When prospects or current customers interact with your marketing collateral or products, optimize speed to outreach using Routing Rules to assign reps of your choosing to take actions within minutes directly from Sellfire.
Key uses
Inbound Concierge website widget
Add a public-facing widget to your websites that allows prospects to request callbacks from reps now or in the future. Via the HubSpot -> Sellfire integration, Sellfire will then use rep availability, current lead ownership, and lead Routing Rules that you have configured to ensure those callbacks are distributed and notifications are sent real-time to reps so that they can be acted upon in the most-efficient way possible.
Salesforce & HubSpot integration activities
Automatically send leads to reps in Sellfire to take immediate action when prospects interact with your marketing collateral, leads otherwise become marketing qualified, current customer upsell opportunities arise, or to win back churned customers based on updates that happen in Salesforce and/or HubSpot. Fields need to be mapped from Salesforce and/or HubSpot to Sellfire via System Configuration > Integrations > More Actions to trigger Routing Rules.
.csv lead imports
Import lists of leads that you would like to immediately distribute to reps via your Routing Rule logic.
Create Routing Rules
Create & name.
- Navigate to System Configuration > Transfers and Routing > Routing Rules and click ADD ROUTING RULE.
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Enter the name of your Routing Rule in the Routing Rule Name field at the top of the page. This name will appear to reps in notifications they receive when leads are assigned to them from this rule.
Add your conditions.
These are the lead attributes that you will be using to determine when leads are ready to route to the reps in this rule. If data exists on Sellfire leads and/or Sellfire custom objects, you can use it to determine routing. - In the CONDITION SET 1 box,
- Select the Sellfire object that has the fields that you would like to use for the first condition.
* If you have not configured custom Sellfire objects in System Configuration > Your Organization > Object Manager and mapped those objects and fields between Sellfire and Salesforce and/or HubSpot in System Configuration > Integrations > More Actions > Field Mapping, the Sellfire lead object will be the only option. - If you have selected a custom Sellfire object, select which related record(s) from Salesforce or HubSpot that you would like to reference for this condition.
Available selections:
- Any Record(s): One of the related records must have a field value that matches this condition.
- All Records: All of the related records must have a field value that matches this condition.
- Newest Record: The most-recently created related record must have a field value that matches this condition.
- Oldest Record: The related record created longest ago must have a field value that matches this condition.
- Select the first field that you would like to use for the condition, the operator, and any values in that field that inform the operator.
- Add additional fields from the same Sellfire object to use in the same condition set. Any fields added to the same condition set will be treated with "AND" logic where all will have to be true for the condition to be met.
- Select the Sellfire object that has the fields that you would like to use for the first condition.
- Click ADD CONDITIONS at the top right to add additional condition sets.
Multiple condition sets can be used to apply "OR" logic where one condition set or another could be true to fulfill the rule.
Define your condition rule logic. - In the Rules Logic field, enter the condition "OR" and/or "AND" logic using the CONDITION SET numbers. If nothing is entered here, the rule will default to "AND" logic for all condition sets where all conditions will have to be true for the rule to be applied.
For example, if you would like the rule to be applied if condition 1 or condition 2 are met but also would like condition 3 to be met with both of those conditions, you would enter "(1 OR 2) AND 3".
Choose to route new and/or existing leads. - Under Lead Creation Status, select if you would like to only route leads that are newly created in Sellfire based on the triggering activity, only route leads that already existed in Sellfire before the triggering activity, or route both new and existing leads through this rule.
We recommend that you route both newly created and existing leads in most scenarios.
Select the current Sellfire lead statuses. - Under Lead Status, select the status that the Sellfire should be in to allow routing. If statuses are not checked, leads in those statuses will not route.
- Unassigned: Not owned by a rep, and not in resting, retired, or customer statuses.
- Assigned: Assigned to a rep via the nightly automated assignment, but not yet dialed by that rep. Once dialed, the lead moves to the owned status.
- Owned: In the rep's name via Routing Rules, .csv imports, integration Sellfire Owned ID field mapping, manual lead assignment, claiming from the lead pool, self-sourcing, or dialing leads assigned via the nightly assignment.
- Be careful when checking this status because if triggering events happen mid-sales cycle, leads can move from one rep's ownership to another's after the original rep has already started working the leads.
- When owned leads are re-routed to other reps via Routing Rules, they will start a new sales cycle and be moved to the "Cold Call Cold" phase.
- Resting: Temporarily out of circulation after being released by reps, "not interested" call results being logged, end Sequence activities, integration Phase field mapping, or .csv lead import Phase updates.
- Retired: Permanently out of circulation after retired call results being logged, end Sequence activities, integration Phase field mapping, or .csv lead import Phase updates.
- Customer: Permanently out of circulation after customer call results and sales being logged, integration Phase field mapping, or .csv lead import Phase updates.
Select the reps that will receive these leads.
- Check the boxes next to the reps' names, and click ADD THESE REPS.
Determine lead distribution logic. - Distribute leads evenly via Round Robin or always to the highest-ranking available rep via the manual or dynamically updated stack ranks.
- Round Robin (Even Distribution): Will attempt to ensure all reps receive the same number of leads through this rule as of the date that they are added to the rule.
- For Inbound Concierge Schedule Meeting, if you have toggled on the ability for reps to book multiple events in a single timeframe on their calendars via System Configuration > Your Organization > Scheduling Details, unlimited demos can be scheduled on reps' calendars through this function. For that reason, if you allow multiple events to be scheduled for the same rep at the same time, we recommend that you only use this Round Robin distribution logic for your Inbound Concierge Schedule Meeting Routing Rules.
- Manual (By Stack Rank): Drag and drop your selected reps so that the highest-ranking rep receives all of the leads routed through this rule as long as they are available. Their availability is defined by your availability selection (described in step 10 below).
- Dynamic (By Stack Rank): Select a metric (Close Rate, Set Rate, Hold Rate) and past timeframe to determine automated ranking of reps where the highest-ranking rep receives all of the leads routed through this rule as long as they are available. Their availability is defined by your availability selection (described in step 10 below).
Determine rep availability logic.*
- Round Robin (Even Distribution): Will attempt to ensure all reps receive the same number of leads through this rule as of the date that they are added to the rule.
- Only route leads to reps who are currently not on calls to emphasize speed from inbound activity to rep outreach
* This does not apply to Inbound Concierge Call Me or Schedule Meeting functionality.
For Call Me, reps cannot currently be on any call to receive a prompt to dial the lead.
For Schedule Meeting, if you have toggled on the ability for reps to book multiple events in a single timeframe on their calendars via System Configuration > Your Organization > Scheduling Details, unlimited demos can be scheduled on reps' calendars through this function. For that reason, if you allow multiple events to be scheduled for the same rep at the same time, we recommend that you only use the "Round Robin" distribution logic (described in 9 above) for your Inbound Concierge Schedule Meeting Routing Rules.
Send email notifications when leads route. - Select from Sellfire users' email addresses or enter any other valid email addresses to receive email notifications every time leads are routed through this rule.
Don't forget to save! - Click SAVE RULE at the top right of the page.
Routing Rule triggers
Determine if you would like your Routing Rules to be triggered by integration or .csv activities, Inbound Concierge Call Me, and/or Inbound Concierge Schedule Meeting.
Lifetime leads routed reporting
Click on the count of lifetime leads routed next to each Routing Rule to see details about the specific leads routed through the rule in specific timeframes, and export all of that data.
- Name of Lead: Click on the name to go to that lead's Lead Detail page.
- Time Routed: The date and time that the rep received the lead.
- Rep Assigned To: The rep that was assigned the lead.
- Time Rep Next Dialed: The amount of time between when the rep received the lead and when they dialed it for the first time.
Configure Routing Rule lead ranking in reps' queues
In System Configuration > Lead Management > Lead Ranking, move Inbound Activities (From Routing Rules) up in the ranking to have tasks for these leads appear at the top of reps' Active Queues.