How do you set up automatic lead assignment?

Required tools

• Dynamics 365 Sales — With access to assignment rules.
• Agreed allocation principle — Geography, industry, or rotation.

Select a principle

1. 1.Decide what should control it

   Geography, industry, company size, or simple round-robin. One main principle with one fallback rule—if you combine three, the rules become impossible to troubleshoot.

2. 2.Handle leads that don't match any rule

   There will always be some. Send them to a shared queue with a named owner, rather than leaving them unassigned.

Set it up

1. 3.Build the rule

   Use assignment rules or a flow in Power Automate. Flows provide more control, while rules are easier to maintain for people other than the person who created them.

2. 4.Take absences into account

   A salesperson who is on vacation should not receive leads. Otherwise, new leads may be assigned to someone who will not see them for three weeks.

3. 5.Notify the recipient

   Assignments made without notification are only discovered when the seller happens to check the list. Send an email or a Teams notification.

4. 6.Measure the response time

   Time from creation to first activity. This is the metric that shows whether the automation is working. If it decreases, the measure worked.