Overview:
This is a step-by-step guide on how to implement the moved flow inside your Salesforce instance.
The flow we will be building will follow the below diagram:
To review the use case and benefits of the moved flow please see: Moved Lead/Contact Flow Use Case.
PREREQUISITES
1) You must have the System Administrator Profile on your user or a profile that has the ability to access the 'Process Builder' functionality.
SETUP
**We will be creating the Moved Contact flow in the example below, you will need to create another process builder with the same setup for the Lead object.
1) Navigate to Setup > In the Quick Find search for 'Process Builder'
2) Create New.
- Name: "LS Contact Flow"
- Description: Add a description if you'd like
- The process starts when: Select 'A record changes'
3) Once Saved, select Object
- Object: Contact
- Start the process: Select 'when a record is created or edited'
4) Now we will add criteria or filters that will trigger this flow. The first will be when LS Company is found (where Leadspace was able to find where the Contact moved to).
- Name: Contact Moved - Company Found
- Criteria for Executing Actions: Select 'Conditions are met'
- Set Conditions:
- LS Verified (or LS Person Verification Status) Is Changed 'TRUE'
- LS Verified (or LS Person Verification Status) EQUALS 'Moved'
- LS Company Is Null 'FALSE'
- LS Company Is Changed 'TRUE'
- Conditions: Select 'All of the conditions are met (AND)'
5) ACTION
We will have three actions: Create a new lead, update existing Contact Record, and Creating a trigger.
A) 1st Create a New Lead
Action Type: Create New Record
Action Name: Create Lead
Record Type: Lead
Set Field Values:
| Field | Type | Value | Comment |
| Company | Field Reference | LS Company | Populate with the new company that LS identified. |
| Last Name | Field Reference | Last Name | |
| First Name | Field Reference | First Name | |
| Lead Source | Picklist | Leadspace | If you do not have this picklist value, I would create a value for 'Leadspace' |
| Formula | "[Lead].FirstName"&"."&"[Lead].LastName"&"@temporaryemail.com" | We need to have a placeholder for Email as MA usually requires an email. We can create a separate flow to overwrite these if needed. | |
| Status | Picklist | Open (or New) | |
| Notes | Formula | "Lead created from a moved Contact. Old Lead record https://um1.salesforce.com/"&[Lead].Id | This is so the rep can reference the old record, can also add old email or other information. |
*If there are other require fields that your Salesforce instance needs you can add additional ones.
B) Update Existing Contact
Action Type: Update Records
Action Name: Update Existing Contact
Record Type: Contact
Criteria for Updating Records: 'No criteria—just update the records!'
Set new field values for the records you update:
**These are a few options that are common to update.
| Field | Type | Value | Comment |
| Contact Status | Picklist (or Text) | Disqualified | |
| Disqualified Reason | Picklist (or Text) | No Longer with Company | We've seen 'No Longer with Company' as a separate checkbox field as well. |
| Title | Formula | [Lead].Title&" - No Longer With Company" | This way you know what the original title, but you have No Longer with Company to indicate they have moved. |
*If there are other fields that will help your team know this contact is moved feel free to add more fields to update.
Here is a sample:
C) Create an Alert:
There are a few ways to create an alert depending on how your team operates:
i) Post to Chatter: This will post a chatter feed on the record itself. You can modify the messaging, notify the owner of the Account or Lead/Contact.
Ex:
Attn @[{![Account].Success_Manager_one__r.Id}] & @[{![Account].OwnerId}]
Contact has moved, a new lead has been created.
ii) Email Alerts: You will need to make create an email template first. To do this you will need to go back to the Setup screen (please make sure the same the flow if you are navigating away from the Process Builder flow in the same browser tab). In the 'Quick Find' search for 'Email Templates'
Create an Email Template with the messaging you would like. Back to the process builder, you would Select
Action Type: Email Alerts
Action Name: Create a Name (ex: Email for Contact Moved)
Email Alert: Select the email template you just created.
iii) Create a Task
If your team utilizes the Task functionality, you can create a task to have the owner follow up with that lead or contact.
Select: Create a Record
Action Name: Input a Name (ex: Task for Contact Owner)
Record Type: Task
Set Field Values:
| Field | Type | Value | Comment |
| Assigned to ID | Field Reference | [Contact].Owner.Id | This will alert the owner of the Contact, can do owner of the Account as well. |
| Priority | Picklist | <Select Priority> | |
| Status | Picklist | <Select Status> | |
| Due Date | Formula | TODAY()+5 | 5 Days to follow up. |
Example of a Task:
iv) Trigger a Notification
If your team utilizes the Notifications functionality, you can create Desktop or Mobile push Notifications to have the owner alerted to the change on the record
Action Type: Send Custom Notification
Action Name: Moved Notification
Notification Type: Custom Push Notification
| Field | Type | Value | Comment |
| Notification Recipient | Field Reference | [Contact].Owner.Id | This will alert the owner of the Contact, can do owner of the Account as well. |
| Notification Title | Free Text + Optional Merge | <Notification Title> | N/A |
| Notification Body | Free Text + Optional Merge | <Notification Body> | |
| Target Object | Radio Button | *Object that started the process | N/A |
6) Select the next Diamond Criteria shape. This time the filters will be when LS Company is NOT found (where Leadspace was NOT able to find where the Contact moved to).
Criteria Name: Contact Moved - New Company NOT Found
Criteria for Executing Actions: Conditions are met
Set Conditions:
- Name: Contact Moved - Company Not Found
- Criteria for Executing Actions: Select 'Conditions are met'
- Set Conditions:
- LS Verified (or LS Person Verification Status) Is Changed 'TRUE'
- LS Verified (or LS Person Verification Status) EQUALS 'Moved'
- LS Company Is Changed 'FALSE'
- LS Company is Null 'TRUE'
- Conditions: Customize Logic
- 1 AND 2 AND (3 OR 4)
7) Add Action
- Repeat Step 4b and 4c from above.
You will repeat this flow for the Moved Lead flow except the starting object in 2 and 3 will be Leads as oppose to Contacts.
Also, please make sure you have a smart campaign within your Marketing Automation system to re-enrich the leads with new
If you would like more information or have questions about setting up this flow, please reach out to your CSM or support@leadspace.com!