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.
From the Dedupe dashboard, click the Automation drop down menu and select “Manage Rules”.
Once 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
Enter a name for the filter (displayed on the dashboard), and optionally, add a description.
Step 2: How do you want to convert records?
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:
- 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.
- 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”).
- 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.
This section allows you to override or update Contact/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 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 carried over from the Lead. 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.
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 to display on the Audit report.
In the Actions window you also have the option to combine value fields 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”.
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.
- 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 3: Additional Convert Options
In Step 3, you have all of the additional conversion options that you would see in a normal convert process. Cloudingo will set these options to the defaulted options used by Salesforce. However, you can configure each setting so that it will apply to ALL of the records in your convert batch.
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.