • In the Actions window you also have the option to combine field values into another field. (Separator separates the different values of each Lead record for the same field. Terminator separates the values of different fields on multiple Leads.)  For example, you may wish to retain all of the combined first and last names from each lead record into the Contact Description field. If you have two matching leads that will be converted into the contact, both names are the same (ex: Jane Smith), and if you select comma as the separator to split the values of a field, and semicolon as the terminator to split two fields’ combined list of values, after the conversion, it will appear in the Contact Details field as “Jane, Jane; Smith, Smith”.
  • Format field value casing for the field to update values to all Upper, Lower, or Title case.
  • Remove white spaces from Leading portion of the field value, Trailing portion of the field value, or Redundant spaces within the field value.

Note: If you have chosen to group a set of fields together in tab 2, non-controlling fields will not be able to be configured for field level rules. You must configure the field rule on the controlling field. You will receive an error message if you attempt to configure a field rule on a non-controlling field that is grouped in tab 2. Controlling fields will display with their normal field name plus the group name you provided in tab 2 in parentheses, as seen in the ‘Mailing Street (Address Fields)’ field selection above. Choose the Contact (Target Object) controlling field first. The Lead (Source Object) field will only allow you to map to the corresponding field that you configured in the group field mapping (which is done in tab 2).
In the example above in tab 2, all address fields were grouped together (mailing street, city, state, zip, & country) and the controlling field was set to be the Mailing Street. A field rule can be configured for Mailing Street. The field rule configured will determine which record value survives for the Mailing Street (ie: the newest created record). Cloudingo will then choose all grouped address values  from the same record to populate the remaining street values.

Here is an example of what the Merge Preview can look like for grouped fields (if field groups & rules have been configured in tab 2 & 3):

Note that in the example above, the Contact address was previously a UK address (including Street & City – lacking State & Zip, with UK as the Mailing Country). The ‘i’ indicator on the Contact fields shows that we are overwriting the Contact value with the Lead values. In most typical automation rules, Cloudingo will be configured to give you the most complete record possible (meaning, without field grouping, city & state may have populated for the from the Lead record, even though they do not necessarily belong to the rest of the address). This is where grouping fields together can help ensure that you have all values for the set of fields pulling from the same record. Our group configuration example was set to display the records together, and indicate them in purple (see the purple linked record icons just beside the field names).

Exceptions

Exceptions

In this section, you can define situations where Cloudingo will not convert records. Exceptions can be set at the group or the individual record level. Click “Add Exception” in the lower right to get started.

Options include:

  • Group when NO value exists for any record in group for field
  • Group when Value exists in more than one record
  • Group when Specific Value exists in more than one record
  • Group when record has less than X% of the fields with values
  • Group when its size is >=X
  • Group when its size is <=X
  • Source Record when Record has any value in field
  • Source Record when Record has specific value in field
  • Source Record when Value does not match target record for fields (needs field mapping)


Lead to Account

Steps 1, 2, & 4 are the same process as described in the Lead to Contact section above (with the exception that you are setting up the rule on Account object fields rather than Contact object fields). Field level automation rules will override & update the Account object – not the Contact object.

Step 3 allows you to specify ownership on Contacts when created during a Lead to Account conversion.

Assign all newly created Contacts to

  • ‘Account Owner’ (automatically assigns contact to match account owner – regardless of Lead owner)
  • ‘their respective Lead Owners’ (automatically retains the Lead owner during conversion)

Update Account Field Values

This section allows you to override or update Account fields using Lead field values. For example, if you would like the phone number from the Lead to carry over and override the phone number on the Account record, you will adjust the settings in this section.

NOTE: Field rules update Account field data with every Lead conversion performed into that Account. Field rules do NOT affect data created on the newly created Contact. Salesforce field mappings control the values that carry over from the Lead into the new Contact during a Lead to Account conversion. Field rules in this filter type are not common. It is important to understand that using field rules here will be updating the business Account data with individual personal data from every lead.

Lead to Person Accounts will behave the same way as Lead to Contact filters.

  • Map Same Fields Automatically Using Default Rules – if selected, a number of pre-set field mappings will be generated according to the rule you choose in the drop down. For example, if you choose “Newest (Ordered by Modified Date)”, Cloudingo will auto-populate fields in the mapping section using the most recently modified record. (If you want to remove all of the field specific mappings, click on the checkbox again.)
  • Add Fields – select fields you would like to be evaluated between the Lead & Account field values. You will need to map the fields using “Target Object Field” for the Account fields and match them with the “Source Object Field” for the Lead fields.
  • Target Object Field = Account field
  • Source Object Field = Lead field
  • Rule – see a full list of rule options and their descriptions, visit the “Specific Field Values” section in our ‘Creating & Managing Merge Automation Rules‘ article here. The rule options are discussed in bullet point 3 (Rules).
  • Override Target Object – Cloudingo will evaluate ALL records (across the Lead and Account records) to determine which value will get set. Setting this to ‘And always override Account’ will not necessarily always take the lead value and override the Account. For example: If you have one Lead and one Account record match and you have a field rule setup to choose the Oldest Created record’s value – if the Account happens to be the oldest, the value will be retained. If the Lead is the oldest record, it will take the Lead value and override the Account value.
  • Options – allows you to configure the values if a Rule requires a value, such as “Prioritized by Values”.
  • Actions

  • Add a Field Note or a Field Audit. Notes will appear on the Account object under Notes or Notes & Attachment section (which must be enabled on your page layout). Audited fields will report the non-master field values (for fields configured for audit) in the Cloudingo Audit Summary report after any merges are performed.
  • In the Actions window you also have the option to combine field values into another field.
  • Format field value casing for the field to update values to all Upper, Lower, or Title case.
  • Remove white spaces from Leading portion of the field value, Trailing portion of the field value, or Redundant spaces within the field value.

Exceptions

Exceptions

In this section, you can define situations where Cloudingo will not convert records. Exceptions can be set at the group or the individual record level. Click “Add Exception” in the lower right to get started.

Options include:

  • Group when NO value exists for any record in group for field
  • Group when Value exists in more than one record
  • Group when Specific Value exists in more than one record
  • Group when record has less than X% of the fields with values
  • Group when its size is >=X
  • Group when its size is <=X
  • Source Record when Record has any value in field
  • Source Record when Record has specific value in field
  • Source Record when Value does not match target record for fields (needs field mapping)


Step 4: Additional Convert Options

In Step 4, you have all of the additional conversion options that you would see in a normal convert process. Cloudingo will default these options normally used in a dedupe conversion. However, you can configure each setting so that it will apply to ALL of the records in your convert batch. Make sure that a Converted Status default is set, otherwise all conversions in Cloudingo will fail. If you need to set a new converted status to use specifically for Cloudingo converts (so that you can exclude those from your regular Salesforce convert reports), you can do so under the Lead Status options in Salesforce. All status options configured in Salesforce as a converted status will appear in the Converted Status list for you to choose from.

Click Save when finished.

You can also create new additional rules if you need to have more than one for different filters. To create a new automation rule, simply create the Create Rule option in the Manage Rules section.